Telford Japanese School Privacy Notice

Last updated: September 2026

Introduction

Telford Japanese School respects your privacy and is committed to protecting personal data relating to our pupils, parents and carers, members, and other individuals who interact with the School.

This Privacy Notice explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with, how long we keep it, and your rights under UK data protection law.

This Privacy Notice applies to personal data processed in connection with the operation of Telford Japanese School, including School administration, educational activities, School events, the School library, homework distribution, communications, enquiries and the School website.

1. Who we are

Data controller

Telford Japanese School is operated by the Midland Japanese Association.

The Midland Japanese Association is the data controller responsible for personal data processed in connection with the operation of Telford Japanese School.

When this Privacy Notice refers to “the School”, “we”, “us” or “our”, it refers to Telford Japanese School as operated by the Midland Japanese Association.

As a school, we process personal information relating to children as well as their parents and carers.

Contact details

If you have any questions about this Privacy Notice, how we use personal data, or if you wish to exercise any of your data protection rights, please contact us:

Midland Japanese Association / Telford Japanese School

Email: telfordjs@gmail.com

Postal address:
C/o Wrekin Prep
Stanley Road
Wellington
Shropshire
TF1 3LB

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK regulator responsible for data protection.

We would appreciate the opportunity to address any concerns first, so please contact us if you have any questions or concerns about how your personal information has been handled.

2. Personal data we collect

Personal data means information relating to an identified or identifiable individual.

We may collect and use the following categories of personal data.

Identity Data

This may include:

pupil, parent or carer names;
date of birth;
gender, where recorded;
identifiers used for School administration; and
information about the relationship between a pupil and their parent or carer.

Contact Data

This may include:

postal address;
email address;
telephone number; and
emergency contact details.

Student and Membership Data

This may include:

enrolment and membership information;
year group and class;
attendance-related information;
details of family members relevant to School administration; and
information required to organise pupils into classes or School activities.

Education Data

This may include information relevant to a pupil's education at the School, such as:

educational background;
current school information, where required;
academic or learning-related information; and
information required to support the pupil's education at Telford Japanese School.

Health Data

We may collect health-related information where this is necessary to help protect the health, safety and welfare of pupils.

This may include:

allergies;
medical conditions;
medication;
dietary requirements related to health;
disabilities or other health-related needs; and
other health-related information that parents or carers ask us to be aware of while a pupil attends lessons, trips or other School activities.

Health information is treated as special category personal data and is given additional protection.

Payment Data

As School fees and other payments are generally made by bank transfer, we may process information relating to payments, including:

payer name;
payment amount;
payment date;
payment reference; and
other information shown in payment or banking records.

The School does not collect or store payment card details for these payments.

Library Data

The School operates a library system for managing the borrowing and return of books.

The library system may contain information such as:

pupil or library user name;
year group;
gender, where recorded;
books borrowed;
borrowing and return dates; and
current and historical loan records.

The library system is operated locally on School equipment.

Survey and Feedback Data

From time to time, we may invite parents, carers, pupils or members to take part in surveys or provide feedback.

This may include survey responses, comments and other feedback provided to us.

Where possible and appropriate, surveys may be conducted anonymously.

Photograph and Media Data

We may take photographs or other images during lessons, School events or other activities.

Some photographs may be used to record School activities or, where appropriate consent has been obtained, may be published on the School website or used in other School communications.

Enquiry Data

When you contact the School, including through our website enquiry form, we may collect:

your name;
your email address;
information about the pupil where relevant; and
the contents of your enquiry and subsequent correspondence.

Website Technical Data

The School website is hosted using Google Sites.

Google may process limited technical information required to provide, maintain and secure the service, such as IP address, browser or device information and cookie-related information.

The School does not add Google Analytics, advertising tracking or behavioural advertising tools to the website.

3. How we collect and store personal data

We collect personal data in a number of ways.

Information provided directly to us

You may provide personal data when you:

apply for a pupil to join the School;
become a member of the Association in connection with the School;
provide emergency or health information;
communicate with teachers or School administrators;
make payments;
borrow books from the School library;
complete a survey;
provide consent for photographs;
participate in School activities or events; or
contact us by email, telephone, post or through our website.

Information may be provided in writing, electronically or verbally. Where information is provided verbally, relevant information may be recorded in School administrative records where necessary.

Information created through School activities

Some information is created as part of the ordinary operation of the School, for example:

class and year-group records;
pupil and parent or carer registers;
library borrowing records;
payment records;
communications with parents and carers; and
records relating to School administration and activities.

