Built in the UK for UK camps
Written for UK GDPR, UK consumer rules and UK safeguarding guidance, with pounds, postcodes and the DfE code in mind.
TRUST & SAFETY
Built so you can hand over a child and a card without worrying.
FormSide is a UK booking platform for children’s sports camps. This page explains how it protects children, families’ information and money, in plain language. The full wording is in the policy centre.
FOR PARENTS FIRST · CLUBS SECOND · NO LEGALESE
Quick answers
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Who sees my child's medical notes?
The organiser's team running the camp, on the register. Never other families, never in emails, never for marketing.
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Who can collect my child?
Whoever you name. Your collection note is shown to staff at check-out, and the sign-out records who collected and who handed over.
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Do you sell my data?
No. FormSide does not sell personal information and does not use children's health information for advertising.
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Will you email me marketing?
Only if you tick an explicit, default-off box, and only from the organiser you booked with. Every campaign email has an unsubscribe link.
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Can I delete everything?
Yes. Schedule erasure from your account; it runs after a seven-day grace period and strips your family's details from every booking.
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Is the organiser legit?
An organiser must confirm its legal name, registration number and address before it can publish a camp. They are shown on its organisation page.
SAFEGUARDING ON THE DAY
The desk knows who your child is, who is collecting, and what to watch for.
The organiser is responsible for keeping children safe at camp. FormSide makes sure the information that keeps them safe is in the right hands at the right moment, and that what happens is written down.
Named collectors
You tell the organiser who may collect your child, and can change it from your account at any time. The note is in front of staff at check-out.
A sign-out record
Check-in and check-out are timestamped against your child's booking, with the staff member who did it recorded each time.
Medical notes where they are needed
Allergies, medication and conditions appear on the camp register so the team has them as your child arrives. They are left out of every email.
Incidents are written down, and you are told
An injury, a child feeling unwell, a safeguarding concern or a near miss is logged at the time. When the organiser marks you notified, you receive a written account of what happened and what was done.
Staff credentials with expiry dates
Organisers record DBS checks, first-aid, safeguarding training and coaching qualifications per person with issue and expiry dates, and are warned 30 days before one lapses. Certificate numbers are masked to the last four characters.
FormSide does not verify DBS status or certify a camp. What each side is responsible for is set out in the safeguarding statement.
YOUR INFORMATION
Collected for the camp. Seen by the team. Kept only as long as agreed.
Medical notes are sensitive, and children’s information more so. The organiser decides what is needed to run the camp; FormSide limits who can see it, leaves it out of emails, and removes it on schedule.
Read the privacy notice
What is collected, and why
Your contact details, your child's name and date of birth, an emergency contact, and the camp's own questions. Medical and accessibility notes are there so the camp is safe, not for anything else.
Who sees what
The organiser controls the booking and decides who on its team sees it. FormSide processes that booking for the organiser and runs accounts, security and support in its own right.
How long it is kept
Each organiser sets a retention period between 3 and 120 months (24 by default). Once a camp is that far in the past, the personal details on its bookings are removed automatically, leaving only the money and attendance record.
Download or erase it
Export everything held against your email as a file from your account. Erasure is scheduled with a seven-day grace period in case you change your mind.
Marketing only with an explicit opt-in
Camp news from an organiser needs a ticked, default-off box. Consent is logged with its source and time, and every campaign email carries an unsubscribe link that works without signing in.
Photos only with consent
Photo permission is asked for on the booking form and is off by default. A camp album is shown in your account only for bookings where you said yes; if you declined, nothing about it is revealed.
Protected at the column level
Some fields are locked in the database itself: an organiser's accountable person is never readable through the public site, and staff certificate numbers are only ever returned masked.
MONEY
Your money goes to the organiser. FormSide never holds it.
You pay the club, not the platform. FormSide records what was paid, how, and what is still owed, against the booking, and never touches the funds.
Card payments go to the organiser
Card checkout runs on the organiser's own Stripe account. Your card details go straight to Stripe; FormSide never sees the full number.
Bank transfer with a unique reference
Each booking has its own reference so the organiser can match your transfer to the right child without guesswork.
Cash recorded at the desk
If you pay in person, the organiser records it against the booking as cash, so your balance is right in your account.
Refunds recorded against the booking
Refunds and cancellations are applied to the same booking, under the cancellation policy that was shown when you booked. The wording in force is saved on your booking.
A payment history that cannot be edited
Every payment, match and refund is an append-only event. Nothing is overwritten, so what you see in your account is the full story.
Matching, refunds and disputed charges are handled by the organiser. See the camp booking terms.
WHO YOU'RE BOOKING WITH
A real organisation, named before it can publish.
