Nihongo Club Cambridge
Registered charity number: 1136278
Privacy Notice
Background
This Privacy Notice contains all the information you need to know about how and why we collect, store, transfer and use your personal data. It also explains your rights and obligations in relation to your Data.
It is in your interest to read this privacy notice as it contains important information on how and why we are using your Data and what will do with it after you have left the club, Nihongo Club Cambridge will be the Data Controller of any data that you supply to us.
GDPR Data Protection Principle
We comply with UK data protection law and GDPR. This says that any data we hold about you must be:
● Used lawfully and in a transparent way
● Collected only for valid purposes that we have clearly explained to you and not used in any other way
● Relevant to the purposes that we have told you about and limited only to those purposes
● Accurate and kept up to date
● Kept only as long as necessary for the purposes we have told you about
● Kept securely
The different types of data we hold and why we hold them
Types of data
- Student Personal Data: Name/Date of Birth/Home Address
- Parent/Guardian Personal Data: Name/Phone Number/Contact Email Address Relationship with the student/
- Other Data: Student’s Medical Information (if necessary)/Attendance Records
Reasons for holding all this Data
- Student Personal Data: To support student learning in class and communicate about lesson contents in/outside class
- Parent/Guardian Personal Data: To report student attainment progress in class and process lesson fee related matters as well as for general communication regarding club matters
- Other Data: To provide lessons suitable for the student and keep children safe
Legal basis for processing your Data
- You are consenting to providing it to us; and / or,
- Processing is necessary for the performance of our educational task
Special Category Data
We will not collect sensitive data such as; political opinions, religious or philosophical beliefs.
Collecting student information
We obtain student information via admissions form before the student’s lesson starts. We also collect student attainment data and attendance records in class.
Data Sharing
It will not be shared with any third parties unless it is required by law. We will also provide your Data for the purposes of safeguarding your child.
Data Security
Data will be stored in Google Drive, for which NIHONGO CLUB CAMBRIDGE has a security agreement. We have put in place measures to limit access to your Data only to NIHONGO CLUB CAMBRIDGE staff. We have put in place appropriate security measures to prevent your Data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Data Retention
The club will retain your Data, as provided by parents/guardians, for the duration of their child's enrolment as a student at the club and for one year after leaving the club, under legal requirements from HMRC. After you have left the club, we may still use your Data to send you information about club events, bake sales, etc. After one year, if a parent/guardian requests the disposal of personal data, we will delete your information from our database and dispose of or anonymise your information.
The following information will be retained after the above mentioned period.
● Student Name, Date of Birth
● Parent Name, email address
● Admission Date and Withdrawal Date
We use the information for internal management analyses only.
Your rights in relation to your Data
It is important that you know what rights you have in relation to your Data.
Right to Request Access
You have the right to request that we provide you with a copy of the data we hold about you and to check that we are lawfully processing it.
Right to Request Correction
You have the right to request that inaccurate or incomplete data be corrected. We rely on you to ensure that you provide us with details of any changes in your personal circumstances.
Right to Object Processing
Where we are processing data only on the basis that it is necessary for our legitimate interests (see above section 3.2), you have the right to object to that processing and it is then for us to establish whether your interests and fundamental rights override those interests.
Right of Erasure
You have the right to request that we delete your Data where there is no good reason for us continuing to process it. You will appreciate that much of your Data is essential for us to be able to provide you with our service. For instance, we may not be able to provide our
educational services that meet our standard quality, or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of your child). This right mainly applies when you have objected to processing (see section 7.3 above) or you are withdrawing your consent.
Right of Restrict Processing
You have the right to ask us to suspend processing your Data whilst its accuracy or reason for processing is established.
Right of Data Portability
You have the right to ask that we transfer the information you gave us to another organisation, or to you in certain circumstances.
Automated Processing (including Profiling) and Automated Decision-Making
We can confirm that your Data is not subject to any automated processing including profiling, or any automated decision making.
Contact Details
You can contact us via the following email address if you have any concerns.
Name: Nihongo Club Cambridge