School administrative records, including pupil and parent or carer information, may be stored using cloud storage services such as Dropbox.

Website enquiries

The School's website enquiry form is provided using Google Apps Script.

Information submitted through the enquiry form may be stored using Google Drive and is accessible only to authorised persons who require it to respond to or administer the enquiry.

4. How and why we use personal data

We only use personal data where we have a lawful reason to do so.

Depending on the circumstances, our lawful basis may include:

performance of a contract;
our legitimate interests in operating and administering the School;
compliance with a legal obligation;
consent; or
another basis permitted by UK data protection law.

The principal ways in which we use personal data are set out below.

Purpose

Types of personal data

Main lawful basis

To process pupil enrolment and administer School membership

Identity, Contact, Student and Membership, Education

Performance of a contract; legitimate interests in administering the School

To provide educational services and organise classes and School activities

Identity, Contact, Student and Membership, Education

Performance of a contract; legitimate interests in providing and administering educational activities

To communicate with pupils, parents and carers

Identity, Contact, Student and Membership

Performance of a contract; legitimate interests in effective School administration and communication

To distribute homework and other School communications

Identity, Contact, Student and Membership

Performance of a contract; legitimate interests in providing educational services

To operate the School library and manage book loans and returns

Identity, Student and Membership, Library

Legitimate interests in providing and administering the School library

To manage fees and other payments

Identity, Contact, Payment, Student and Membership

Performance of a contract; legitimate interests in administering payments and recovering sums due

To protect the health, safety and welfare of pupils

Identity, Contact, Student and Membership, Health

Legitimate interests in protecting pupils; where special category data is involved, an applicable condition under Article 9 of the UK GDPR is also required

To respond to enquiries

Identity, Contact, Enquiry

Legitimate interests in responding to enquiries and administering the School

To conduct surveys and obtain feedback

Identity and Contact where applicable, Survey and Feedback

Legitimate interests in reviewing and improving School activities and services

To take and use photographs for agreed School purposes

Identity where relevant, Photograph and Media

Consent where consent is required

To organise School events such as trips, sports days, bazaars and other activities

Identity, Contact, Student and Membership, Education, and Health where relevant

Performance of a contract; legitimate interests in organising and safely operating School activities

To maintain and protect School systems and records

Identity, Contact and relevant administrative data

Legitimate interests in maintaining secure and effective School administration

To comply with legal or regulatory requirements

Any relevant category

Compliance with a legal obligation

Where we rely on legitimate interests, we consider whether our interests are necessary and proportionate and whether the rights and interests of the individuals concerned, particularly children, override those interests.

5. Health and other sensitive information

Information about health is treated as special category personal data under UK data protection law.

We may ask parents or carers to provide health-related information where it is relevant to the safety and wellbeing of a pupil while attending the School or taking part in School activities.

Special category data requires both a lawful basis under Article 6 of the UK GDPR and an applicable condition under Article 9.

Depending on the circumstances, this may include explicit consent or another condition permitted by data protection law.

We only collect and use health information that is relevant to the School's legitimate safety, welfare or safeguarding needs.

Access to health information is restricted to people who need the information for legitimate School, safety or safeguarding purposes.

6. Pupil photographs

The School may take photographs of pupils during lessons, events and other School activities.

Where photographs are intended for publication on the School website or other public-facing School materials, we use photographs in accordance with the School's separate Photo Publication Consent arrangements.

Where we rely on consent, consent may be withdrawn at any time by contacting the School.

Withdrawal of consent does not affect the lawfulness of any use that took place before consent was withdrawn.

Following a withdrawal request, we will take reasonable steps to stop future use and, where appropriate, remove the photograph from materials and online services under our control.

7. Homework distribution and School communications

The School uses digital systems to distribute homework and other School communications to pupils and their parents or carers.

For this purpose, the School may store:

pupil names;
parent or carer names;
parent or carer email addresses; and
information required to direct communications to the correct pupil or family.

Some of these systems use Google Drive and Google Apps Script as part of their technical infrastructure.

Access is restricted to authorised persons who require the information to operate or administer the system.

8. School library system

The School operates an electronic library system on School equipment.

The system is used to record users and manage the borrowing and return of School library books.

Library information may include the user's name, year group, gender where recorded, and borrowing history.

Access to the library database is restricted to authorised persons involved in operating or administering the library.

9. Website and cookies

The School website is hosted using Google Sites.

Google may use cookies or similar technologies that are necessary to provide, maintain and secure Google Sites and related services.

The School does not add:

Google Analytics;
advertising cookies;
behavioural advertising; or
advertising or marketing tracking technologies

to the School website.

