Date: 29/09/2025
Review date: 29/09/2026
1. Introduction
At The Tuition College, we take your privacy and the security of your personal information very seriously. We follow the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 to make sure that all personal data is:
- Used fairly, lawfully, and transparently.
- Collected for clear purposes.
- Kept accurate, secure, and up to date.
- Retained only for as long as necessary.
- Processed in a way that protects your rights.
This policy explains how we handle student and parent data, why we collect it, and what rights you have.
2. What Information We Collect
We may collect and process the following information:
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- Student details – name, date of birth, gender, school year, academic records, special educational needs, safeguarding information.
- Parent/guardian details – name, address, email, phone number, emergency contacts.
- Medical information – allergies, medical conditions, or health needs relevant to your child’s safety.
- Attendance and progress – lesson attendance, homework completion, reports, assessments.
- Financial information – invoices, payments (via secure payment provider Stripe), and records of fees.
- Safeguarding records – where concerns are raised, these are kept securely and confidentially in line with statutory guidance.
3. Why We Collect This Information
We use your data to:
- Provide safe and effective tuition.
- Monitor progress and communicate with parents.
- Support students’ individual learning needs.
- Ensure safeguarding and child protection responsibilities are met.
- Manage fees, payments, and invoices.
- Keep parents updated on attendance, progress, and behaviour.
- Meet our legal obligations under education and safeguarding law.
4. How We Store & Protect Data
- Data is stored securely in TutorBird, our tuition management system, which is GDPR-compliant.
- Financial transactions are processed securely by Stripe; we do not store full card details.
- Safeguarding information is held securely with access limited to the Designated Safeguarding Lead (DSL) and authorised staff.
- Paper records (where used) are stored in locked cabinets with restricted access.
- All staff handling data receive GDPR and safeguarding training.
5. Who We Share Data With
We will only share information when necessary and always in line with the law. Examples include:
- TutorBird – for lesson scheduling, communication, billing, and reporting.
- Stripe – for secure online payments.
- Safeguarding agencies (e.g., school, social services, police) – if we are concerned about a child’s welfare.
- Regulatory bodies such as Ofsted – where required during inspections.
We will never sell your data to third parties.
6. Your Rights Under GDPR
Parents and students have the right to:
- Access – request a copy of the data we hold about you/your child.
- Rectification – ask us to correct inaccurate or incomplete data.
- Erasure – request that we delete data we no longer need (we may have to keep some records for legal/safeguarding reasons).
- Restriction – ask us to limit how we use data.
- Objection – object to the use of your data in certain circumstances.
- Data portability – request a copy of data in a format you can reuse elsewhere.
Requests can be made by emailing the Centre Manager / Data Protection Lead at Admin@thetuitioncollege.co.uk. We will respond within 30 days.
7. Data Retention
- Student records are kept for up to 7 years after a child leaves The Tuition College, in line with safeguarding and legal guidance.
- Safeguarding records may be retained longer, if legally required.
- Financial data is retained for 6 years for tax and accounting purposes.
8. Breaches of Data Protection
If a data breach occurs (e.g., unauthorised access, loss of records), The Tuition College will:
- Act immediately to secure the data.
- Inform affected parents/students if there is a high risk to their rights or freedoms.
- Report the breach to the Information Commissioner’s Office (ICO) within 72 hours, if legally required.
9. Contact Information
Data Protection Lead (DPL): Nazia Younis
Contact email: Admin@thetuitioncollege.co.uk
Phone: 07493027681
If you are unhappy with how your data has been handled, you can also contact the Information Commissioner’s Office (ICO) at www.ico.org.uk