Lazy Dog English Studio - Cambridge

Lazy Dog English Studio customer privacy notice

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

admin@lazydogenglish.com

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 parents, guardians, carers

· Gender

· Pronoun preferences

· Date of birth

· Next of kin and emergency contact information

· 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)

· Photographs

· Attendance and reason for absence data

· Progress reports

· Information relating to compliments and complaints

· Exclusion, suspension and behavioural information

We also collect or use the following special category information for student education and welfare. This information is subject to additional protection due to its sensitive nature:

· Racial or ethnic origin

· Religious or philosophical beliefs

· Health information

· Sexual orientation information

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

· Names and contact details

· Addresses

· Payment details

· Call recordings

· Witness statements and contact details

· 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 special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:

· Racial or ethnic origin

· Political opinions

· Religious or philosophical beliefs

· Trade union membership

· Genetic information

· Health information

· Sex life information

· Sexual orientation information

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

· Names and contact details

· Addresses

· Marketing preferences

· Website and app user journey information

· IP addresses

· Records of consent, where appropriate

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)

· Safeguarding information

· Any other personal information required to comply with legal obligations

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 set out in brief 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. Read more about the right of access.

· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

· Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

· Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

· 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. Read more about the right to data portability.

· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

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:

· 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.

· Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

· Vital interests - collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

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

· Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

· 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.

· Public task - we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

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

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

· Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Where we get personal information from

· Directly from you

· Parents or carers

· CCTV footage or other recordings

· Publicly available sources

How long we keep information

We only keep personal data for as long as it is necessary for the purposes for which it was collected, and in line with UK data protection law.

Enquiries

· What we collect: Name, email address, message content

· Retention period: Up to 12 months from the date of last contact

· Reason: To respond to enquiries, follow up where appropriate, and maintain records of communications

· Deletion: Enquiry data is securely deleted after 12 months if no further relationship is established

Course Registrations and Students

· What we collect: Name, contact details, course enrolment details, payment records

· Retention period: Up to 6 years after the end of the course

· Reason: Legal, accounting, safeguarding, and administrative requirements

· Deletion: Data is securely deleted or anonymised once no longer required

Payment Information

· What we collect: Transaction references and payment confirmations (no card details are stored by us)

· Retention period: 6 years

· Reason: Accounting and tax obligations

· Deletion: Securely deleted in line with financial record-keeping requirements

Website Contact Forms

· What we collect: Name, email address, message content

· Retention period: Up to 12 months

· Reason: Managing enquiries and correspondence

· Deletion: Automatically deleted or manually removed after the retention period

Marketing Communications

· What we collect: Name and email address (where consent has been given)

· Retention period: Until consent is withdrawn or 24 months of inactivity

· Reason: To send updates and information about courses

· Deletion: Removed promptly once consent is withdrawn or the retention period expires

Legal or Regulatory Requirements

In some cases, we may retain personal data for longer where required by law, regulation, or to establish, exercise, or defend legal claims. In such cases, data will be securely stored and access strictly limited.

Secure Deletion

When personal data is no longer required, it is securely deleted or anonymised using appropriate technical and organisational measures.

Who we share information with

Others we share personal information with

· Local authorities

· 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

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

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