Khalsa Panth Academy (“we”, “us”, or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect personal data when you visit our website, sign up for our services, or engage with our academy.

1. About Us

Khalsa Panth Academy is an organisation headquartered in Darlaston, Walsall, United Kingdom. We offer education and training in Sikh music, language, martial arts, cultural studies, and community engagement.

We are the “data controller” under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

2. Information We Collect

We may collect and process the following data about you:

Personal Identification Information

Full name
Email address
Phone number
Postal address
Emergency contact details
Date of birth (for minors/students)

Payment & Transaction Information

Billing details
Donation or fee payment records (no card data is stored by us)

Health and Safety Information (for students)

Medical information for safeguarding purposes
Attendance and incident records

Technical Information (Website Usage)

IP address
Browser type and version
Cookies and session data
Time and date of access
Pages visited and time spent on site

3. How We Use Your Information

We use the data we collect to:

Register you or your child for classes and events
Manage communication and send updates
Process donations, payments, and gift aid where applicable
Ensure health and safety during in-person activities
Maintain attendance, progress, and incident logs
Promote and develop our services
Comply with safeguarding, legal, and financial obligations

We do not sell or rent your personal data. We may share your data with trusted third parties like payment processors or DBS-checked instructors, only when necessary and with appropriate safeguards in place.

4. Legal Basis for Processing

Our use of your personal data is based on one or more of the following:

Your Consent – when you opt-in for communication or register voluntarily
Performance of a Contract – such as delivering classes or events
Legal Obligation – safeguarding, record-keeping, and tax reporting
Legitimate Interests – improving services, engaging with our community

5. Data Security

We use appropriate organisational and technical measures to keep your data secure. This includes secure servers, password protection, limited access to personal records, and encryption where necessary.

6. Data Retention

We retain personal data only as long as needed:

For students: up to 7 years after last engagement (for safeguarding and audit)
For donors: up to 6 years for tax and financial record-keeping
For email subscribers: until you withdraw consent

You can unsubscribe or request deletion at any time.

7. Your Rights Under UK GDPR

You have the right to:

Access your personal data
Correct inaccurate or outdated data
Request data deletion (“right to be forgotten”)
Withdraw consent
Restrict or object to processing
Data portability (where applicable)
Lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk

8. Cookies & Analytics

Our website uses cookies for functionality and basic visitor analytics. You may decline non-essential cookies through your browser settings. By continuing to browse our site, you accept our cookie use as described in our [Cookie Policy].

9. Photography & Media Consent

With your permission, we may take photos or videos during events or classes for promotional use on our website and social media. You have the right to opt out at any time.

10. Third-Party Links

Our website may contain links to other websites (e.g., YouTube, Instagram). We are not responsible for the privacy practices of those external sites.

11. Updates to This Policy

We may update this Privacy Policy occasionally to reflect changes in law or academy operations. The latest version will always be available on our website.

12. Contact Us

If you have questions or concerns about this policy or your personal data, contact:

Khalsa Panth Academy
Darlaston, Walsall, United Kingdom
Email: info@khalsapanthacademy.com