The Tuition College Examination Centre
Data Protection and GDPR Policy / Privacy Notice
Effective from 14/11/2025
- Purpose of This Notice
This Data Protection and GDPR Policy explains how The Tuition College Examination Centre (“the Centre”, “we”, “us”, “our”) collects, stores, processes, and protects personal information relating to exam candidates, parents/guardians, and relevant third parties.
The Centre is committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
- Data Controller
The Tuition College Examination Centre acts as the Data Controller for all candidate data collected and processed in relation to exam registrations and administration.
If you have any questions about how your data is used, contact our Data Protection Officer (DPO) at:
📧 Admin@thetuitioncollege.co.uk
📍 The Tuition College, 19 Birch Lane, Longsight, Manchester, M13 0NW
📞 0161 224 0357
- What Data We Collect
We collect only the data necessary to process exam registrations and deliver services in compliance with JCQ regulations.
This includes:
- Candidate’s full name, date of birth, and gender
- Contact details (address, phone number, email)
- Photographic identification and proof of address
- Exam details (subjects, boards, specification codes)
- Education history (where relevant for Access Arrangements)
- Medical, psychological, or educational evidence (for Access Arrangements)
- Payment and billing details
- Parent/guardian details (for under-18s)
- Communications between the candidate, parent, Centre staff, and awarding bodies
- Why We Collect Your Data
We collect and process your personal information for the following purposes:
- To register candidates for examinations and verify their identity
- To comply with JCQ and awarding body regulations
- To make entries and manage results and certificates
- To communicate exam details, updates, and results
- To process payments and issue invoices
- To support candidates applying for Access Arrangements
- To fulfil our legal and regulatory obligations as a JCQ-approved Centre
We do not use personal data for marketing unless you have given explicit consent.
- Lawful Basis for Processing
Our lawful bases for processing data under the UK GDPR are:
- Contractual obligation – to process your exam entry and deliver agreed services.
- Legal obligation – to meet JCQ and awarding body requirements.
- Legitimate interest – to ensure secure and fair exam delivery.
- Consent – when processing medical, psychological, or educational evidence for Access Arrangements (special category data).
- Sharing Your Data
We share information only where necessary and always under secure, lawful conditions. Data may be shared with:
- Awarding bodies (AQA, Pearson Edexcel, OCR, etc.) for registration, marking, and certification.
- The Joint Council for Qualifications (JCQ) for regulatory compliance.
- Our SENCo and Access Arrangements Coordinator, where additional support or evidence gathering is required.
- Educational institutions (e.g. schools, colleges) to verify existing evidence or obtain further documentation in support of Access Arrangements.
- Medical professionals, educational psychologists, or specialist assessors, where evidence is required to support Access Arrangements applications.
- External invigilators or assessors who deliver exams under contract to the Centre.
- Payment processors and IT providers that support secure systems operation.
- Regulatory or legal authorities, where required by law.
We will never sell, rent, or share your personal data with third parties for marketing purposes.
- Access Arrangements and Special Category Data
7.1 Candidates who request Access Arrangements must provide supporting documentation and consent for the processing of special category data (medical or educational evidence).
7.2 By submitting an Access Arrangements request, you consent to the Centre’s SENCo and Access Arrangements Coordinator:
- Collecting and securely storing your supporting evidence;
- Liaising directly with your school, college, GP, psychologist, or other professionals to obtain additional documentation if required;
- Conducting assessments or tests necessary to determine eligibility;
- Sharing relevant data with awarding bodies and JCQ for formal approval.
7.3 Any data shared in connection with Access Arrangements will be processed strictly under:
- Article 9(2)(a) of the UK GDPR (explicit consent for special category data); and
- JCQ General Regulations, Access Arrangements and Reasonable Adjustments (AA) 2024–25.
7.4 The Centre’s SENCo and Access Arrangements Coordinator are trained in data handling and confidentiality. All information collected is used solely for the purpose of determining and administering approved Access Arrangements.
7.5 You have the right to withdraw your consent for this processing at any time; however, doing so may affect your eligibility for Access Arrangements.
- How We Store and Protect Your Data
- All electronic data is stored securely in encrypted, password-protected systems.
- Physical documents (e.g. ID logs, seating plans, evidence forms) are held in locked cabinets accessible only to authorised staff.
- Data is transmitted securely using encrypted email and secure online platforms.
- Only staff with legitimate exam-related duties (Exams Officer, SENCo, Data Protection Officer) can access candidate data.
- Staff receive regular data protection and safeguarding training.
- Data Retention
We keep personal data only for as long as necessary to meet JCQ and legal obligations.
| Record Type | Retention Period |
|---|---|
| Application forms | 12 months after exam series |
| Candidate ID & proof of address | 12 months after exam series |
| Access Arrangements evidence | 3 years after academic year of use |
| Exam results & certificate logs | 6 years |
| Incident/malpractice reports | 5 years |
After these periods, records are securely deleted or shredded.
- Your Rights
Under UK GDPR, you have the right to:
- Access a copy of your personal data;
- Request correction of inaccurate information;
- Request deletion where permissible;
- Restrict or object to processing;
- Withdraw consent (where applicable);
- Request data portability (in limited circumstances).
To exercise these rights, email admin@thetuitioncollege.co.uk
We will respond within one calendar month.
- Data Breaches
If a personal data breach occurs, the Centre will:
- Act immediately to contain and assess the breach;
- Notify affected individuals if there is a high risk to their rights and freedoms;
- Report the breach to the Information Commissioner’s Office (ICO) within 72 hours when required by law.
- International Data Transfers
We do not routinely transfer data outside the UK.
If international transfer becomes necessary (for example, through an awarding body system), we ensure that appropriate safeguards are in place under UK GDPR.
- Updates to This Policy
This policy is reviewed annually or when new legislation or JCQ guidance is introduced.
The current version is always available on our website or upon request.
- Contact and Complaints
If you have any concerns about how we handle your data, please contact:
📧 admin@thetuitioncollege.co.uk
If you remain dissatisfied, you can contact the Information Commissioner’s Office (ICO):
www.ico.org.uk
Tel: 0303 123 1113
- Consent
By submitting your online application or Access Arrangements request, you confirm that:
- You have read and understood this Data Protection and GDPR Policy;
- You consent to the Centre processing your personal data for the purpose of exam entry and administration;
- You consent to the SENCo and Access Arrangements Coordinator contacting relevant schools, professionals, or organisations to obtain necessary evidence on your behalf;
- You understand that all such processing is carried out in accordance with UK GDPR and JCQ requirements.