RESIDENTIAL SUMMER CAMP 2026

PRIVACY POLICY

20/01/2026 Privacy Policy Ref: IMEX.V.PP.26.1

Policy Statement

This Privacy Notice describes how we collect and use personal data about you and your child when you book a residential camp with us, during the camp, and after the camp has ended. This notice does not form part of our Terms and Conditions.

Imaginarium Academy Ltd, of C/O Pearson & Associates, Suite E Canal Wharf, Eshton Road, Gargrave, Skipton, North Yorkshire, England, BD23 3SE, Company Number: 14006463 is a "data controller". This means that we are responsible for deciding how we hold and use personal data about you and your child. We are required under the UK General Data Protection Regulation (UK GDPR) to notify you of the information contained in this Privacy Notice.

We have a dedicated Data Protection Officer ("DPO"). You can contact the DPO by writing to the above address, marked for the attention of the DPO, or by email at dpo@imaginarium.tv.

1.Participant Identity and Confidentiality

Confidential Pupil Status

Imaginarium Academy Ltd operates with discretion as standard practice. In all communications, documentation, and shared materials, participants are normally referred to by first name only.

Families may request Confidential Pupil Status, where their child is known by a preferred name or alternative first name throughout camp. This applies to all verbal communications, written materials, photographs, videos, social media content, and camp credentials.

To request Confidential Pupil Status, parents should indicate their preference during booking or contact academy@imaginarium.tv before camp begins.

Use of Legal Names

Full legal names are used only in confidential documentation including contracts, medical records, financial records, and safeguarding documents. These are stored securely with restricted access.

Balancing Privacy and Showcasing Work

As a film education company, we balance participant privacy with showcasing creative work. During booking, parents specify preferences for use of their child's image, creative work, and name in promotional materials. These preferences can be updated anytime by contacting academy@imaginarium.tv.

We respond promptly to privacy concerns and train all staff on confidentiality. We have the utmost respect for your privacy and are excited to share your children's talent in ways that honour your family's needs.

2. What kind of personal data about you and your child do we process?

We will collect, store, and use the following categories of personal data:

Parent/Guardian Data

• Personal contact details such as name, title, addresses, telephone numbers, and email addresses

• Payment and billing information including bank details for refunds

• Emergency contact information

• Booking and registration information

Participant (Child) Data:

• Personal details such as name, date of birth, gender, age, nationality

• Contact details

• Emergency contact information (if different from parent/guardian)

• Passport details (for airport transfers and identification)

• Travel details including flight information and airport transfer requirements

• Dietary requirements and food allergies

• Medical information including conditions, medications, and health needs

• Educational needs including learning difficulties or special educational requirements

• Physical information relevant to activities (e.g. for equipment sizing)

• Photographs and videos taken during camp activities

• Work created during the camp (films, acting performances, written work)

• Behavioural and safeguarding information

Some of the personal data above falls within "special categories" of more sensitive personal data such as:

• Information about your child's health, including physical and mental health, medical conditions, allergies, and dietary requirements

• Information about disabilities or special educational needs

• Photographs and videos of your child

• Biometric data (if applicable)

3. What is the source of your personal data?

Most of the personal data we collect will be provided by you during the booking process and through pre-camp forms. We may also collect personal data:

• From you via email, phone, or other correspondence

• Generated during the camp by our staff (e.g. photographs, videos, work created)

• From H-Farm as our venue partner regarding camp attendance and activities

• From emergency services or medical professionals if required during the camp

4. How will we use your personal data and what are our legal grounds for processing your personal data?

We use your personal data primarily for the purpose of providing residential film camp services to your child. The situations in which we may use your personal data are set out below along with the legal grounds we rely upon.

