Privacy Policy

Contact details you provide - parent/guardian name, email and phone - when you book a free trial lesson or get in touch.

Your child's first name and age, and the class date you choose, when you book a free trial lesson, so we know which child is coming, when, and can pitch their session at the right level. We ask for a first name only - not a surname, and never contact details for your child.

Photo and video preferences recorded during enrolment, including which child and parent or guardian they relate to.

Whether your child has coded before, and anything you choose to tell us in the "anything we should know" box - such as an additional need or an access requirement - so we can plan their session properly.

How you heard about us, if you tell us - it helps us understand which of our efforts reach families. Answering is optional.

Anything you choose to tell us in a message field.

If you apply for a job with us: your name and contact details, the role you're applying for, a link to your CV or portfolio if you give one, and what you tell us about yourself.

If you enquire on behalf of an organisation about a workshop - a school, community group or charity: your organisation's name and type, your name, your role if you give it, your email and phone, and the age range and rough size of the group. These are business contact details. That form asks nothing about any individual young person - no name, no age, no details.

If you accept analytics cookies, information about how you use the website - such as pages visited and how you found us - to help us improve it (see Cookies, analytics & advertising).

If you accept advertising cookies, the Meta pixel records that your browser visited our site and which pages, so Meta can measure whether our adverts work (see Cookies, analytics & advertising).

The basic technical information every website receives - such as your IP address, your browser and the page you asked for - which our hosting provider records in short-lived server logs so the site keeps running securely.

When you submit a form, our server also passes the IP address the submission came from to HubSpot along with what you typed, so the record of your enquiry shows roughly where it was sent from - a town or city, never a street address or who you are. We use this to keep our enquiry records accurate; it is not used for advertising.

When you ask for a free trial lesson, the exact consent statement you agreed to - its wording and version - is stored as part of your record. The "Who handles your data" section below explains HubSpot's role.

Earlier website photo-consent records include a reference number, submission time, IP address and browser information, kept with the record as supporting evidence of the choice submitted.

To respond to your enquiry, book and remind you about your child's free trial lesson, and manage your booking for our classes.

To send confirmations or follow-up updates through HubSpot where those notifications are configured.

We use the details on each form to handle your booking, enquiry or application. Permission for this is not a marketing signup.

If you sign up for updates, we use your email to send them. You can unsubscribe at any time.

To record and honour your photo and video preferences.

To consider your application if you apply to work with us.

To improve our courses, website and services.

We ask for photo and video permission when you enrol. You can say no, or change or withdraw permission at any time by emailing info@hikora.co.uk. We never publish a child's full name alongside their image.

We record the child and parent or guardian the choice relates to, the permitted uses and when permission was given. Earlier website submissions also include the wording shown, a reference number, submission time, IP address and browser information. These details support the record; they do not prove who submitted it.

We use images only with your consent. We retain permission records for our legitimate interest in honouring your choices and showing what was agreed, for the periods below. They are not used for marketing to your child.

HubSpot stores website enquiries, booking details and earlier website photo-consent records. The booking system we use to run our classes handles enrolment, camp bookings, photo preferences and payments under its own privacy policy; card details never reach us. Vercel hosts this website. Google Analytics and Microsoft Clarity receive usage information only if you accept analytics cookies.

One provider stands apart from that list: if you accept advertising cookies, Meta (Facebook and Instagram's parent company) receives the visit and signup signals described in "Cookies, analytics & advertising" below. Meta is not a processor acting only on our instructions - it uses that data for its own advertising purposes too, under its own privacy policy. That is why advertising cookies have their own consent, separate from analytics, and stay off unless you turn them on.

Some of these providers process data outside the UK; where they do, that transfer is covered by appropriate safeguards (such as the UK's International Data Transfer Agreement or equivalent).

We never sell your data, and we only share it where it's needed to provide our service or where the law requires it.

Our classes are for young people aged 7-18. Our parent-facing forms are intended for a parent or guardian, who provides consent and submits enquiries on their child's behalf; our workshop enquiry form is for organisations and asks nothing about any child. When you ask for a free trial lesson we collect your child's first name and age, and whether they have coded before - enough to know who is coming and where to start them, and no more. We do not ask for your child's surname, address, school, or any contact details for them.

Photo and video preferences are recorded during enrolment. Earlier website consent records also identify the child they apply to. We never publish a child's full name alongside their image. We keep children's information only for the purposes and periods described in this policy.

Nothing about your child goes to any analytics or advertising tool. Your child's first name, age and experience - which our trial lesson form asks for - are sent to our own systems and HubSpot only, never to Meta, Google or Microsoft.

Trial lesson and enquiry details: we keep these for as long as we need them to respond and keep you informed - and, if you don't go on to book with us, for no more than 24 months, after which we securely delete or anonymise them. If you become a customer, we keep booking records for as long as the law requires (for example for tax purposes). You can ask us to delete your details sooner at any time.

