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.

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.
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 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
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 in writing.
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, a link to do so will always be available in each email sent to you. Alternatively, please write to us.
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
Marketing Purposes

• Facebook & Instagram (link | link)
• Twitter (link)
• Campaign Monitor (link)
• Google Analytics (link)
• Experian (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)

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 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. In most cases, we offer a full refund after deducting a £50 cancellation fee, however we’re not obligated to do so

.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.

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 30 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 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.


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

Complaints
If you are unhappy about the service with regards to the handling of your data please write to us and we will investigate this.
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.