Last updated: 9 October 2026
This policy explains what personal information Friends of Ling Moor (“we”, “us”, “our”) collects through this website, why we collect it, how we look after it and the rights you have. We are committed to collecting as little information as possible – especially about children.
1. Who we are
Friends of Ling Moor is the parent teacher association (PTA) of Ling Moor Primary Academy. We are run entirely by volunteers. Registered charity number: 1046893.
We are the “data controller” for the personal information described in this policy. We are a separate organisation from the school, although we work closely with it. You can contact us at secretary@friendsoflingmoor.co.uk.
2. Information we collect
When you book event tickets (for example a school disco)
- Your name (as the parent or carer making the booking).
- Your child’s name and the session they are booked into (the EYFS & KS1 disco, or the KS2 disco).
- Your email address, if requested, so we can send your booking confirmation and receipt.
- Order details such as the date, amount paid and an order reference.
Card payments are handled by our payment provider, Stripe. Your card details go directly to Stripe and are never seen or stored by us. Stripe may also process your billing details and device information to prevent fraud.
When you sign up to become a Friend
Your name, email address, phone number (optional), your relationship to the school, how you would like to help and any message you send us.
When you offer a raffle prize
Your name, email address, phone number if you give one, your company or business name if you give one, and a description of the prize.
When you sign up for PTA emails
Your email address, and your name if you give it. This happens if you use the sign-up form, or if you tick the updates box when you book disco tickets. We send these emails with EmailOctopus. You can unsubscribe from any message.
When you browse the website
Our web hosting provider automatically records technical information such as your IP address and browser type in server logs, for security purposes. See section 7 for details of cookies.
3. Why we use your information and our lawful basis
- To process your ticket booking and payment – necessary to fulfil our agreement with you (contract).
- To produce an attendance register for the event so we know which children are present and can keep them safe – our legitimate interests in running safe events.
- To keep financial records of money received – to meet our legal obligations as a charity.
- To email you about PTA events if you have asked us to, including when you tick the box while booking disco tickets – your consent, which you can withdraw at any time.
- To contact you about volunteering and PTA news if you have signed up as a Friend – your consent, which you can withdraw at any time.
- To contact you about a prize you have offered for the Christmas raffle – your consent, which you can withdraw at any time.
- To keep the website secure – our legitimate interests.
We will never sell your information or use it for marketing by anyone else.
4. Children’s information
We only ask for your child’s name and the session they will attend. We do not ask for dates of birth, photographs or medical information online. If your child has medical needs or allergies relevant to an event, please tell the school or a committee member directly. Bookings must be made by a parent or carer aged 18 or over.
5. Who we share it with
- Stripe – to take card payments securely.
- EmailOctopus – to send PTA event emails to people who have asked for them.
- Our website hosting provider – who stores the website and its data on our behalf.
- Ling Moor Primary Academy staff – who may see the attendance register at an event for safeguarding purposes.
- Authorities – only where we are required to by law.
Some of these providers may store data outside the UK. Where they do, they are required to protect it with appropriate safeguards, such as the UK International Data Transfer Agreement or an adequacy decision.
6. How long we keep it
- Attendance registers (child names and sessions) – deleted within 6 months of the event.
- Order and payment records – kept for 6 years after the end of the financial year, as required for charity accounts.
- Friend sign-ups – kept while you are involved with the Friends, and deleted within 12 months of your last child leaving the school or when you ask us to remove them.
7. Cookies
We only use cookies that are needed for the website to work. These include cookies that remember your booking as you move through checkout (set by WooCommerce), cookies that keep committee members logged in to the website, and cookies set by Stripe to prevent fraud when you pay. We do not use advertising or tracking cookies. If we ever add analytics we will update this policy and ask for your consent first.
8. Keeping your information safe
The website uses a secure (HTTPS) connection. Only committee members who need it can access booking and membership information, using individual password-protected accounts. Downloaded attendance lists are deleted after the event.
9. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the information we hold about you;
- ask us to correct anything that is wrong;
- ask us to delete your information (unless we have to keep it by law);
- ask us to restrict or stop using it, or object to how we use it;
- ask for your information in a portable format;
- withdraw your consent at any time, where we rely on consent.
To use any of these rights, email secretary@friendsoflingmoor.co.uk. We will reply within one month.
10. Complaints
If you are unhappy with how we have handled your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or by calling 0303 123 1113.
11. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.