Before an organiser can publish a camp, an owner or admin must confirm its legal name, legal form, a company or charity number where one exists, and a postal address. Those details are shown on the organisation’s page so you know who you are dealing with.
Your contract is with the organiser
FormSide supplies the booking software. The organiser delivers the camp, sets the cancellation policy and is the merchant for your payment.
A direct line
Message the organiser from your account before or after booking. Replies are emailed to you too, and the thread stays in your account.
What to ask them
Their safeguarding policy and named lead, the checks their adults hold, first-aid cover and insurance. A legal block on a page is not the same as a safeguarding certificate.
THE PLATFORM
Fewer people able to see things, and a record when they do.
Who runs what, and where, is on the subprocessors page; the contractual detail is in the data processing terms.
Every provider listed
Hosting, database, email, bot protection and card processing providers are listed publicly with what each receives and when it is used.
Role-based access
An organiser's team has roles — owner, admin, manager, finance, coach — and the database enforces which rows each can see. Staff credentials are visible to owners and admins only.
A privacy log
Exports, erasures, retention changes and incident entries are logged as privacy events, so an organiser can account for what happened to a family's data.
Read-only API
Organisers can connect other tools through API keys that are read-only by design. Nothing outside FormSide can change a booking through the API.
CONFIRMATION EMAILS NEVER CONTAIN MEDICAL OR EMERGENCY DETAILS
FOR CLUBS
Your safeguarding duties are yours. The paperwork can be ours.
The DfE code for out-of-school settings expects a register, collection procedures, staff checks and an incident record. FormSide gives you each of those as a working screen rather than a binder.
See FormSide for clubsA register that carries what the door needs
Medical notes, emergency contact, consent flags and collection notes on the live register, with check-in and check-out by named staff.
Credential tracking
DBS, first-aid, safeguarding and coaching records per person, with a 30-day expiry warning so nothing lapses mid-season.
An incident log with parent notification
Coaches record; owners, admins and managers resolve and notify. Witness names never leave the log.
Retention you set once
Choose how long after a camp personal details are kept. FormSide anonymises on schedule and logs that it did.
REPORT A CONCERN
Say something. Here is where.
If a child is in immediate danger, call 999. FormSide support is not an emergency or statutory safeguarding service.
A concern about a camp
Contact the organiser’s safeguarding lead first, and the local authority or national safeguarding service for the nation the camp runs in.
A misleading or unsafe listing
A question about your information
A data-protection complaint
Use the complaint route; acknowledged within 30 days. You can also go to the ICO.
Does FormSide vet or certify camp organisers?
No. FormSide is booking software. It requires an organiser to confirm its legal identity and key logistics before publishing, and gives organisers tools to record staff checks, but it does not employ coaches, inspect venues or award safeguarding badges. Ask the organiser for its safeguarding policy and named lead before you book.
Who is my contract with when I book a camp on FormSide?
With the camp organiser named on the camp page. FormSide takes the booking on the organiser's behalf; the organiser delivers the camp, holds your money and handles refunds under the cancellation policy shown when you booked.
Can other parents see my child's details?
No. A booking is visible only to the organiser's team and to you, through your account. Group, register and incident screens are for staff. Camp photos are shown only to families whose booking recorded photo consent.
What does an organiser's team see about my child?
The camp register shows name, date of birth, medical notes, emergency contact, consent flags, attendance and payment position to the organiser's team members. Certificate numbers for staff, an organiser's accountable person, and your card details are never on that screen.
Does FormSide hold my money?
No. Card payments go to the organiser's own Stripe account, bank transfers go to the organiser's bank, and cash is handed to the organiser at the desk. FormSide records each payment against your booking but never holds the funds and takes no commission from them.
How do I delete my family's information?
Sign in and schedule erasure from your account. After a seven-day grace period your names, contact details, answers, medical notes and signed waivers are stripped from every booking, leaving only the anonymous money and attendance record the organiser needs to keep. You can cancel within the grace period.
How long does an organiser keep my child's details?
Each organiser sets its own retention period between 3 and 120 months after a camp ends; the default is 24 months. When the period passes, FormSide removes the personal details on those bookings automatically and logs the sweep.
Something is wrong — who do I contact?
If a child is in immediate danger, call 999. For a concern about a camp, contact the organiser's safeguarding lead. To report a misleading or unsafe listing, email FormSide support. For a question or complaint about your information, use the privacy contact or the data-protection complaint route; you can also complain to the Information Commissioner's Office.
READY WHEN YOU ARE
Book with confidence, or run a camp the same way.
Families can book without an account. Organisers start on Free, with every safeguarding tool on this page included.