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JC Academy LTD customer privacy notice

Registered name: JC Academy LTD 

This privacy notice tells you what to expect us to do with your personal information.

  • Contact details

  • What information we collect, use, and why

  • Lawful bases and data protection rights

  • Where we get personal information from

  • How long we keep information

  • Who we share information with

  • How to complain

  • ​

Contact details

Post

JC Academy Ltd, 13 Titan Way, Britannia Enterprise Park, LICHFIELD, Staffordshire, WS14 9TT, GB

Telephone

01543 651894

Email

admin@jcacademy.co.uk

​

What information we collect, use, and why

We collect or use the following information for student education and welfare:

  • Names and contact details for students/children

  • Names and contact details for carers

  • Gender

  • Date of birth

  • Dietary requirements (including vegetarian, vegan, gluten free and halal requirements)

  • Payment details and financial information including transactions

  • Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)

  • Welfare information (includes family and home life circumstances and history)

  • Details of any criminal convictions

  • Photographs

  • Biometric data for identification, access or payment purposes

  • Attendance and reason for absence data

  • Information relating to compliments and complaints

  • Exclusion, suspension and behavioural information

We also collect or use the following information for student education and welfare:

  • Religious or philosophical beliefs

  • Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details

  • Address

  • Payment details

  • Account login or user information

  • Purchase or service history

  • Financial transaction information

  • Information relating to health and safety (including incident investigation details and reports and accident book records)

  • Correspondence

  • Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)

  • Attendance and reason for absence data

We also collect the following information for dealing with queries, complaints or claims:

  • Health information

We collect or use the following information for information updates or marketing purposes:

  • Marketing preferences

  • Photographs

  • Website and app user journey information

  • IP addresses

  • Records of consent, where appropriate

We collect or use the following information for archiving purposes:

  • Names and contact details

  • Addresses

  • Alumni records

We collect or use the following information for recruitment purposes:

  • Contact details (eg name, address, telephone number or personal email address)

  • Date of birth

  • National Insurance number

  • Copies of passports or other photo ID

  • Employment history (eg job application, employment references or secondary employment)

  • Education history (eg qualifications)

  • Right to work information

  • Details of any criminal convictions (eg DBS, Access NI or Disclosure Scotland checks)

We also collect or use the following information for recruitment purposes:

  • Health information

We collect or use the following information to comply with legal requirements:

  • Identification documents

  • Health and safety information

  • Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

We also collect or use the following information to comply with legal requirements:

  • Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

  • Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

  • Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

  • Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

  • Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

  • Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.

  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for student education and welfare are:

  • Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for archiving purposes are:

  • Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

Our lawful bases for collecting or using personal information to comply with legal requirements are:

  • Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

  • Directly from you

  • Parents or carers

  • Local authorities or local councils

  • Social services

  • Previous employers

  • Credit reference agencies

  • Third parties:

    • social media outlets such as Facebook and Instagram 

How long we keep information

Ofsted-registered clubs are required to keep records of complaints, child details, attendance, contact information, accidents and medication. However there is some difference between the Early Years and Childcare Registers:

  • Clubs on the Childcare Register must keep child records, contact records, daily registers, accident records, and medication records for at least two years after a child has left the provision, and records of complaints must be kept for at least three years after the date of the complaint.

  • Clubs on the Early Years Register must keep records pertaining to individual children and complaints for a 'reasonable period of time after a child has left the provision' but no specific retention period is given. It is up to providers to decide how long to keep records. 

Who we share information with

Others we share personal information with

  • Parents and carers

  • Local authorities

  • Social services

  • Fostering agencies

  • Specialist teachers such as peripatetic workers or speech and language therapists

  • Insurance companies, brokers or other intermediaries

  • Organisations we need to share information with for safeguarding reasons

  • Emergency services 

  • Legal bodies or authorities

  • Relevant regulatory authorities

  • External auditors or inspectors

  • Organisations we’re legally obliged to share personal information with

  • Publicly on our website, social media or other marketing and information media

  • Debt collection agencies

  • Previous employers

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

9 October 2024

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