GCSE English Tutor Customer Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

Please note: this notice details all information that may be collected, however we aim to collect the least amount of information possible to schedule, run and charge for tutoring sessions, and maintain accurate record-keeping.

For further details please email: antonia+GDPR@gcseenglishtutor.co.uk

· Contact details

· What information we collect, use, and why

· Lawful bases and data protection rights

· Where we get personal information from

· How long we keep information

· Who we share information with

· How to complain

Contact details

Email: antonia+GDPR@gcseenglishtutor.co.uk

What information we may collect, use, and why

We may collect or use the following information for student education and welfare:

· Names and contact details for students/children

· Names and contact details for parents, guardians, carers

· Gender

· Pronoun preferences

· Date of birth

· Next of kin and emergency contact information

· Payment details and financial information including transactions

· Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)

· Photographs

· Attendance and reason for absence data

· Account access information

· Exam results and qualifications

· Progress reports

· Information relating to compliments and complaints

· Exclusion, suspension and behavioural information

We may collect or use the following personal information for dealing with queries, complaints or claims:

· Names and contact details

· Addresses

· Payment details

· Account login or user information

· Purchase or service history

· Video recordings of private tutoring sessions

· Audio recordings of private tutoring sessions

· Correspondence

· Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)

· Attendance and reason for absence data

We may collect or use the following information for information updates or marketing purposes:

· Names and contact details

· Addresses

· Marketing preferences

· Photographs

· Website and app user journey information

· IP addresses

· Records of consent, where appropriate

· Alumni records

We may collect or use the following information to comply with legal requirements:

· Any other personal information required to comply with legal obligations

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

· Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

· Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for student education and welfare are:

· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

Our lawful bases for collecting or using personal information to comply with legal requirements are:

Where we may get personal information from

· Directly from you

· Regulatory authorities (eg HMRC)

· Parents or carers

· Local authorities or local councils

· Social services

· Other education establishments

· Health care providers

· Learners

How long we keep information

We keep learner information only for as long as necessary in line with UK GDPR. Lesson notes and contact details are retained for up to three years after tutoring ends, in case of follow-up or safeguarding concerns. Financial records are kept for six years to meet HMRC requirements. Any safeguarding or incident reports involving minors are kept until the learner turns 25. Emails and correspondence are deleted within two years, and marketing data is removed immediately if consent is withdrawn. All records are stored securely and deleted once no longer needed.For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

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Who we may share information with

Others we may share personal information with

· Parents and carers

· Local authorities

· Social services

· Fostering agencies

· Pupil Referral Units (PRU’s) or Education Otherwise at School Centres (EOTAS)

· Specialist teachers such as peripatetic workers or speech and language therapists

· School governing bodies (such as Board of governors or Parent/teacher associations (PTA))

· Examination boards and bodies

· Insurance companies, brokers or other intermediaries

· Health care providers

· Organisations we need to share information with for safeguarding reasons

· Emergency services

· Legal bodies or authorities

· Relevant regulatory authorities

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

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