IMPACT ACADEMIES & CAMPS REPRESENTED BY RUGAN LTD

Privacy Policy

Version as of 1st August 2024


Your privacy is very important to us. Accordingly, we have developed this Policy in order for you to understand how we collect, use, communicate and disclose of personal information whilst being compliant with UK Laws.

This policy complies with the General Data Protection Regulation (GDPR) , and any and all provisions that may conflict will be deemed void and unenforceable on that date. If you do not agree with the terms and conditions of our Policy, including with regard to the way in which your information is collected or used, please do not use, or access the Site. If you have any questions or concerns regarding this Policy, you should contact our Customer Support Department at london@impactacademies.co.uk

Overview

  1. Data we collect. Most of the personal information we process is provided to us directly by you for one of the following reasons
  2. Customers
  3. Personal data such as: name, address, contact number, email address, children’s name/s, date of birth, gender, school, school year and any medical or educational requirements, as required by law.
  4. Transactional data between you and us including purchases.
  5. Information you provide for the purpose of subscribing to our website and keeping in touch with what Impact Academies & Camps has to offer
  6. Any other information you choose to provide Impact Academies & Camps
  7. Customers who submit a form, email or telephone us
  8. Data will only be collected if there is an interest in our courses on offer.
  9. Relevant details collected to be able to make contact.
  10. Children who are enrolled with us
  11. Relevant child and parent details collected to be able to make contact and monitor a child’s progress.
  12. Record of conversation history.
  13. Data about your child may be passed onto us from your child’s school and this should take place if you have authorised them to do so
  14. Staff
  15. Personal data such as: name, address, contact number, email address, date of birth, gender, medical and/or special educational requirements, employment history and referee details, immigration status, data provided on identification documents (passports, drivers licence, bank/utility details (full list of documents required to carry out a DBS Check), DBS results, National Insurance, financial data for payroll purposes, next of kin (name, address & contact details) and qualifications, as required by law
  16. Other data such as: dietary requirements and any information you chose to provide Impact Academies & Camps
  17. Reasons for collecting your data: Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
  18. Your consent. You are able to remove your consent at any time by writing to us via london@impactacademies.co.uk
  19. We have a contractual obligation.
  20. We have a legal obligation.
  21. We have a vital interest.
  22. We need it to perform a public task.
  23. We have a legitimate interest.
  24. Using your data
  25. Customers
  26. Personal data submitted on the Impact Academies & Camps website will be used for reasons selected by you such as bookings and marketing sign-ups. We may use your personal data to:
  27. Send you details of services purchased via the website
  28. Send statements and invoices to you and collect payments from you
  29. Send you email notifications which are applicable to you or have been requested by you
  30. Personalise your repeat visit to our website
  31. Marketing – We would like to send you information about our services which may be of interest to you. If you have agreed to receive this material, you may opt-out at any point.
  32. Staff
  33. Lawful employment reasons
  34. We may disclose details about you:
  35. Where a legal requirement arises
  36. For our employees to be able to deliver our services to you
  37. Security of your data
  38. On receipt of physical documentation received containing personal data, this will be stored securely with restricted access. We will act promptly to transfer this to secure electronic means and securely dispose of physical copies. Where original copies are to be kept, this will remain stored securely.
  39. We have taken precautions to prevent the loss, misuse or alteration of your personal data
  40. Personal data is password protected, encrypted and backed-up.
  41. Data Retention & Disposal
  42. We retain data for different periods and for as long as the law requires. If you would like to know how long your data is being held for, please write to us.
  43. Data is disposed of securely, with the most preferred method of shredding.
  44. Policy updates
  45. Where Impact Academies & Camps updates fundamental terms of this policy which apply to you, we will inform you of these changes
  46. Cookies
  47. Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information.
  48. We use cookies to personalise content, provide essential site functionality, provide social media features and to analyse our traffic in accordance with out Cookie Policy. We also share information about your use of our site with social media and analytics partners who may combine it with other information that you have provided to them or that they have collected from your use of their services.
  49. You can set your browser not to accept cookies, this may cause some of our website functions not to operate as they should. Please see our Cookie Policy
  50. Third Party Websites
  51. Any website links to third party websites are here for your information only and this Privacy policy applies to our website only. We recommend you read the Privacy Policy for any other websites you visit.

Your Rights

Under data protection law, you have rights including:
  1. Access - You have the right to ask us for copies of your personal information. Should you wish to request the data held about you, please write to us. Please note: this may take up to 20 working days. Should you wish to unsubscribe from any emails, please write to us. We will action it within 24h.
  2. Rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  3. Erasure - You have the right to ask us to erase your personal information in certain circumstances. Please note, where the law requires us to hold your data we will be doing so for as long as required.
  4. Restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
  5. Object to processing - You have the the right to object to the processing of your personal data in certain circumstances.
  6. Data Portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have 20 working days to respond to you.

Third Party Organisations

We may collect Your Information from third parties.
From time to time, you may interact with third-party sources in connection with the Sites, Portals, and/or Services, and we may therefore collect information about you from these sources. Third-party sources may include social media websites (i.e., Facebook, LinkedIn, Twitter, Instagram, Snapchat or others), blogs, other users, our third-party service providers and our other business partners. For example, if you use, access or interact with the Sites or Portals on or through a social media website or any features of such social media website (such as a Facebook Like button), then we will receive certain information about you from the social network automatically. The information that we will receive depends on the social network and your privacy settings.
Any information about you that we collect from such third-party sources will be subject to the terms and conditions of this Privacy Policy and may also be subject to the privacy policies and practices of such sources. You should review all terms of use and privacy policies of such sources prior to disclosing information to them. If you have any questions about how these sources use your information or their respective terms of use or privacy policies, you should contact them directly. List including but limited to all third parties we may use to conduct our business.


  • Marketing Purposes
  • Meta (link )
  • Twitter (link )
  • Campaign Monitor (link )
  • Whatssap (link)
  • Google Analytics (link)
  • Experian (link)
  • Tilda (link)
  • Virtual Classes & Meetings
  • Webex (link)
  • LogMeIn (link)
  • Bomgar (link)
  • Zoom (link)
  • Examination entries and access arrangements
  • AQA | Privacy Policy (link)
  • Edexcel | Privacy Policy (link)
  • Student Safeguarding (Local authorities)
  • Student Information Storage
  • Google Drive (link)
  • Kommo (link)
  • Payments and Accounting
  • Impact Academies & Camps uses Xero accounting for processing of customer financial data
  • Privacy Policy (link)
  • Stripe Payments Processing (link)
  • Disclosure & Barring Service
  • Impact Academies & Camps uses gov.uk approved organisations (like emps.co.uk) to carry out background checks (DBS checks) on all teaching staff
  • Privacy Policy (link)
  • Payroll
  • Staff payroll is carried out with the company’s accountant
  • Privacy Policy (link)

Website Disclaimer

The information contained in this website is for general information purposes only. The information is provided by Rugan Ltd trading as Impact Academies & Camps (Impact A&C) and while we endeavour to keep the information up to date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, products, services, or related graphics contained on the website for any purpose. Any reliance you place on such information is therefore strictly at your own risk.In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of, or in connection with, the use of this website.Through this website you are able to link to other websites which are not under the control of Impact A&C. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them.Every effort is made to keep the website up and running smoothly. However, Impact A&C takes no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control.

Booking Terms (Professional/Adult Courses)

We always work hard to satisfy our customers and we are always more than happy to negotiate with our customers to resolve any issues. If you have any concerns, or if there is anything you may be worried about, please do get in touch to see what we can do to help.

1. By sending an order or booking, even prior to making any payment, the customer has agreed to be bound by these terms and conditions.

In this terms and condition, “customer” refers to any individual, company or institution enquiring and/or confirming or placing an order or making a booking. The “institution” refers to Impact A&C, represented by Rugan Ltd.

2. A booking is taken as a confirmed order. The customer has the right to cancel any arrangements prior to placing or confirming an order. Customer’s confirmation can be written (through any means such as emails or letters) or it could be verbal, or it could be made through the booking system of the website. Making payment for purchase is also considered as customer’s confirmation.

3. The institution is only obliged to provide its training or services on the agreed date and time, following the agreed curriculum or services between the institution and the customer, as well as the terms and conditions of Impact A&C.

4. If the customer chooses to change or cancel the order after placing or confirming an order, whether it being prior or after making a payment, the institution is entitled to keep full payment (if any payment has been made) or demand full payment (if no payment, or part of a payment has been made). The institution may consider to fully or partially refund the customer if it chooses to do so, however the institution is not bound to any obligations for this. Please check our Cancellation Policy included in our Terms & Conditions.

5. If the customer chooses to cancel, reschedule or in any way or form change any part of an order (such as date, time, location, curriculum, services, etc.), the institution reserves the right not to agree to any changes or cancellations but is still entitled for full payment for the placed or confirmed order. In a case full payment has been made, the institution is entitled to keep the entire order and not provide a refund.

Your right to cancel

 You can cancel within 14 days after your membership starts. We will refund all payments for membership (including joining fees) received from you less an amount to cover the lessons you already attended up until the time you cancel. We will make the refund within 14 days by the same method you used for payment.

If you want to cancel a membership after the initial 14 days cooling-off period, our Cancellation policy applies. Check our T&Cs.

6. It is the responsibility of the customer to ensure that the content of the placed order (such as date, time, services, curriculum, etc.) is correct.

The institution prides itself on providing excellent tuition and services, but does not guarantee students or clients will fully learn subjects as this is relative to each individual’s learning abilities.

7. Invoices are issued on receipt of the order. Payments are to be made within 7 days of date of invoice or prior to the start of the training or services whichever is earlier. If the institution chooses to be flexible with the date of payment, then the payment is to be cleared latest by the last day of training/services. The institution reserves the right not to provide any training or services unless full payment is made.

8. By providing your details you agree to being sent updates on our products and services. Should you wish to opt-out, please do get in touch.

9. The institution reserves the right to cancel, change or amend any order by informing the customer.The institution will not be liable to customers if for any reason beyond its control it is unable to provide the agreed tuition or services. In the unlikely event of such circumstances where the institution changes the order, the institution will reschedule the training or services and is not obliged to refund the customer. Should the customer choose to disagree with the changes, the institution is not obliged to offer any refunds.Should the institution fail to reschedule the training or services or chooses to cancel the entire or part of an order, a refund will be made to the customer after deducting the costs for any training or services already provided.

10. Placing a booking, order or providing confirmation for an agreed product or service is considered as the customer’s confirmation and commitment to the service and/or product. This however does not serve as a confirmation and/or commitment on behalf of the institution. The institution’s confirmation and/or commitment will be established once the institution has sent a written order and/or booking confirmation to the customer. In the event of an error, the institution holds the rights to cancel or amend any confirmations and/or commitments. If the customer doesn’t receive a confirmation email from Impact A&C, he needs to contact us as soon as possible to confirm the order and membership.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to the transfer and sharing of data.

We will take all the steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Your Information will take place to an organization or a country unless there are adequate controls in place including the security of your data and other personal information.

SHARING INFORMATION
Neither we nor Franchised Locations will share your credit card number or any other financial information with any third party except to complete your transaction and to verify your credit card information. We and/or Franchised Locations may share your personal information with third parties in the following instances:

Legal Disclaimer

We shall disclose Your Information when required by law or under the good-faith belief that such action is necessary under applicable law. We may disclose Your Information in order to establish or exercise its or their legal rights or defend against legal claims. We also may share information in order to investigate, prevent, or take action regarding illegal activities, suspected fraud, to protect our property or interests or that of their agents and employees, and to protect guests of a branch location, personal safety, and/or the public.
In addition, since our database is a business asset, in the event we are reorganized or sold to or merged with another company, we may sell, assign, or transfer Your Information to a purchaser of all or substantially all of our business assets, or to an affiliate, as applicable. We also may provide your information to our affiliates and related entities without restriction.

Third-Party Service Providers

We may disclose information about individual users to third parties (“Service Providers”) who provide services to us or have a contractual relationship with us.. These third parties provide a variety of services to us, including, without limitation, processing and verifying credit card information, tracking internet marketing campaigns, and processing credit card transactions. In addition, these third-party services may include enhancing the information we collect about customers of the branch locations. We may also use third-party email providers to assist with sending marketing emails for us or on behalf of branch locations.

Choice and opt-out
A user can change their opt-in or opt-out status in several ways:
  • Communications. If you do not wish to receive notifications, text messages, alerts, posts, notices, emails or other communications from us, you can opt-out of receiving such communications from us (other than service-related communications, such as those communications related to the completion of your registration, correction of user data, change of password and other similar communications essential to your transactions on or through the Sites, Portals and/or Services through your account settings or, to the extent applicable, by using the unsubscribe process at the bottom of such communication (if available) or by e-mailing us at london@impactacademies.co.uk. We will remove you from our marketing lists within a reasonable period of time and as required by applicable law. If you opt-out from receiving our marketing communications, you may continue to receive service-related communications, such as communications that are essential to your transactions on or through the Sites, Portals and/or Services).
  • Accessing and Correcting Account Information. If any Sites or Application allows you to create an account with us, then you may be able to review or update some or all of Your Information (as applicable) by logging into that Sites or Application, visiting your account profile page and making changes.

Security
We take reasonable precautions to protect users’ information. When users submit information via the Sites and/or Portals, we take steps to protect users’ information both online and off-line.