The processing of your personal data is necessary for the performance of our contract with you:

• To process your booking and payment

• To confirm your child's place on the camp

• To provide pre-camp information and preparation materials

• To arrange airport transfers and travel

• To provide accommodation, catering, and activities during the camp

• To contact you regarding the camp and your child's participation

• To manage cancellations and refunds

• To send you photos, videos, and certificates from the camp via the H-Farm App

The processing of your personal data is necessary for our legitimate interests:

• To keep records of bookings and attendance

• To improve our camps and services

• To handle complaints or disputes

• To prevent fraud

• To ensure the safety and security of participants

• For business administration and planning

• For marketing our future camps (with your consent)

The processing of your personal data is necessary to comply with our legal obligations:

• Safeguarding requirements for children

• Health and safety obligations

• Accounting and tax obligations

• Insurance requirements

Special categories of personal data (health, dietary, educational needs):

We process special categories of data with your explicit consent and because:

• It is necessary to protect the vital interests of your child (health and safety)

• It is necessary for us to fulfil our contract with you to provide appropriate care, support, and activities

We process photographs and videos of your child with your explicit consent for the purposes of:

• Sharing memories of the camp with you via the H-Farm App

• Using in our marketing materials (websites, social media, brochures) if you provide separate consent

5. How do we use particularly sensitive personal data about your child?

Health, medical, dietary, and educational needs information:

We collect this information with your explicit consent to

• Ensure your child's safety and wellbeing during the camp

• Provide appropriate medical care if needed

• Accommodate dietary requirements and allergies

• Provide appropriate educational support

• Share necessary information with H-Farm staff and medical professionals

This processing is necessary to protect your child's vital interests and to fulfil our contract with you.

Photographs and videos:

We will take photographs and videos during camp activities. These will be:

• Shared with you via the H-Farm Summer Academy App (with your consent)

• Used in our marketing materials only if you provide separate explicit consent

You can withdraw consent for marketing use at any time without affecting photos shared privately via the App.

6. When do we share your personal data with other organisations or individuals?

We share your personal data with the following third parties:

H-Farm (H-International School S.r.l.):

As our venue partner, we share necessary personal data with H-Farm to enable them to provide:

• Accommodation and facilities

• Catering services (including dietary requirements)

• Access to their Summer Academy App for sharing photos and communications

• On-site support and supervision

H-Farm acts as a separate data controller for data processed through their App and facilities. Please refer to H-Farm's Privacy Policy (available at H-Farm privacy policy) for details of how they process your data.

Zoho/Toddle:

H-Farm uses Zoho/Toddle platforms for their Summer Academy App. Your data will be processed in accordance with their privacy policies when using the App.

Other third parties we may share data with:

• Emergency services and medical professionals if required for your child's health and safety

• Insurance providers if required for claims

• Legal and professional advisors

• Airport transfer providers (name and flight details only)

• Our CRM and email service providers who process data on our behalf

We require all third parties to respect the security of your data and to treat it in accordance with data protection legislation.

7. Transferring your personal data outside the UK

H-Farm is based in Italy (within the EU). When we share your data with H-Farm, it will be transferred to Italy. This is considered an adequate country for data protection purposes.

Some of the service providers used by H-Farm (such as Zoho) may process data outside the UK and EU. Please refer to H-Farm's Privacy Policy and the Toddle App privacy policy for details of their international transfers and safeguards.

We will not transfer your personal data outside the UK for our own processing purposes unless we have appropriate safeguards in place or your explicit consent.

8. What if you don't want to share your personal data with us

If you fail to provide certain information when requested (marked as mandatory on our forms), we may not be able to accept your child's booking or provide the camp services. This is particularly important for:

• Emergency contact details

• Medical and dietary information

• Passport details (for airport transfers)

• Payment information

Providing consent for photographs and marketing communications is optional and will not affect your child's ability to attend the camp.

9. What should you do if your personal data changes?

Please inform us immediately if any information changes, particularly:

• Contact details

• Emergency contact information

• Medical or dietary requirements

• Travel details

You can contact us at academy@imaginarium.tv or call +44 (0)7429 177 144.

