Privacy Policy
Last updated: 4 April 2025
1. Who we are
KCH Learning Center is the data controller responsible for your personal information.
- Trading name: KCH Learning Center
- Address: Kingston Road, New Malden, KT3 3RX
- Email: Kchlearning1@gmail.com
If you have any questions about this policy or how we handle your data, please contact us at the email address above.
2. What information we collect
We may collect the following types of personal information:
Information you provide to us directly
- Your name and your child's name
- Phone number (when you contact us via WhatsApp or call)
- Email address (when you contact us by email)
- Details about your child's age, school year, and any learning needs you choose to share
- Any other information you include in messages or conversations with us
Information collected automatically
If you have consented to analytics cookies, we may collect anonymous data about how you use our website through Google Analytics. This may include:
- Pages visited and time spent on each page
- Approximate geographic location (country or city level only)
- Device type, browser, and operating system
- How you arrived at our website (e.g. search engine, direct link)
This data is anonymised and does not identify you personally. See our Cookie Policy for more detail.
3. How we use your information
We use personal information for the following purposes:
- To respond to your enquiries about our after-school programme
- To discuss and arrange a place for your child at KCH Learning Center
- To communicate with you about your child's progress and attendance
- To manage our day-to-day operations and ensure the safety of children in our care
- To understand how our website is used and improve it (only if you have accepted analytics cookies)
4. Legal basis for processing
Under UK GDPR, we process your information on the following legal grounds:
- Contract: When you enrol your child with us, we process your information to fulfil our obligations under that arrangement.
- Legitimate interests: We may process limited contact information to respond to general enquiries, where this does not override your rights.
- Consent: We only set analytics cookies with your explicit consent, which you can withdraw at any time.
- Legal obligation: In some cases we may be required to process information to comply with safeguarding or other legal duties.
5. Who we share your information with
We do not sell or rent your personal information to third parties.
We may share information with:
- Google Analytics — if you have accepted analytics cookies, anonymised usage data is shared with Google. Google's privacy policy is available at google.com/policies/privacy.
- WhatsApp (Meta) — if you contact us via WhatsApp, your message is processed by WhatsApp/Meta under their own privacy policy.
- Authorities — we may disclose information if required by law or to protect the safety of children in our care.
6. How long we keep your information
- Enquiry messages that do not result in enrolment are kept for up to 6 months and then deleted.
- Information about enrolled children is kept for the duration of attendance and for up to 3 years afterwards, in line with general operational and safeguarding practice.
- Analytics data (if consented) is retained in Google Analytics for 26 months by default.
7. Your rights
Under UK GDPR, you have the right to:
- Access the personal information we hold about you
- Correct any information that is inaccurate or incomplete
- Erase your information in certain circumstances
- Restrict how we process your information
- Object to processing based on legitimate interests
- Withdraw consent for analytics cookies at any time (see Cookie Policy)
- Lodge a complaint with the Information Commissioner's Office (ICO)
To exercise any of these rights, please contact us by email at Kchlearning1@gmail.com. We will respond within one month.
You can contact the ICO at ico.org.uk or by phone on 0303 123 1113 if you believe we have not handled your information correctly.
8. Cookies
We use cookies on this website. Please read our Cookie Policy for full details of what cookies we use, why, and how to manage them.
9. External links
Our website may contain links to third-party websites (such as WhatsApp). We are not responsible for the privacy practices of those sites and encourage you to read their own privacy policies.
10. Children's privacy
Our website is not directed at children. We collect information about children only from their parents or guardians, solely for the purpose of providing our after-school programme. We do not knowingly collect personal information directly from children.
11. Changes to this policy
We may update this privacy policy from time to time. The date at the top of this page shows when it was last revised. Continued use of our website or services after any changes constitutes acceptance of the updated policy.
12. Contact us
If you have any questions or concerns about how we handle your personal information, please get in touch:
- Email: Kchlearning1@gmail.com
- Address: Kingston Road, New Malden, KT3 3RX