Policies

Privacy Policy

Last updated: December 2024

1. Introduction

Tutor Nest UK is committed to protecting the privacy and security of personal data. This Privacy Policy explains how we collect, use, store, and protect information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data We Collect

We may collect and process the following information:

• Personal details: Student name, parent/carer name, contact email address, and phone number.
• Learning information: Year group, school name, learning goals, and any relevant educational needs or requirements shared with us.
• Session records: Notes on lesson content, progress, and feedback.
• Payment information: Transaction records for invoicing purposes (we do not store card details).
• Communication records: Emails and messages exchanged with parents/carers and students.

3. How We Use Your Data

We use the data collected to:

• Provide and personalise online tuition services.
• Communicate with parents/carers regarding bookings, progress, and updates.
• Process payments and maintain accurate financial records.
• Fulfil legal and safeguarding obligations.
• Improve our services and respond to enquiries.

4. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases for processing personal data:

• Contract: Processing is necessary to deliver our tuition services as agreed.
• Legitimate interests: To maintain records, communicate effectively, and improve our services.
• Legal obligation: To comply with safeguarding, tax, and other regulatory requirements.
• Consent: Where required, we will obtain explicit consent for specific processing activities.

5. Data Storage and Security

Personal data is stored securely using password-protected systems and encrypted storage where appropriate. Access to personal data is limited to authorised personnel only. We take reasonable steps to protect data from unauthorised access, loss, or misuse.

6. Data Sharing

We do not sell or share personal data with third parties for marketing purposes. Data may only be shared with third parties where:

• Required by law or legal process.
• Necessary to protect the welfare or safety of a child (in line with safeguarding duties).
• Required for legitimate business operations (e.g., payment processing), with appropriate safeguards in place.

7. Data Retention

Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Typically,    records are retained for up to 6 years after the end of a client relationship, in line with HMRC and safeguarding guidance. After this period, data will be securely deleted or anonymised.

8. Your Rights

Under UK GDPR, you have the right to:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your data where there is no compelling reason to retain it.
• Restriction: Request that we limit processing of your data in certain circumstances.
• Portability: Request transfer of your data to another provider where applicable.
• Objection: Object to processing based on legitimate interests.
• Withdraw consent: Where consent is the basis for processing, you may withdraw it at any time.

9. Contact for Data Enquiries

For any questions, concerns, or requests regarding your personal data, please contact:

info@tutor-nest.co.uk

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk