Privacy Policy
PLAY MANDARIN LTD
Privacy Policy
Last Updated: June 2026
1. Introduction
Play Mandarin Ltd ("Play Mandarin", "we", "our", or "us") is committed to protecting and respecting your privacy and the personal data entrusted to us.
This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you use our services, attend our classes or events, visit our website, or otherwise interact with us.
We process personal data in accordance with the UK General Data Protection Regulation ("UK GDPR"), the Data Protection Act 2018, and other applicable UK data protection legislation.
2. Data Controller
The Data Controller is:
Play Mandarin Ltd
Highland House, 165 The Broadway, London, SW19 1NE
Email: eve@playmandarin.co.uk
Play Mandarin Ltd is registered with the Information Commissioner's Office (ICO) under registration number 00012387075.
3. Personal Data We Collect
We may collect and process the following categories of personal data:
Parent / Guardian Information
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Full name
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Postal address
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Email address
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Telephone number
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Membership details
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Booking history
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Attendance records
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Communications with us
Child Information
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Child's name
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Date of birth
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Age group
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Class attendance records
Parents or legal guardians confirm they have authority to provide their child's information.
Health Information
Where voluntarily provided, we may collect relevant health, medical, allergy, accessibility, or dietary information relating to a parent or child where necessary to:
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Provide safe participation in activities
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Manage medical needs or allergies
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Support safeguarding responsibilities
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Ensure activities are suitable
Health information is treated as special category data and is only used where necessary.
Website Usage Information
When you visit our website, we may collect:
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IP address
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Browser type
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Device information
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Operating system
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Website usage statistics
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Cookie data
Photographs and Video Recordings
With your consent, we may collect:
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Photographs
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Video recordings
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Audio recordings
taken during classes, performances, events, workshops, camps, or promotional activities.
Photo and video consent is optional and may be withdrawn at any time.
4. How We Collect Information
We collect information:
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Through membership registration forms
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Through trial booking forms
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Through event registrations
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Through our website
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Through email correspondence
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Through telephone conversations
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Through social media enquiries
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Through our booking platform (EZ Facility)
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During classes and events
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Through Zoom and online learning activities
5. Legal Bases for Processing
We process personal data under one or more of the following lawful bases:
Contract
To provide memberships, classes, events, bookings, online lessons, customer support, and related services.
Legal Obligation
To comply with legal, regulatory, accounting, safeguarding, and tax obligations.
Legitimate Interests
To operate and improve our services, maintain records, communicate with members, manage bookings, investigate complaints, and protect our business.
Consent
Where required, including:
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Marketing communications
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Photography and videography permissions
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Certain optional communications
You may withdraw consent at any time.
6. How We Use Personal Data
We may use your information to:
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Manage memberships
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Process bookings
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Deliver classes and events
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Provide online class access information
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Communicate timetable changes
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Respond to enquiries
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Maintain attendance records
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Process payments
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Meet safeguarding obligations
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Improve services
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Manage complaints
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Send marketing communications where consent has been provided
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Comply with legal requirements
7. Marketing Communications
Where you have consented, we may send:
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Newsletters
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Promotions
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Event announcements
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New programme information
You may opt out of marketing communications at any time.
Even if you opt out of marketing communications, we may continue to send essential service communications relating to:
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Membership administration
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Class bookings
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Timetable changes
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Safeguarding matters
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Online class access information
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Payment administration
These communications are necessary for the delivery of our services.
Service communications are sent separately from marketing communications and do not require marketing consent.
8. Photographs and Video Recordings
Where consent has been provided, Play Mandarin may use photographs or video recordings for:
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Educational purposes
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Parent communications
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Social media
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Marketing materials
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Website content
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Promotional campaigns
You may withdraw consent at any time by contacting us.
Withdrawal of consent will not affect materials already published before consent was withdrawn.
9. Sharing Your Information
We do not sell personal data.
We may share information where necessary with:
Service Providers
Including:
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EZ Facility (booking and membership management)
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Zoom (online classes)
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Website hosting providers (including Wix)
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Payment providers
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IT and software providers
Staff and Teachers
Access is limited to personnel who require information to perform their duties.
Legal Authorities
Where required by law, safeguarding obligations, court orders, or regulatory requirements.
10. International Transfers
Some of our service providers may process data outside the United Kingdom.
Where international transfers occur, we take reasonable steps to ensure appropriate safeguards are in place and that personal data remains protected in accordance with UK GDPR requirements.
11. Security Measures
We take appropriate technical and organisational measures to protect personal data, including:
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Password-protected systems
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Restricted staff access
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Role-based permissions
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Staff confidentiality obligations
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Confidentiality agreements and NDAs where appropriate
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Secure third-party service providers
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Staff training and data protection procedures
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Regular review of access permissions
While no internet transmission can be guaranteed as completely secure, we take reasonable steps to protect personal information from unauthorised access, misuse, disclosure, alteration, or loss.
12. Data Retention
We retain personal data only for as long as reasonably necessary.
Our current retention periods include:
-------Data TypeRetention Period--------
General enquiries- Up to 2 years
Membership records- Up to 6 years after membership ends. Retention periods may be extended where reasonably necessary to establish, exercise or defend legal claims, or where required by law.
Attendance records- Up to 6 years
Accounting and payment records- Up to 6 years
Marketing preferences- Until consent is withdrawn
Photographs and videos- Until consent is withdrawn or no longer required
Safeguarding or incident records- As required by safeguarding and legal obligations
Certain information may be retained for longer where required by law, safeguarding requirements, insurance purposes, or regulatory obligations.
13. Your Rights
Under UK GDPR, you have the right to:
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Request access to your personal data
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Request correction of inaccurate data
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Request erasure of personal data
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Request restriction of processing
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Object to processing
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Request transfer of your data where applicable
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Withdraw consent at any time
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Lodge a complaint with the ICO
We will respond to valid requests in accordance with applicable law. Requests relating to personal data may be submitted to eve@playmandarin.co.uk
14. Children's Data
We recognise the importance of protecting children's privacy.
Children's personal data is collected and processed only where necessary for the delivery of our educational services and safeguarding obligations.
Parents or legal guardians are responsible for providing consent where required.
15. Cookies
Our website may use cookies and similar technologies to:
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Improve website performance
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Understand website usage
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Enhance user experience
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Support website functionality
Users may manage cookie preferences through their browser settings.
16. Complaints
If you have concerns regarding how we process your personal data, please contact us first:
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):
17. Changes to This Policy
We may update this Privacy Policy from time to time.
Any updates will be published on our website and take effect immediately upon publication.
18. Contact Us
If you have any questions regarding this Privacy Policy or your personal data, please contact:
Play Mandarin Ltd
Highland House, 165 The Broadway, London, SW19 1NE
Email: eve@playmandarin.co.uk