How we use children's information

This note is for parents and teachers. It explains, in plain words, what the Finchley Tamil Koodam lessons site (lessons.finchleytamilkoodam.co.uk) keeps about children, who can see it, and how signing in works.

For all school and website information, including contact, place enquiries and accepted-place registration, read our full privacy notice.

What we keep about each child

A display name typed by the teacher. We suggest a first name and an initial, not a full name.
An avatar: one of nine animal pictures.
Their class and the class level.
A picture password made of three pictures in order, generated when an admin sets up a child's classroom login. The school database keeps only a scrambled verifier, not the readable pictures. It keeps children's places separate in class; it is not strong security.
Points and progress: which game or activity was played and when, points, number of questions, correct and first-try answers, time taken, and stars for words practised.
Wrong picture-password tries, so that after five wrong tries the name is paused for 10 minutes.
Quiz Rally matches and teams: when a teacher runs a class match, we keep its approved team membership and match results as private class records. Team results do not measure each child’s individual mastery or add personal practice points. Live connection and answer data is cleared 24 hours after the match ends, once its private summary has been saved. Archiving keeps past match records under the same policy as other class records; you can ask us to correct or delete them.
Photos of class work that a teacher takes, such as a finished worksheet, with the date and an optional short caption. Teachers photograph the work, not the child. The photo is made smaller before it is saved, and details the camera adds, such as location, are removed.

The lessons portal does not ask children for a home address or date of birth. The separate accepted-place registration form asks a parent or carer for contact details and lets them choose whether to provide allergy information; school admins can see what they provide. This portal's work photos show the child's work, not the child. Public photos of a child require a separate choice from the parent or carer.

Parents who use family sign-in

When you sign in with Google, Google gives us a reference number for your Google account. We keep that number and which of your children it is linked to.
For Google family sign-in, we do not keep your Google email address, name or photo. The separate accepted-place registration keeps the contact email you gave us.
Google knows that you signed in to this site. Google's own privacy policy covers that part.

Other things to know

Teachers: we keep each teacher's email address, name and role so they can sign in.
Names typed on a game's name screen without signing in stay in that browser on that device. They are not sent to us.
Some games offer "save points on every device" with Google. This keeps the Google reference number, the name typed, the avatar, and points and game totals (not an email address). Those names and points appear on an online board that anyone signed in with Google on these games can see. Children signed in with their class code do not need this.
The singing booth, used by teachers in class, can record on the classroom device. Recordings stay on that device and are not uploaded.
The separate teacher audio studio stores private teaching-material drafts and review records on Cloudflare. They are not automatically published to children.

Who can see a child's information

Classmates, and a parent signed in as their child, see names, avatars, points and game totals (such as rounds played and correct answers) on the class leaderboard, if the teacher has it switched on. Teachers can switch it off for a class.
Teachers see the progress of children in their own classes. School admins can see every class.
Photos of class work are seen only by the child, a parent linked to them, their class teachers and school admins. Classmates do not see them. A teacher can delete a photo at any time.
Parents see only the children linked to their own Google account.
School admins can print a newly issued login card or email it to the parent address on the child's registration. An emailed card contains the child's short classroom name, class code, three pictures and sign-in link. Resend delivers that email, and a readable copy may remain in the parent's mailbox. Please keep the card private. If an admin issues a replacement, the old pictures stop working.
We do not show children's information to the public, and there are no adverts.

Signing in and how long it lasts

Signing in sets one cookie from this site in the browser. It is needed for sign-in. We do not use advertising or tracking cookies.
A sign-in lasts up to 30 days on that device, unless someone signs out sooner. On shared or school devices, please tap Sign out on the games page at the end of the session.
When a parent chooses a child, that device stays signed in as the child. To switch to a brother or sister, sign out and use family sign-in again.
After a child signs in, the browser remembers the class code on that device, even after signing out, so next time they can tap their name straight away. Tapping "Different class code" on the sign-in page forgets it.
Games also keep scores in the browser on that device, so a child can carry on where they left off.

When a child leaves, or a teacher leaves

Archiving a child signs them out on every device straight away. They cannot sign in again, and parents can no longer choose them. They no longer appear on the class leaderboard. Identifiable learning progress is kept for three years after leaving in case they return; photos of class work are deleted after two years.
Archiving a class does the same for every child in the class.
Deactivating a teacher signs them out straight away. They cannot sign in or see children's information until an admin activates them again.

Questions, corrections and deletion

To ask what we keep about your child, or to ask us to correct or delete it, email info@finchleytamilkoodam.co.uk.

Who runs the site

The site is run by Finchley Tamil Koodam and hosted on Cloudflare, which stores the information for us and, like any web host, handles technical details such as IP addresses to deliver the pages. Google provides the "Continue with Google" button and the fonts on most pages, so Google also receives those page requests.

This is a short guide to the lessons site. Read the full school privacy notice for legal bases, providers, retention and rights. The separate Learning mode app is not covered by this guide.