Data Protection & Privacy Policy

The London Animation Project

When you use The London Animation Project’s animation after-school clubs (“we”, “us”, or “our”), we process personal information about you. The type of information we collect depends on how you interact with us — for example, whether you are a parent or guardian, a student, a school partner, or a freelance tutor or assistant.

We recognise that people may be cautious about sharing personal data, particularly where children are involved. This policy explains what information we collect, how and why we use it, who we may share it with, how long we keep it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

The London Animation Project Ltd (Company No. 11188879) is the Data Controller for all personal data processed through our services.

This policy applies to all users of our services, including parents and guardians, children enrolled via schools, freelance tutors and assistants, school partners, and visitors to our website.

A) What Information Do We Collect?

1. Parents and Students (Children)

When a parent or guardian books a place for a child at one of our after-school clubs, we may collect:

  • Child’s first name and surname

  • School name, year group, and class

  • Parent or guardian’s name, email address, and phone number

  • Medical or allergy information necessary to ensure the child’s safety

  • Emergency contact details

  • Signed consent forms for photography, video, and use of creative work

We may also record attendance, learning progress, and safeguarding notes where required by the school or statutory bodies.

2. Freelance Tutors and Assistants

For tutors, assistants, and other freelance practitioners, we collect:

  • Full name and contact details

  • CV or experience summary

  • Proof of right to work in the UK

  • Enhanced DBS certificate details

  • References and safeguarding training certification

  • Bank and tax details required for invoicing and payment

3. Schools and Partner Organisations

We collect and retain the names, contact details, and correspondence of school representatives for the purposes of partnership management, safeguarding, and course delivery.

4. Website and Device Information

When you visit our website, we collect limited technical information via cookies and analytics tools, such as:

  • IP address

  • Browser type and operating system

  • Pages visited and interaction data

This information is processed in an aggregated and anonymised form and is used solely to improve our website and services. Further details are available in our Cookies Policy.

B) How Do We Use This Information?

We collect and use personal data only where necessary for legitimate educational, administrative, and safeguarding purposes, including:

  • Delivering and managing after-school clubs

  • Maintaining attendance registers and emergency information

  • Safeguarding and child protection, in line with statutory guidance

  • Communicating with parents and schools regarding bookings, changes, or updates

  • Managing freelance tutors and assistants, including compliance checks and payments

  • Displaying children’s animations or artwork (only where explicit parental consent has been given)

  • Sending newsletters or updates (only where consent has been provided)

  • Reviewing feedback and participation to improve our educational offer

We collect only the minimum amount of personal data required to deliver our services safely and effectively. We never sell personal data to third parties.

C) Who Do We Share Information With?

We share personal data only where necessary and with appropriate safeguards in place:

  • Schools and education partners — to coordinate enrolment, attendance, and safeguarding

  • Freelance tutors and assistants — limited information (such as registers and emergency details) strictly required to deliver sessions

  • Statutory bodies — including Local Authorities, Social Services, or the Police, where legally required or where safeguarding concerns arise

  • Technology providers — such as email, booking, and payment platforms used to operate our services securely

  • Accountants, insurers, and auditors — where required for legal, tax, or compliance purposes

All freelancers and suppliers are bound by confidentiality obligations and are required to comply with UK GDPR standards. Freelancers may only use personal data for the purposes of delivering our services and may not use it for their own independent purposes.

D) Our Legal Basis for Processing Data

We process personal data under one or more of the following lawful bases:

  • Contractual necessity — to deliver booked services

  • Legal obligation — including safeguarding, health and safety, and record-keeping requirements

  • Consent — for marketing communications and use of photography or video

  • Legitimate interests — to manage and improve our operations and maintain relationships with schools and staff

Where processing is based on consent, you may withdraw that consent at any time.

We do not use automated decision-making or profiling that produces legal or similarly significant effects under Article 22 UK GDPR.

E) Your Rights Under GDPR

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you

  • Request correction or deletion of your data

  • Object to or restrict certain types of processing

  • Withdraw consent where processing is based on consent

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

We encourage individuals to contact us first so we can resolve any concerns promptly and fairly.

Requests can be made in writing to:
info@thelondonanimationproject.com

F) Data Retention

We retain personal data only for as long as necessary:

  • Student and parent data — up to 24 months after the end of a club or academic year, unless required longer for safeguarding or legal reasons

  • Freelancer data — up to six years after the end of engagement, in line with tax and accounting requirements

  • Financial records — retained for six years in accordance with HMRC regulations

Data is securely deleted or anonymised once it is no longer required.

G) Data Security

We take data security seriously and use appropriate technical and organisational measures, including:

  • Encrypted digital communications and file storage

  • Restricted access to authorised personnel only

  • Secure cloud storage within the UK or EEA

  • Regular safeguarding and data protection training for staff and tutors

Where personal data is accessed outside the UK or EEA (for example, by authorised staff working remotely), appropriate safeguards are applied.

In the event of a personal data breach, we will notify affected individuals and the ICO within 72 hours where required by law.

H) Children’s Data and Safeguarding

The London Animation Project works exclusively with children through schools and registered parents or guardians.

We do not knowingly collect personal data directly from children under the age of 13 without parental consent.

Photographs, videos, and creative work are used only where written parental consent has been provided and are reviewed regularly.

All tutors and assistants hold an Enhanced DBS check and operate in accordance with our Safeguarding and Child Protection Policy, which is available on request or via our website.

I) Changes to This Policy

We may update this policy from time to time to reflect changes in legislation or our operations. The most up-to-date version will always be available on our website. Where changes are significant, we will notify users by email.