How we look after your information.

KTACSS handles personal data with care, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Last updated: May 2025

1. Who we are

The Kevork Tahta Armenian Community Sunday School (KTACSS) is the data controller for the personal information described in this policy. We are a registered charity operating from Twyford Church of England School, Twyford Crescent, Acton, London W3 9PP.

2. What we collect

We collect personal information when you:

Register your child for the school (name, date of birth, current year)
Provide parent/guardian and emergency contact details
Disclose medical, dietary, or accessibility needs at registration
Submit a message through our contact form (name, email, phone, message)
Give consent for your child to appear in school photos or newsletters
Pay tuition fees (we receive transaction confirmation, not card details)

Our website stores a single non-tracking cookie (NEXT_LOCALE) to remember your language preference (English or Armenian).

3. Why we collect it

We use personal information to register and teach your child safely, to communicate with parents about school matters, to fulfil our safeguarding duties, to issue qualifications, and to comply with our charitable obligations. Photos and quotes are used in school newsletters and on our website only where consent has been given.

4. Lawful basis

We rely on the following lawful bases under UK GDPR:

Contract: to deliver the education your family registered for
Legitimate interests: to run the school, communicate, and report
Legal obligation: for safeguarding and charity reporting
Consent: for photography, marketing photographs and newsletter sign-ups

5. Who sees your information

Personal data is accessible only to authorised KTACSS staff, governors, the Education Committee, and (where relevant) the Parents Committee. We do not sell or rent data, and we do not share data with third parties for marketing.

We may share information with statutory authorities (e.g. social services or the police) where we are legally required to do so for safeguarding reasons.

6. How long we keep it

Registration information is retained for the duration of your child's time at the school plus seven years (in line with charity best practice). Safeguarding records are retained for the longer of 25 years from the child's date of birth or 7 years after they leave the school. Contact-form submissions are kept for up to 12 months.

7. Children's data

Most of our students are under 18. We collect only the minimum information required to keep each child safe and to teach them well. Where consent is needed (for example for photography), we ask the parent or guardian, not the child.

8. Your rights

Under UK GDPR you have the right to:

Access the personal data we hold about you or your child
Correct inaccurate information
Request deletion (where there is no overriding legal reason to keep it)
Object to processing or restrict it
Withdraw consent at any time where consent is the basis we rely on
Complain to the Information Commissioner's Office (ico.org.uk)

9. Security

We store digital records on access-controlled systems and keep paper records in a locked filing cabinet at the school. We review who has access annually.

10. Contact

For any privacy question or to exercise a right under this policy, email info@armenianschool.org.uk or write to: KTACSS, Twyford C of E School, Twyford Crescent, Acton, London W3 9PP.