10. How do we keep your data secure?

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed

Your personal data is stored:

• On secure password-protected systems

• In encrypted email communications

• In our secure CRM system with restricted access

• In secure cloud storage with appropriate access controls

We limit access to your personal data to those employees and service providers who have a business need to know. They will only process your personal data on our instructions and are subject to a duty of confidentiality.

We have procedures in place to deal with any suspected data security breach and will notify you and the ICO where we are legally required to do so.

11. For how long do we retain your personal data?

We will retain your personal data for the following periods:

• Booking and payment records: 7 years (for accounting and tax purposes)

• Medical and dietary information: Deleted within 3 months after the camp ends

• Photographs and videos (shared via App): Retained by H-Farm in accordance with their retention policy (typically 24 months

• Photographs and videos (for marketing, if consented): Retained until you withdraw consent

• Marketing consent records: Until you withdraw consent or 24 months after your last interaction with us

• General correspondence: 24 months after your child's last camp attendance

After these periods, we will securely delete or anonymise your personal data

12. Your duty to inform us of any changes

It is important that the personal data we hold about you and your child is accurate and current. Please keep us informed if your personal data changes, particularly emergency contact details and medical information.

13. Rights of access, correction, erasure and restriction

Under data protection law, you have the right to

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and your child.

Request correction of the personal data that we hold about you or your child. This enables you to have any incomplete or inaccurate information we hold corrected.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. Note: we may need to retain certain data for legal or accounting purposes.

Object to processing of your personal data where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes.

Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you or your child, for example if you want us to establish its accuracy or the reason for processing it

Request the transfer of your personal data to another party.

Withdraw consent at any time where we are relying on consent to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent.

To exercise any of these rights, please contact our Data Protection Officer at dpo@imaginarium.tv or write to us at the address shown at the beginning of this policy.

No fee usually required:

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded or excessive.

What we may need from you:

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.

14. Your right to withdraw consent

Where you have provided your consent to the collection, processing and transfer of your personal data for a specific purpose (such as receiving marketing communications or use of photographs in marketing), you have the right to withdraw your consent at any time

To withdraw your consent, please contact us at academy@imaginarium.tv or dpo@imaginarium.tv.

Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legal basis for doing so.

15. Data Protection Officer

We have appointed Karla Wehrle as our DPO to oversee compliance with this Privacy Notice. If you have any questions about this Privacy Notice or how we handle your personal data, please contact the DPO at dpo@imaginarium.tv.

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

16. Changes to this privacy notice

We reserve the right to update this Privacy Notice at any time. We will notify you of any substantial updates by email and by posting the updated policy on our website. We may also notify you in other ways about the processing of your personal data.

17. H-Farm's Privacy Policy

As our venue partner, H-Farm (H-International School S.r.l.) acts as a separate data controller for:

• Data collected and processed through their Summer Academy App

• Data collected during your child's time at their facilities

• Accommodation and catering services

Please read H-Farm's Privacy Policy (available at H-Farm privacy policy) to understand how they collect, use, and protect your data.

Both Imaginarium Academy Ltd and H-Farm are committed to protecting your privacy and complying with applicable data protection laws.

By enrolling in Imaginarium Film Academy Summer Camp, participants and parents/guardians acknowledge that they have read, understood, and agree to abide by this these Terms of Service.

Imaginarium Academy Ltd, trading as Imaginarium Film Academy.

C/O Pearson & Associates, Suite E Canal Wharf, Eshton Road, Gargrave, Skipton, North Yorkshire, England, BD23 3SE

In partnership with H-Farm, H-International School S.r.l.

Via Olivetti 1, 31056, Roncade (TV), Italy

Last updated: 20/01/2026

Reference: IMEX.V.PP.26.1

Karla Wehrle, Data Protection Officer

Imaginarium Academy Ltd

C/O Pearson & Associates, Suite E Canal Wharf, Eshton Road, Gargrave, Skipton, North Yorkshire, England, BD23 3SE

Email: dpo@imaginarium.tv

For general enquiries: academy@imaginarium.tv