Privacy Policy

1. Who We Are

RUGBY TAMIL WELFARE C.I.C. is a registered Community Interest Company in England and Wales (Company No. 11230437). We operate the Centre for Tamil Language and Cultural Studies, Rugby (CTLC), a community Tamil language and cultural school located at:

For the purposes of UK GDPR, RUGBY TAMIL WELFARE C.I.C. is the data controller.

2. What Personal Data We Collect

We collect and process the following categories of personal data:

2.1 Enrolment Applications

• Child's full name, date of birth, and year group
• Child's current Tamil language level
• Parent or guardian's full name, email address, phone number, and home address
• Medical information or special requirements (if provided voluntarily)
• How you heard about us
• GDPR consent declaration
• Photo and video consent declaration (if given voluntarily)

2.2 Contact Form Enquiries

• Full name, email address, phone number (optional), and message content

2.3 Website Usage Data

• Anonymised usage statistics (pages visited, time on site) — only if analytics cookies are accepted
• Technical data such as browser type, device type, and IP address (anonymised)

2.4 Special Category Data

Medical information you provide in the enrolment form may constitute special category data under UK GDPR. This data is collected solely for safeguarding purposes and is processed only with your explicit consent.

3. How We Use Your Data

4. Photo and Video Consent

We may take photographs and videos at school events, classes, and cultural activities. These images may be used on our website, Facebook page, newsletters, and other school communications to celebrate our community and promote our activities.

Photo and video consent is entirely voluntary and is collected separately during enrolment. You may:

• Grant consent with no restrictions
• Grant consent with specific conditions (e.g. internal use only, no social media)
• Decline consent entirely
• Withdraw consent at any time by contacting us at Rugbytamils201@gmail.com

Withdrawal of consent does not affect the lawfulness of any processing carried out before the withdrawal. We will remove images from future publications upon request, though we cannot guarantee removal from materials already distributed.

5. Data Retention

6. Data Sharing and Third Parties

We do not sell your personal data to any third party. We may share data in the following limited circumstances:

• British Tamil Language Examination Board (TLEB) — student names and year groups may be shared for examination registration purposes, with your consent.
• Edexcel / Pearson — for students entered for the Edexcel International GCSE Tamil qualification, relevant data is shared as required for examination entry.
• Legal obligations — we may disclose data where required by law, court order, or safeguarding duty.
• IT service providers — our website is hosted on a UK-based server. Data is processed within the UK and European Economic Area only.

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of access — request a copy of the personal data we hold about you
• Right to rectification — request correction of inaccurate or incomplete data
• Right to erasure — request deletion of your data (“right to be forgotten”)
• Right to restrict processing — request that we limit how we use your data
• Right to data portability — receive your data in a structured, machine-readable format
• Right to object — object to processing based on legitimate interests
• Right to withdraw consent — withdraw consent at any time without affecting prior processing

To exercise any of these rights, please contact us at Rugbytamils201@gmail.com. We will respond within 30 days.

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk or call 0303 123 1113.

8. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. Our website uses HTTPS encryption. Access to the admin system is restricted to authorised staff only, protected by secure authentication.

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and inform affected individuals without undue delay.

9. Cookies

Our website uses cookies. Please see our Cookie Policy for full details of the cookies we use, their purpose, and how to manage your preferences.

10. Children's Privacy

Our school serves children aged 3–16. We do not collect personal data directly from children. All enrolment data is provided by a parent or guardian who gives consent on behalf of their child. We process children's data only for the purposes described in this policy and with appropriate safeguards in place.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page will reflect any changes. We encourage you to review this policy periodically.

12. Contact Us

For any questions about this Privacy Policy or how we handle your data, please contact: