The Tutor Department customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
· 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
Contact details
info@thetutordepartment.co.uk
What information we collect, use, and why
We collect or use the following information for student education and welfare:
· Names and contact details for students/children
· Names and contact details for carers
· Date of birth
· Payment details and financial information including transactions
· Welfare information (includes family and home life circumstances and history)
· Details of any criminal convictions
· Photographs
· Attendance and reason for absence data
· Exam results and qualifications
· Progress reports
· Information relating to compliments and complaints
· Exclusion, suspension and behavioural information
We collect or use the following personal information for dealing with queries, complaints or claims:
· Names and contact details
· Address
· Payment details
· Financial transaction information
· Attendance and reason for absence data
We collect or use the following information for information updates or marketing purposes:
· Names and contact details
· Address
We collect or use the following information for recruitment purposes:
· Contact details (eg name, address, telephone number or personal email address)
· Date of birth
· National Insurance number
· Copies of passports or other photo ID
· Employment history (eg job application, employment references or secondary employment)
· Education history (eg qualifications)
· Right to work information
· Details of any criminal convictions (eg DBS, Access NI or Disclosure Scotland checks)
· Security clearance details (eg basic checks and higher security clearance)
We collect or use the following information to comply with legal requirements:
· Identification documents
· Health and safety information
· Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
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. You can read more about this right here.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
· Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
· Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
· 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. You can read more about this right here.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
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:
· Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
· Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Public task - we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
· Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
· Public task - we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
· Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for recruitment purposes are:
Our lawful bases for collecting or using personal information to comply with legal requirements are:
· Public task - we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Where we get personal information from
· Directly from you
· Parents or carers
· Local authorities or local councils
· Third parties:
o Funnel Sketchers
How long we keep information
We retain personal data only for as long as necessary to fulfil the purposes we collected it for, including for legal, accounting or reporting requirements.
Email enquiries are kept for 12 months.
Client data is kept for 6 years (for tax / legal reasons)
Newsletter subscribers are kept until unsubscribed or inactive for 2 years.
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.
Who we share information with
Joint controllers
We have a joint controller relationship with Funnel Sketchers. We process your personal information with that joint controller for the following reason: To manage enquiries and deliver information to subscribers..
Data processors
Funnel Sketchers
This data processor does the following activities for us: They manage the subscription system for the website.
Tutor Cruncher
This data processor does the following activities for us: They process enquiries and store client and tutor information.
Others we share personal information with
· Parents and carers
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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