Privacy Policy
Last updated: 14 October 2026
The Harrow Tamil School Association (HTSA), registered charity no. 1080704, runs Saturday Tamil language, Hinduism and Fine Arts classes at Whitmore High School, Porlock Avenue, South Harrow, Middlesex HA2 0AD. HTSA is the data controller for the information described here. For any data protection question, email [email protected].
- Data controller
- Harrow Tamil School Association, charity no. 1080704
- Questions & requests
- [email protected]
- Regulator
- Information Commissioner's Office, 0303 123 1113
For students
- We keep your details so we can teach you and keep you safe. If we are worried about your safety, we may tell people whose job is to protect children.
- We only publish photos or videos of you with permission, and we listen to what you want. Class winners' names go in our magazine unless you ask us not to.
- You can ask to see what we know about you.
What we collect
- Parents, guardians and emergency contacts: names, contact details, relationship to the student, fee payments, sign-in log entries, and messages you send us. Please share this policy with anyone you name as an emergency contact.
- Students: name, date of birth, gender (for sports), subjects and classes, medical, allergy and dietary needs, attendance, progress and results, behaviour and accident records, safeguarding concerns, and photos and videos. Hinduism class records may reveal a family's religion.
Most of this comes from families; teachers add records during the year, and safeguarding agencies may share information when needed. To enrol, we need your contact details and your child's name, date of birth and classes. Medical information is optional, but without it we may not be able to keep your child safe.
Why we use it
| What we do | Lawful basis |
|---|---|
| Enrolment, classes, fees and attendance | Contract with you; legitimate interests for your child's details |
| School activities, behaviour and the sign-in log | Legitimate interests in running the school safely |
| Medical, allergy and dietary needs | Your explicit consent, which you can withdraw |
| Hinduism class records | Your explicit consent |
| Safeguarding concerns | Safeguarding vulnerable individuals; for sensitive information, the safeguarding condition in the Data Protection Act 2018 |
| Photos and videos | Taking them: legitimate interests. Publishing images that identify a child: your consent |
| Winners' names and past magazines | Legitimate interests in celebrating achievement and keeping school history |
| Financial records, data protection requests and complaints | Legal obligation |
We do not use your information for marketing or fundraising, and no decisions about you or your child are made by computer alone.
Photos and results
We publish photos or videos that identify a child (on our website, Facebook, X and YouTube pages, or in our annual magazine) only with separate permission for each place, from a parent or guardian, or from the student if they are old enough to decide. Saying no does not affect enrolment. You can withdraw permission at any time; we will then remove the images online, but cannot recall printed copies or copies others have shared.
Exam results are given to each family privately. Class winners' names are printed in our annual magazine. If you or your child would rather a name was left out, tell the Secretary before the magazine goes to print.
Who we share it with
We never sell your information. We share it only with:
- Microsoft (school email), Cloudflare (domain, website traffic and security), and the providers that host our website, enrolment forms and records, under contract
- our independent examiner, who checks our annual accounts
- emergency services, children's services or the police, when needed to protect a child (see our Child Protection policy)
- anyone else the law requires
Parent WhatsApp groups are optional; other members can see your phone number and profile. Ask the Secretary if you would prefer updates another way.
Microsoft and Cloudflare may handle data in the US under the UK–US data bridge, which UK law treats as adequate. Other transfers outside the UK use UK-approved safeguards; ask the Secretary for a copy.
Our website
Our website does not track you or use analytics or advertising; our Cookie Policy explains any cookies it uses. Security logs of IP addresses are kept for 30 days, or longer to investigate an incident, to keep the site secure (our legitimate interests).
How long we keep it
| Records | Kept for |
|---|---|
| Enrolment, attendance and results | 6 years after your child leaves |
| Medical and dietary information | Until your child leaves or consent is withdrawn |
| Accident records | Until the child turns 21 |
| Child protection records | Until the child turns 25, or longer where justified |
| Financial records | 6 years after the end of the financial year |
| Complaints and requests | 3 years after they are closed |
| Sign-in logs | 1 year |
| Photos and videos | Until consent is withdrawn or they are no longer needed |
| Consent records | 6 years after the consent was last relied on |
| Printed magazines | Permanently, as a record of the school's history |
Only committee members, teachers and service providers who need your information can see it. Paper records are locked away, online accounts are protected, and safeguarding records are kept separately. We securely delete records when they are no longer needed, unless a claim, investigation or safeguarding need means we must keep them longer.
Your rights
You can ask to see, correct or delete your information, restrict its use, get a portable copy, or withdraw consent at any time. You can also object to any use based on our legitimate interests. Some rights apply only in certain situations. Email [email protected] or speak to a committee member; requests are normally free and answered within one month. Children who understand what they are asking can make requests themselves; in England there is no fixed age.
Complaints
If you are unhappy with how we handle your information, email [email protected] or speak to a committee member. We will acknowledge your complaint within 30 days and tell you the outcome.
You can also complain to the Information Commissioner's Office (ico.org.uk/make-a-complaint, 0303 123 1113).