If you tell us about your child's health, a disability or an additional need - in the "anything we should know" box, or in conversation - that is special category data under UK data protection law, and we treat it accordingly. We use it for one purpose only: to plan your child's session and support them properly. Our condition for processing it is your explicit consent, given when you choose to tell us, and you can withdraw it or ask us to delete it at any time by emailing info@hikora.co.uk. We never use it for marketing, and we never share it outside Hikora except where a safeguarding duty requires it.

Your child's first name is the exception, and we keep it for the shortest time of anything here. We ask for it so we know which child is coming and can greet them properly. Once your child is enrolled and set up in the booking system we use to run our classes, their first name has done its job in our enquiry records, and we delete it from them - the enrolment record itself is separate, and is covered by the customer-records period above. If you don't go on to enrol, we delete their first name along with the rest of the enquiry, and you can ask us to remove it at any point before that.

Photo and video consent records: we keep these while needed to honour your preferences and show what was agreed. Earlier website records include their submission time, reference, IP address and browser information. After withdrawal, we stop using the images and retain the record only while needed to evidence the earlier permission.

Job applications: we keep these while we are considering them and for a short period afterwards in case a similar role comes up. You can ask us to delete your application at any time.

Some things sit outside those periods, because they are not ours to hold or delete individually: our host's server logs, which are technical, short-lived and deleted automatically on the host's own schedule (we can't search them for one person or erase a single visit), and analytics data held by Google and Microsoft, which is kept under those tools' own retention settings and is not stored against your name. If you accepted advertising cookies, Meta also holds the advertising data described in "Cookies, analytics & advertising" under its own retention rules and privacy policy.

That limitation applies to the logs themselves, not to the details held in our own CRM. The IP address passed to HubSpot with each form submission (see "Information we collect") is part of that submission's record and follows its period - 24 months for trial lesson and enquiry details, as above. The IP address and browser information inside a photo & media consent record already follow the consent-record period above. The details in our own CRM we can find, so if you ask us to delete a record, they go with it.

Our cookie banner asks you about two kinds of optional cookies, and you decide about each one separately: you can say yes to both, no to both, or yes to one and no to the other. Neither is set until you say yes to it, and rejecting either or both never limits what you can do on the site - including asking for a free trial lesson.

Analytics cookies: with your consent, we use Google Analytics (GA4) and Microsoft Clarity to understand how visitors use the site - for example which pages are popular and how people found us - so we can improve it. If you accept, Microsoft Clarity also builds heatmaps and recordings of how pages are used - where visitors click and scroll. These two tools are not used for advertising and do not track you across other websites.

Advertising cookies: separately, and only with your consent, we use the Meta pixel - a small piece of code from Meta, the company behind Facebook and Instagram - so that when we advertise there, Meta can tell us whether those adverts actually led anyone to our site or to ask for a trial lesson. We will be plain about what this one is: it is an advertising tool, it sets a cookie that identifies your browser, and Meta can use it to recognise you on other websites and connect what it sees to your Meta account. That is exactly why it has its own consent, and why it stays off unless you switch it on.

Whatever you choose, what you type into our forms stays out of these tools. In particular, your child's first name and age - which our trial lesson form asks for - are never sent to Meta, Google or Microsoft. The most we ever tell Meta is that a visit or a trial lesson request happened; none of the details entered on the form are included. We have also switched off the pixel's "automatic" collection, which would otherwise let it gather extra details from the page for itself.

If you reject a category - or if you simply haven't answered the banner yet - the tools in that category are not loaded on the page at all. Not a limited or "consent" mode, not a cookieless ping: nothing is requested from them and nothing about your visit reaches them.

You can change your mind at any time using the "Cookie preferences" link in the footer, which clears your saved answer and brings the banner back. Aside from these optional cookies, the site uses only what it needs to work - and your cookie choice itself is remembered in your own browser's storage, not sent to anyone.

Under UK data protection law you have the right to access the personal data we hold about you, to have it corrected or deleted, to object to or restrict how we use it, to withdraw consent at any time, and to ask for a copy of your data in a portable format. Where the request concerns your child's information, you can make it on their behalf.

To make any of these requests - or to withdraw consent, including photo consent - just email info@hikora.co.uk. We'll respond within one month and won't charge you. If you're unhappy with how we've handled your data, you can also complain to the UK's Information Commissioner's Office (ICO) at ico.org.uk - you do not need to come to us first, though we would like the chance to put it right.

Hikora is the data controller for the information described here. You can reach us at info@hikora.co.uk or 07455 098033, or write to us at Mowmacre Sports Ground, Thurcaston Road, Leicester, LE4 2RG.

Questions about this policy, or want to make a data request? Email us and we'll be happy to help.