Although we endeavor to create secure and reliable Sites and Portals and to safeguard against unauthorized disclosures of information, we can not assure you that Your Information that we collect will never be disclosed in a manner that is inconsistent with this Privacy Policy. You hereby acknowledge and agree that Impact Academies&Camps (as defined in the Terms and Conditions) are not responsible for any intercepted information sent via the internet or through the Portals, and you hereby release Impact A&C from any and all claims arising out of or related to the use of any intercepted information in a manner that may violate this Privacy Policy, the law, and/or your personal privacy.

External Links

The Sites and/or Portals may contain links to other websites maintained by third parties. Please be aware that we exercise no control over linked sites and Impact A&C (as defined in the Terms and Conditions) are not responsible for the privacy practices or the content of such sites. Each linked site maintains its own independent privacy and data collection policies and procedures, and you are encouraged to view the privacy policies of these other sites before providing any personal information. You hereby acknowledge and agree that the Impact A&C (as defined in the Terms and Conditions) are not responsible for the privacy practices, data collection policies and procedures, or the content of such third-party sites, and you hereby release Impact A&C (as defined in the Terms and Conditions) from any and all claims arising out of or related to the privacy practices, data collection policies and procedures, and/or the content of such third-party sites.


Marketing using SMS, email and Whatssap

Where lawful to do so, and subject to your consent where required, we may communicate with you by SMS and email to tell you about our products and services. If you wish to opt-out of receiving marketing communications, contact please us directly and we will stop sending you communications.

SMS/Whatssap Messaging Consent and Communication

By providing your mobile phone number and opting in to receive SMS/whatssap messages from Impact A&C, you agree to the following terms regarding SMS communication:

Consent to Receive SMS/whatssap Messages:
You voluntarily provide your mobile phone number to Impact A&C and agree to receive SMS/whatssap messages for informational, transactional, and promotional purposes related to Impact A&C services and offerings.

Message Frequency:
Impact A&C may send SMS/whatssap messages to the mobile phone number you provided. Message frequency may vary and could include important updates about your membership, reminders, promotional offers, and transactional notifications.

Data Charges:
Standard message and data rates may apply to SMS messages sent and received. You are solely responsible for any charges incurred from your mobile carrier for receiving SMS messages from Impact A&C.

Opt-Out and Cancellation:
If you wish to stop receiving SMS/whatssap messages from Impact A&C, you can opt out at any time by replying with "STOP" to the received SMS. This will unsubscribe you from further SMS/whatssap communications. Opting out will not affect your other interactions with Impact A&C. Alternatively, you can call us or email us to opt-out.

Customer Support:
For assistance or questions regarding SMS/whatssap messaging, you can contact Impact A&C customer support by visiting our website or using other provided contact information.

Privacy and Data Usage:
Your privacy is important to us. We will only use your mobile phone number for SMS communication as outlined in our Privacy Policy. We will not share your mobile phone number with third parties for marketing purposes without your explicit consent.

Governing Law:
This SMS/whatssap Messaging Consent section is governed by the same laws and regulations as the rest of the Impact A&C website's Terms and Conditions.

By opting in to receive SMS/whatssap messages from Impact A&C, you acknowledge that you have read and understood this section and agree to its terms. If you do not agree with these terms, please do not provide your mobile phone number for SMS/whatssap communication.


Changes in Privacy Policy

If we decided to change this Privacy Policy, we will post those changes to this page on the Sites and other places we deem appropriate so that you are aware of what information we collect, how it is used, and under what circumstances, if any, it is disclosed or shared.
We reserve the right to modify this Privacy Policy at any time, so please review it frequently. If we make material changes to this Policy, we will notify you here, by email at the most recent email address, if any, you provided to us, or by means of a notice on the Sites and/or Portals.

How to contact us

Please contact us if you have any questions regarding this policy:
Email: london@impactacademies.co.uk
Write: Rugan Ltd, 22 Halsbrook Road, SE38QY, London, UK
Call: +447440023258

Complaints

We are committed to making sure our members are satisfied with the service we provide, but we are realistic enough to know that things don’t go according to plan all the time. If you have a complaint, we want to know about it as soon as possible so that we may fully investigate it and sort the matter out.
If you have a complaint, please check our Complaints procedure and form that you can submit here: https://impactacademies.co.uk/london/policies

If you are unhappy with the outcome we have provided, please contact Greenwich or your local Council. “It is everyone’s responsibility to protect children”

Children and their parents may need urgent help.
Please contact Greenwich Children Services:
For general enquiries about children's services, please email the Families Information Service on fis@royalgreenwich.gov.uk. To contact the child referral team, please call 020 8921 3172. For out of hours emergencies, please call 020 8854 8888.