Your browser may allow you to control or delete cookies.

Third-party services linked from or embedded in the website may operate under their own privacy and cookie policies.

The School is not responsible for the privacy practices of external websites that you choose to visit.

10. Sharing personal data

We do not sell personal data.

We may share personal data where this is necessary for the operation of the School, where there is a legal requirement to do so, or where another lawful basis applies.

Depending on the circumstances, this may include sharing information with:

service providers that support the School's IT, cloud storage and administration, including Google and Dropbox;
banks and payment service providers where required to administer payments;
insurers or insurance brokers;
professional advisers;
other educational or Japanese community organisations where there is a legitimate and lawful reason to do so;
Japanese governmental or public bodies where information is required for a relevant School or educational purpose;
law enforcement agencies, regulators or other public authorities where required or permitted by law; and
other third parties where you have specifically authorised us to share information.

We take reasonable steps to ensure that organisations processing personal data on our behalf provide appropriate protection for that information.

11. International processing and transfers

Some of the cloud and technology service providers used by the School, including Google and Dropbox, operate internationally.

As a result, personal data may in some circumstances be stored, processed or accessed outside the United Kingdom.

Where UK data protection rules relating to international transfers apply, we take reasonable steps to ensure that the transfer is permitted under UK data protection law and that appropriate protections are in place.

Depending on the provider and circumstances, these protections may include applicable UK adequacy regulations, contractual safeguards or other transfer mechanisms permitted by UK data protection law.

12. Data security

We take reasonable and appropriate technical and organisational measures to protect personal data against accidental or unlawful loss, misuse, unauthorised access, alteration or disclosure.

Access to personal data is limited to people who require it for legitimate School purposes.

People who have access to personal data are expected to handle it confidentially and only for the purposes for which access has been granted.

Where appropriate, we use access controls and other safeguards for electronic systems and records.

If a personal data breach occurs, we will assess the incident and notify affected individuals and the Information Commissioner's Office where we are legally required to do so.

13. How long we keep personal data

We keep personal data only for as long as it is reasonably necessary for the purpose for which it was collected, including where information needs to be retained for legal, accounting, safeguarding, administrative or reporting purposes.

Different types of information may need to be kept for different periods.

When deciding how long information should be retained, we take into account:

the reason the information was collected;
the nature and sensitivity of the information;
the age of the information;
whether the pupil or family remains associated with the School;
any legal, financial, safeguarding or administrative requirements; and
the risks associated with retaining or deleting the information.

Information that is no longer required will be securely deleted, destroyed or anonymised where appropriate.

14. Your data protection rights

Depending on the circumstances, you may have the right to:

request access to personal data we hold about you;
request correction of inaccurate or incomplete information;
request erasure of personal data in certain circumstances;
object to processing in certain circumstances;
request restriction of processing;
request transfer of personal data where the right to data portability applies; and
withdraw consent at any time where we rely on consent.

Children have their own data protection rights. Parents or carers may exercise rights on behalf of a child, or assist the child in exercising those rights, where appropriate.

Not all rights apply in every circumstance.

If you wish to exercise a data protection right, please contact the School using the contact details given above.

Identification

We may need to request information that allows us to confirm your identity, or your authority to act on behalf of another person, before responding to a request.

We will only request information that is reasonably necessary for this purpose.

Fees

There is normally no fee for exercising data protection rights.

In certain circumstances permitted by law, such as where a request is manifestly unfounded or excessive, we may charge a reasonable fee or refuse to act on the request.

Response time

We will respond to valid requests without undue delay and normally within one calendar month.

In circumstances permitted by law, such as where a request is complex or multiple requests have been made, additional time may be required. If this applies, we will inform you.

15. Changes to this Privacy Notice

We keep this Privacy Notice under review and may update it from time to time to reflect changes in:

School activities;
the information we collect;
the systems and service providers we use; or
legal and regulatory requirements.

The most recent version will be published on the School website together with the date it was last updated.

It is important that the personal information we hold is accurate and up to date. Please let us know if your or your child's relevant information changes.

16. Questions or complaints

If you have questions about this Privacy Notice, believe that information held by the School is incorrect, or have concerns about how personal data has been used, please contact:

Telford Japanese School / Midland Japanese Association

Email: telfordjs@gmail.com

Postal address:
C/o Wrekin Prep
Stanley Road
Wellington
Shropshire
TF1 3LB

You also have the right to complain to the Information Commissioner's Office (ICO) if you are dissatisfied with how your personal data has been handled.

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