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Privacy Policy

At NOVA School Ltd ("NOVA", "we", "us"), we are fully committed to protecting the privacy and personal data of the children, parents, staff, and volunteers who engage with us. This Privacy Policy explains how we collect, use, store, and protect your personal information, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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1. What Information We Collect

We may collect and process the following types of personal information:

  • Child participant details: name, age, date of birth, medical conditions, dietary requirements, emergency contact information

  • Parent/carer details: name, contact information (email, phone), consent forms

  • Staff and volunteer information: contact details, training records, DBS checks

This information is collected to help us safely run our educational clubs, camps, and events.

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2. Why We Collect Your Data

We only use your data when we have a lawful reason to do so. These may include:

  • You have given your consent (e.g. to receive updates or marketing)

  • We have a contractual obligation (e.g. to provide a booked service)

  • We have a legal or safeguarding obligation (e.g. health and safety, child protection)

  • We have a legitimate interest (e.g. to improve our services)​

 

3. How We Keep Your Data Safe

We take appropriate technical and organisational steps to secure your data, including:

  • Limiting access to personal data to authorised team members

  • Using secure storage systems (password protection, encryption, etc.)

  • Regularly reviewing our data handling practices

 

4. How Long We Keep Your Data

We only keep your data for as long as necessary, based on legal requirements and our operational needs. When no longer needed, it will be securely deleted or anonymised.

 

5. Who We Share Your Data With

We will never sell or share your personal data for marketing purposes.
We may share your data:

  • With emergency services or safeguarding authorities (when necessary for a child’s wellbeing)

  • If required by law (e.g. to comply with safeguarding or health and safety requirements)

  • With your explicit consent (e.g. sharing photos or feedback)

 

6. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you or your child

  • Request corrections to inaccurate data

  • Request deletion of your data (in some cases)

  • Object to how your data is being used

  • Request data portability

  • Restrict certain types of data processing

To make a request, contact us via the details below.

 

7. If Something Goes Wrong

In the unlikely event of a data breach affecting your information, we will:

  • Notify you as soon as possible

  • Inform the Information Commissioner’s Office (ICO) within 72 hours, if required

 

8. How to Contact Us

If you have any questions or concerns about how your data is used, please contact:

Data Protection Lead: Dan Allen
📧 Email: dan.allen.nova@gmail.com
📞 Phone: 07415 371062

 

9. Complaints

If you are unhappy with how we handle your data, please contact us first so we can try to resolve it.
If you're not satisfied, you can contact:

Information Commissioner’s Office (ICO)
🌐 Website: ico.org.uk
📞 Helpline: 0303 123 1113

 

10. Policy Updates

We review this Privacy Policy at least once a year. If there are significant changes, we will let you know.

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