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Tamil Special Children UK

Tamil Special Children

Privacy Policy

How we collect, use and protect your personal data.

Tamil Special Children UK (Charity No. 1191001) is committed to protecting your privacy. This policy explains how we collect, use, store and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. What data we collect

When you use our contact form, we collect the following personal data:

  • Your name
  • Your phone number (for WhatsApp contact)
  • Your reason for contacting us
  • Your message content

We also use cookies and similar technologies to ensure our website functions correctly. See section 10 below for details.

2. How we use your data

We use your personal data to:

  • Respond to your enquiry or message
  • Communicate with you about our charity's activities, where you have consented
  • Improve the functionality of our website

3. Legal basis for processing

We process your personal data on the following legal bases:

  • Consent: When you voluntarily submit your information via our contact form, you consent to us processing that data to respond to your enquiry.
  • Legitimate interests: We may process data where it is in our legitimate interests to operate and improve our charity services, provided this does not override your rights.

4. Data storage and retention

Contact form submissions are processed entirely on our own hosting server. Your data is not sent to any third-party service. The information you provide (name, phone number, reason for contact, and message) is delivered directly to our team via our own email system. We do not store your contact form data in a database on our website.

We retain your personal data only for as long as necessary to fulfil the purpose for which it was collected, or as required by law. Contact enquiry data is typically retained for up to 2 years before being deleted.

5. Third parties we share data with

Contact form submissions are processed entirely on our own hosting server. Your data is not sent to any third-party service. The information you provide (name, phone number, reason for contact, and message) is delivered directly to our team via our own email system.

We do not sell, trade, or rent your personal data to any third parties.

6. International data transfers

Your contact form data is processed on our UK-based hosting server and is not transferred outside the United Kingdom. All data remains within the UK throughout the submission process.

7. Children's data

Our charity supports families with children who have Special Educational Needs and Disabilities (SEND). We do not knowingly collect personal data directly from children through this website. The contact form is intended for use by parents, guardians, and adult supporters. If you believe a child has submitted personal data through our website, please contact us immediately so we can delete it.

8. Volunteer data

If you apply to volunteer with us (via the link to our external Google Form), your volunteer application data is collected and processed by Google. Please refer to Google's Privacy Policy for details on how they handle this data. Any volunteer information we subsequently receive is processed on the basis of your consent and our legitimate interest in coordinating volunteer activities. We retain volunteer records for the duration of your involvement and for up to 2 years afterwards.

9. Your rights

Under the UK GDPR, you have the following rights regarding your personal data:

  • Right of access: You can request a copy of the personal data we hold about you.
  • Right to rectification: You can request that we correct any inaccurate data.
  • Right to erasure: You can request that we delete your personal data.
  • Right to data portability: You can request your data in a structured, commonly used format.
  • Right to object: You can object to us processing your data in certain circumstances.
  • Right to restrict processing: You can request that we limit how we use your data.

To exercise any of these rights, please contact us using the details in section 12 below.

10. Cookies

Our website uses cookies — small text files stored on your device — to ensure the site functions correctly.

Essential cookies: These are necessary for the website to operate (e.g., remembering your cookie consent preference). They do not require your consent under PECR.

We do not currently use any analytics, advertising, or tracking cookies. If this changes in the future, we will update this policy and seek your consent before setting any non-essential cookies.

11. Data breach procedures

In the event of a personal data breach that poses a risk to your rights and freedoms, we will notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware of the breach. Where the breach is likely to result in a high risk to you, we will also notify you directly without undue delay.

12. Data controller and contact

The data controller for the purposes of this website is Tamil Special Children UK, a registered charity (No. 1191001). For data protection enquiries, contact us at: contact@tamilspecialchildren.org.uk

If you have any questions about this privacy policy or wish to exercise your data rights, please contact us:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection authority.

13. Changes to this policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated effective date.

Last updated: February 2026