Privacy Policy Overview

Ultimate Activity Solutions
Last updated: August 2026

1. Introduction

Ultimate Activity Solutions respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, create an account, purchase a product or membership, subscribe to our communications, contact us or otherwise use our services.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.

For the purposes of data protection law, Ultimate Activity Solutions [insert legal entity/trading name] is the data controller for the personal information described in this Privacy Policy.

2. Who We Are

Trading name: Ultimate Activity Solutions
Legal entity: Sole Trader
Business address: TBC
Email: hello@ultimateactivitysolutions.co.uk
Website: https://www.ultimateactivitysolutions.co.uk

If you have any questions about this Privacy Policy or how we use your personal information, please contact us using the details above.

3. Information We May Collect

Depending on how you interact with us, we may collect:

Identity and contact information, including your name, email address, telephone number, business or setting name and billing address.

Account information, including your username, account details, membership type, subscription status and account preferences.

Transaction information, including details of products, resources, subscriptions or memberships purchased and payment status.

We do not normally receive or store your full payment card details. Payments are processed by our chosen third-party payment provider.

Communications, including enquiries, support requests, feedback and correspondence you send to us.

Marketing preferences, including whether you have chosen to receive marketing communications from us.

Technical and usage information, which may include your IP address, browser type, device information, pages visited, login activity and information about how you use our website and resource library.

Resource activity, which may include information about resources you access, download or use where this is necessary to operate the membership service, protect our intellectual property, provide support or improve our services.

4. How We Use Your Information

We may use personal information to:

create and administer your account;
process purchases and membership subscriptions;
provide access to resources included within your membership;
manage renewals, cancellations and account status;
provide customer service and respond to enquiries;
send transactional communications relating to your account, purchases or membership;
maintain the security of our website and membership platform;
prevent fraud, misuse, unauthorised sharing or infringement of our intellectual property;
maintain appropriate business, accounting and transaction records;
understand how our website and services are being used;
improve and develop our resources and services;
send marketing communications where permitted; and
comply with our legal and regulatory obligations.

5. Our Lawful Bases for Processing

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending upon the circumstances, we may rely on:

Contract — where processing is necessary to provide a product, membership or service you have requested or to take steps at your request before entering into a contract.

Legitimate interests — where processing is reasonably necessary for our business interests or those of another party, provided those interests do not override your rights and freedoms. This may include maintaining website security, preventing misuse of our resources, improving our services and managing our business.

Legal obligation — where we need to process information to comply with a legal requirement.

Consent — where you have given us permission to process your information for a particular purpose, such as certain forms of direct marketing or optional cookies. Where we rely upon consent, you may withdraw it at any time.

6. Payments

Payments for products, subscriptions or memberships may be processed by third-party payment providers.

Your payment provider may collect and process payment information in accordance with its own privacy policy.

Ultimate Activity Solutions does not intend to store customers' complete payment card details directly.

Payment provider(s): TBC

7. Membership Accounts

Where you create an Ultimate Activity Solutions account, we may retain information necessary to administer your account and provide access to the resources associated with your membership.

Access to certain resources may be monitored where reasonably necessary to maintain security, troubleshoot problems, administer membership entitlements and identify suspected misuse or unauthorised redistribution of our intellectual property.

We will not use such monitoring for purposes incompatible with those described in this Privacy Policy.

8. Children's and Staff Personal Information

Ultimate Activity Solutions provides professional resources for childcare providers. However, our standard resource library is not intended to be used as a storage system for identifiable information about children, families or employees.

Unless a particular service expressly states otherwise, users should not upload or submit children's personal information, medical information, safeguarding information, SEND information or other special category personal data to Ultimate Activity Solutions.

Where downloadable resources are completed by customers outside our platform, customers are responsible for how they collect, store and process the personal information entered into those resources.

If we introduce online tools that process or store identifiable information on behalf of childcare providers in the future, we will review and update our data protection arrangements, Privacy Policy and any necessary data processing terms before introducing those services.

9. Who We Share Personal Information With

We may share personal information with trusted third-party service providers where necessary to operate our business, including providers of:

website hosting and infrastructure;
membership/account management;
payment processing;
email and communications;
customer support;
website analytics;
security and fraud prevention;
accounting and professional services; and
IT and technical support.

We only share information where there is an appropriate reason to do so and expect service providers processing personal information on our behalf to protect it appropriately.

We may also disclose personal information where required by law, regulation, court order or another lawful authority.

We do not sell your personal information.

10. International Transfers

Some of the technology providers we use may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable UK data protection requirements and that appropriate safeguards are in place where required.

11. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting, contractual and regulatory requirements.

Retention periods may vary depending upon the type of information concerned.

For example, we may retain transaction and accounting information for the period required by applicable tax and accounting requirements, while account information may be retained for the duration of your membership and for an appropriate period afterwards.

We periodically review the information we hold and securely delete or anonymise information when it is no longer required.

12. Marketing

Where permitted by law, we may contact you about new resources, products, membership benefits, offers or other Ultimate Activity Solutions news that we believe may be relevant to you.

Where consent is required, we will obtain it before sending marketing communications.

You can unsubscribe from marketing emails at any time using the unsubscribe option contained within the communication or by contacting us.

Unsubscribing from marketing will not prevent us from sending essential service communications concerning your account, purchases or membership.

Electronic marketing is also subject to the UK's Privacy and Electronic Communications Regulations (PECR), alongside UK GDPR requirements.

13. Cookies and Similar Technologies

Our website may use cookies and similar technologies to operate correctly, maintain security, remember preferences, understand website usage and, where applicable, support marketing.

Some cookies are strictly necessary for the operation of the website. Other cookies and similar technologies may require your consent.

Where consent is required, non-essential cookies will not be used until the appropriate consent has been obtained.

You will be able to manage applicable preferences through our cookie consent controls.

A separate Cookie Policy may provide further details about the individual cookies and technologies used.

The ICO requires organisations to provide clear information about cookies and appropriate controls for non-essential cookies.

14. Keeping Your Information Secure

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include password-protected accounts, access controls, secure hosting, encryption and other appropriate security measures.

However, no internet-based system can guarantee absolute security.

You are responsible for keeping your account login information confidential and should contact us promptly if you believe your account has been compromised.

15. Your Data Protection Rights

Depending upon the circumstances, UK data protection law may give you rights including the right to:

request access to personal information we hold about you;
request correction of inaccurate or incomplete information;
request deletion of your personal information in certain circumstances;
request restriction of processing in certain circumstances;
object to certain processing;
request transfer of certain information to you or another organisation;
withdraw consent where processing is based upon consent; and
complain about how your personal information has been handled.

These rights are not absolute and may depend upon the circumstances and lawful basis for processing.

To exercise a data protection right, please contact us at [insert email address].

16. Complaints

If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to address them.

You also have the right to raise a concern with the UK's data protection regulator, the Information Commissioner's Office (ICO).

Information Commissioner's Office

17. Third-Party Websites

Our website may contain links to third-party websites or services.

Ultimate Activity Solutions is not responsible for the privacy practices of independent third parties. We encourage you to review their privacy information before providing personal information to them.

18. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to our services, technology, business practices or legal requirements.

The latest version will be published on our website and the "Last updated" date will be amended accordingly.

Where a change materially affects how we use personal information, we will take appropriate steps to bring the change to the attention of affected individuals before beginning the new processing where required. This reflects current ICO guidance on changes to privacy information.

19. Contact Us

For questions about this Privacy Policy or the way Ultimate Activity Solutions handles personal information, please contact:

Ultimate Activity Solutions
Email: hello@ultimateactivitysolutions.co.uk
Address: TBC