Tamil Learning Centre Crawley (TLCC)Privacy Notice

We collect the personal details you provide on our application forms:

• For Students & Parents: First and last names (in both English and Tamil), gender, date of birth, and parent/guardian names.
• For Volunteers: First and last names (in both English and Tamil), skills assessments (Tamil/English typing and computer literacy), teaching preferences, and optional open text application notes.
• Contact & Address Details (All Applicants): Email address, UK contact number, WhatsApp number, and full postal address (Line 1, Line 2, Town/City, County, Country, Postcode).
• Special Category & Safeguarding Data:
  • Students: Specific medical notes and food restrictions.
  • Volunteers: DBS check permissions, Child Protection certificates, First Aid certificates, and uploaded supporting files/documents.

We use this information strictly to manage applications, handle enrollment, and safely run our educational and cultural services:

• Student Administration: To register the student for the correct class level and manage timetables.
• Volunteer Placement: To assess your language skills, technical capabilities, and training certificates to place you in suitable teaching or administrative roles.
• Communication: To contact parents, guardians, and volunteers regarding schedules, school updates, and activities via email, telephone, or WhatsApp.
• Safety, Safeguarding & Welfare:
  • We use student medical and food notes solely to ensure their well-being while under our care.
  • We process volunteer DBS status and safeguarding certificates to meet our strict legal child-protection obligations for running a school environment.

Under the UK GDPR, we rely on the following legal grounds to handle your data:

• Contract / Service Delivery: To fulfill the application request (managing student enrollment or processing your volunteer placement).
• Legal Obligation: To process background checks (DBS) and safeguarding certificates for volunteers working with children.
• Legitimate Interests: To safely run our non-profit organisation, coordinate our team, and communicate with our community effectively.
• Explicit Consent: By filling out medical sections or granting DBS permissions, you give us explicit consent to process this sensitive data to keep our school environment safe.

We value your privacy and do not keep data longer than necessary:

• Student Records: We keep student records for 5 years after the student has left TLCC for legal and safeguarding compliance.
• Volunteer Records: We keep volunteer records for 5 years after an individual stops volunteering with us. This aligns with UK safer recruitment and safeguarding standards for community educational environments.

We never sell, rent, or trade your personal data. We only share your information with:

• Internal management staff, coordinators, or teachers who strictly need it to manage classes or ensure safety.
• The Disclosure and Barring Service (DBS) tool for processing volunteer background checks (where permission is granted).
• Trusted third-party service providers (such as secure database tools or communication platforms) used strictly to help run our day-to-day operations.

Under UK data protection law, you have the right to:

• See what information we hold about you (Subject Access Request).
• Ask us to fix wrong or incomplete information.
• Ask us to delete your data (where legal holding periods allow).
• Withdraw your consent at any time for us to process your medical details or volunteer application.