Privacy Policy

How we collect, use and protect your personal data.

Last updated: April 2026

Who We Are

Devanhaar Gurmat Academy (DGA) is a Sikh educational organisation based at Singh Sabha Gurdwara, 80 Somerset Road, Handsworth Wood, Birmingham, B20 2JB. We provide weekly Gurmat classes for students aged 7–18.

For any privacy-related queries, please contact us at .

What Data We Collect

We collect personal data through two means: the waiting list application form on this website, and the DGA app used by registered students and their families.

Waiting list form — when you apply to join the waiting list, we collect:

  • Student's first name, middle name and last name
  • Student's date of birth and gender
  • Home address (house number, street, city and postcode)
  • Parent or guardian email address and mobile number
  • Emergency contact name, relationship to student and mobile number
  • Medical conditions and allergies
  • Medications
  • Special dietary requirements

DGA app (registered students only) — once a student is enrolled, the app holds the same details as above plus:

  • Attendance records
  • Payment status (whether monthly fees have been paid — we do not store card details or payment information; payments are made in person or via JustGiving)
  • Messages sent via the in-app chat feature
  • Photo and video consent preference

Why We Collect It

We collect this information solely for the purposes of running the Devanhaar Gurmat Academy. Specifically:

  • To assess waiting list applications and allocate places
  • To contact parents and guardians about enrolment and academy matters
  • To ensure the safety and wellbeing of students during classes, camps and trips
  • To manage medical needs, allergies and dietary requirements during academy activities
  • To reach emergency contacts if required
  • To track attendance and communicate progress
  • To respect photo and video consent preferences when sharing content on social media

Our lawful basis for processing this data under UK GDPR is legitimate interests in operating the academy safely and effectively, and where applicable, vital interests for medical and emergency information.

Children's Data

We take the privacy of children seriously. All personal data relating to students under the age of 18 is collected with the knowledge and consent of their parent or guardian, who completes the application form on their behalf.

Data relating to children is accessible only to DGA teachers and Sevadaars on a need-to-know basis, and is never shared with third parties for marketing or commercial purposes.

Photo and Video Consent

Photos and videos may be taken during DGA classes, camps and trips for use on our Instagram and other DGA communications. Consent is managed through the DGA app. If you do not wish your child to appear in photos or videos shared on social media, you can withdraw consent at any time by updating your preferences in the app.

We will not share photos or videos of any student whose parent or guardian has not given consent.

In-App Messaging

The DGA app includes a chat feature that allows parents, guardians and students to message academy staff. All messages are monitored by DGA admin for safeguarding purposes. By using the messaging feature you acknowledge that messages are not private and may be reviewed by authorised staff.

Messages are retained for safeguarding and record-keeping purposes and are accessible only to authorised DGA admin.

Who Has Access to Your Data

Your data is accessible only to authorised DGA teachers and Sevadaars involved in running the academy. It is not sold, rented or shared with any third party for commercial purposes.

Data submitted via the waiting list form on this website is transmitted securely and stored within the DGA's internal systems. The contact form on this website sends messages directly to our email inbox and no message data is stored on the server.

How Long We Keep Your Data

Waiting list applicants— data is held until a place is offered and accepted, or until you ask us to remove it Enrolled students— data is held for the duration of the student's time at the academy and for a reasonable period afterwards in case of any follow-up queries Contact form messages— retained in our email inbox for as long as needed to respond and for reasonable record-keeping

Your Rights

Under UK GDPR you have the right to:

  • Access the personal data we hold about you or your child
  • Request that we correct inaccurate data
  • Request that we delete your data
  • Withdraw consent for photo and video use at any time via the DGA app

To exercise any of these rights, please contact us at and we will respond within 30 days.

Security

We take reasonable steps to protect your personal data from unauthorised access. Our website operates over HTTPS and access to student data within the DGA app is restricted to authorised staff only.

Changes to This Policy

We may update this policy from time to time. Any changes will be published on this page with an updated date at the top.