Privacy Notice & Data Protection

Rahma Academy is the data controller for the personal information we hold about children and families. We process personal data in line with the UK GDPR and the Data Protection Act 2018.

What we collect

• Child’s name, date of birth, address and school.
• Parent and emergency contact names, phone numbers and email addresses.
• Medical conditions, allergies, medication and any special educational needs.
• Attendance records, progress records and behaviour records.
• Photograph consent preferences, and images where consent is given.
• Fee payment records.
• Safeguarding records, where a concern arises.

Why we hold it and our lawful basis

• Legitimate interests — running the maktab, teaching, contacting parents, and keeping accurate records.
• Vital interests — protecting a child’s life or safety in a medical or safeguarding emergency.
• Legal obligation — safeguarding children and complying with health and safety duties.
• Consent — photographs and other optional uses. Consent can be withdrawn at any time.

Health and safeguarding information is special category data, processed on the basis of substantial public interest in safeguarding children, or to protect vital interests.

Who we share it with

We do not sell personal data or share it for marketing. We share information only where necessary, including with: emergency services and healthcare professionals in a medical emergency; Walsall children’s social care, the LADO or the police where a child may be at risk; and the local authority where it has a lawful reason to request records. Data protection law is never a barrier to sharing information to keep a child safe.

How long we keep it

• General records — kept while the child attends and for up to 3 years afterwards.
• Accident and incident records — kept for 3 years after the child’s 18th birthday.
• Safeguarding and child protection records — retained securely in line with statutory guidance, normally until the child’s 25th birthday.
• Financial records — kept for 6 years.

How we keep it safe

Paper records are stored in a locked cabinet. Digital records are held on password-protected accounts with access limited to leadership and, for safeguarding records, the Designated Safeguarding Lead. Staff are told never to store children’s personal data on personal devices.

Your rights

You have the right to be informed, to access your or your child’s data, to have inaccurate data corrected, to request erasure or restriction where applicable, to object to processing, and to withdraw consent where consent is our lawful basis.

To make a request, contact us on WhatsApp at 07943 821496. We respond within one month. If you are unhappy with how we handle your data you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Website

This website does not collect personal information from visitors and does not use tracking or advertising cookies. Registration is handled through an external form provider; the information you submit there is transferred into our records.