Everything optional starts switched OFF. If you leave a box in section 3 blank, that feature stays off. You are never opting out — you are choosing what to opt in to, and you can change any of it later by sending one email.
1. About the member
Child's first name
Surname initial (we do not keep full surnames)
Age band — circle one. We do not record a date of birth.
Under 13 · 13–15 · 16–17
Minecraft username (if they will be joining a world)
2. About you
We need one adult we can reach during a session. This is not stored on the club server — it is kept in an encrypted file on Eris's own device. See the Privacy Notice, section 2.
Your name
Relationship to the child
Phone number (reachable during club sessions)
I hold parental responsibility for this child. ☐
If you do not hold parental responsibility (for example you are a grandparent, a foster carer without delegated authority, or another relative), please tell us — we will need consent from someone who does, or from the placing authority.
3. What may be switched on
Tick only what you want. Anything unticked stays off.
- A club account — a username and password for the chat and the creative tools. Required for membership; everything below is optional.
- Text chat in club channels. Eris can read all club channels, and messages are kept so a reported incident can be checked.
- Live voice chat. Voice is not recorded. Off by default for under-13s.
- Screen sharing — so they can show what they are building. Only in a channel with a tutor present for under-13s.
- Image and file uploads to the chat. Off by default for under-13s.
- Minecraft worlds — adding their Minecraft username to a whitelist.
- Playing in a shared world with other named members. Please say which members, if you have a preference:
- Showing their work publicly — a screenshot of a build, a Scratch game or a Python drawing on the Arcadia website. No photographs of your child are ever published. How should it be credited? First name ☐ No name ☐
4. Anything we should do differently
Optional, and only what is useful for running a session. Please do not send diagnoses, EHCPs or medical details — we do not want them and do not store them. What helps is practical: "needs instructions written down", "hates being rushed", "will go quiet rather than say they are stuck", "voice is too much on a bad day".
Anything you write here is kept off the club server, encrypted, and used only to run sessions well. See Accessibility & Reasonable Adjustments.
5. Confirmations
- I have read the Privacy Notice and understand what data is held about my child and for how long.
- I have read the Safeguarding Policy and understand that a concern about a child will be acted on, and referred to outside agencies where necessary, even without my agreement.
- I have read the Online Safety Policy and the Behaviour Policy with my child.
- My child and I have signed the Code of Conduct.
- I understand that Minecraft needs my child's own Microsoft account, and that for an under-13 that account must sit in a Microsoft Family group with my consent.
- I understand I can withdraw any consent above at any time by emailing Eris, with no effect on the rest of my child's membership.
Signature
Date
Cognito Coding records the date this form was received and which options were ticked. That record is kept while your child is a member and for three years afterwards, as evidence that consent was given.