Data Proctection Policy


The Data Protection Act 1998 describes how organisations including SOL Language Clubs must collect, handle and store personal information. This Policy is to comply with both the Law and Good Practice of SOL Language Clubs and respect individual rights and will include: Staff, Individual Children and Families of SOL Language Clubs.

These rules apply regardless of whether data is stored electronically, on paper or on other materials.

To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.

The Data Protection Act is underpinned by eight important principles.  These say that personal data must:

  1. Be processed fairly and lawfully

  2. Be obtained only for specific, lawful purposes

  3. Be adequate, relevant and not excessive

  4. Be accurate and kept up to date

  5. Not be held for any longer than necessary

  6. Processed in accordance with the rights of data subjects

  7. Be protected in appropriate ways

  8. Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection.

This Policy applies to information held at:


SOL Language Clubs

7 Cromer Road                               



WD24 4DY


All Staff/ Volunteers/visitors of SOL Language Clubs

It applies to all data that SOL Language Clubs holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:

  • Names of Individuals, children, young people, volunteers, visitors and staff

  • Family Information of children, young people, volunteers, visitors and staff

  • Medical and Health Information

  • Postal Addresses

  • E Mail addresses

  • Telephone Numbers

  • Plus any other information relating to Children and young people and their families and family situations.

This Policy helps to protect SOL Language Clubs from some very real data security risks, including:

  • Breaches of Confidentiality: For instance, information being given out inappropriately

  • Failing to offer choice : For instance, all individuals should be free to choose how uses data relating to them

  • Reputational Damage: For Instance, the company could suffer if hackers successfully gained access to sensitive data

  • Breach of Security: For Instance, allowing access to data by someone unauthorised



Everyone who works for SOL Language Clubs has some responsibility for ensuring data is collected, stored and handled appropriately. Each staff member that handles personal data must ensure that is handles and processed in line with this Policy, data protection principles and data protection registration requirements.

Protection Officer is Patricia Westrop who is ultimately responsible for ensuring that SOL Language Clubs meets all its legal requirements.

From time to time SOL Language Clubs may share information with other Professionals in respect of a particular child or young people or family in order to support their emotional and academic development and well-being.  When parents/carers complete their Registration Pack they have the opportunity to give their consent or not as the case may be in respect of this.



The Data collect will be storage on a secure place at the Manager’s place of residence.  Also, it will store in a computer device secure with password which will be all the time at the Manager’s house.

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