Privacy Policy
Head Start Tutoring will aim to protect your data and privacy at all times. This is in line with the GDPR (General Data Protection Regulation), Data Protection Act 2018; which controls how your personal information is used by businesses.
This policy sets out the practices followed with regards to how your information is collected and used for both online and face to face tuitions. To make this policy easy to find; it is available on the website; or alternatively you can request a copy by emailing Head Start tutoring. Please read the following carefully. If any changes are made to be made to this policy, you will be notified of such by updating this policy on our website.
WHAT INFORMATION IS HELD?
We may collect and process the following data about you in the following ways:
Information provided by filling the contact form on our website. We may keep a record of that correspondence to contact you further with regards to your requirements.
Information collected through the registration form: Name, Age, School Year Group, Phone number/s, Email address, Home address, Exam board studying for (where applicable), Anything else that is important for tuitions/tutor to be aware of (special educational needs, medical conditions/ allergies etc.
Information about students’ education including tracking progress, objectives, lesson plans, marked homework (where applicable) is also held.
Data is only held for the services that are provided.
Contact information is used for scheduling, invoicing, record keeping and communicating my own services.
Details of any invoices or receipts provided to you regarding tutoring lessons.
Any payments or transactions provided with regards to tutoring lessons.
Information provided regarding emergency contact phone numbers or addresses.
Mobile phone numbers given to provide tutoring information via texting; or on messaging platforms such as WhatsApp and iMessage.
Information about your child/learner/or yourself with regards to tutoring lessons.
Email addresses deemed necessary for access onto Google Classroom or online platforms such as Zoom or Microsoft Teams.
HOW WE USE YOUR INFORMATION
We use your data for the following purposes:
Your Name & Address: When you put forward a query on our website; Head Start Tutoring or through the google registration form or through comments on our blogs will be used for further correspondence by Head Start Tutoring. Address will be used to ascertain the distance of travel involved in the case of face-to-face tutoring.
Email address – This may be to send you the following: confirmation of a lesson/sending invoices/receipts to you, homework sent to a student via email or on Google Classroom; for the delivery of online lessons via Zoom or on other online platforms.
We would also use your email address to send you blog updates, useful information, offers/discounts unless you have requested to be opted out.
Your phone number – to send you texts or messages via WhatsApp/iMessage regarding lessons. We may also use your number to contact you if there are any queries about a lesson for your child/learner/student. We will never use your phone number for any other purposes.
We will not share your information with any outside parties or other companies unless there is a legal obligation to do so.
All reasonable steps are taken to ensure that your data taken online is processed and stored securely on password protected devices.
HOW IS YOUR DATA STORED?
Head Start tutoring will only store data that is deemed necessary and essential to the business. It will be ensured that all data stored is protected from unauthorised access and data breaches through password, fingerprint, and face id protection.
HOW LONG IS THE DATA KEPT?
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All data is kept for the purpose of contact for 2 years after the end of tuition services. Payment details are maintained for 7 years for tax purposes.
WHERE AND WHAT IS STORED
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Portable electronic devices (E.g. Laptops, Tablets): All portable electronic devices are password protected and any information stored on these devices are stored on hard drives that are encrypted.
Documents containing personal data/Emergency contact information (E.g. Student and Client lists): Any documents containing personal data will be collected online and stored on password protected laptop or computer or hard drive.
Examples of a student’s work as an image will be taken on the phone which is passcode protected and then transferred to the laptop (password protected): Any display of a student’s work shown on social media, will only show the student’s first name initials or the initials of their surname and their year group. If student’s work is displayed on any social media or website; written or verbal permission will be sought from the parent/client to ensure that Head Start Tutoring have their consent to publish this.
YOUR RIGHTS
You may request a digital copy of all the data held by Head Start Tutoring by submitting a written request through email at hetal@headstarttutoring.uk. A digital copy of the record will be provided to the email address held on file within 30 days of submitting the request.
An amendment to any of the personal details held could be requested at any given time in order to ensure that your data is correct and up to date.
A written request can be made to delete data under the right to be forgotten. This data will be deleted within 30 days. Excluded within this right to deletion are payment details and any data relating to child protection or legal concerns raised.
CONSENT
For child protection reasons, parents are communicated regarding the terms and conditions and privacy policy advising them to go through the information held to commence tuitions with Head Start Tutoring. It is assumed that on completing the registration form and as a result the tuition agreement, the parents give consent to Head Start Tutoring to hold the information about the child on file until 2 years after the tuition ends. It is assumed that consent to communicate via Zoom or Skype is given by the parents who pay for the online tuition.
DATA BREACHES
The GDPR introduces a duty on al organisations to report certain types of data breach to the Information Commissioner’s Office (ICO), and in some cases, to individuals. In the event of a data breach, ICO will be notified as a breach and where it is likely to result in a risk to the rights on freedom of individuals, if for example, it could result in discrimination, damage to reputation, financial loss, loss of confidentiality or any other significant economic and social disadvantage.
PHOTOGRAPHY
From time-to-time photos of children’s work or them participating in the activities taking place will be taken. These maybe published on website or on social media. Children’s faces or their names will not be shown online in the photos. Consent will be sought verbally/through other means before publishing.
COMMUNICATION AND EMAIL MARKETING
By agreeing to the Privacy policy Head Start Tutoring will include your email in the list for communications. You will only be contacted for providing valuable information. By adding your email address to the database will mean that you will receive timely updates and information about offers and discounts, along with some valuable educational resources and activities. You can unsubscribe at any time by writing to Head Start Tutoring
CONTACT
You may contact Head Start Tutoring at any time to discuss this policy and how your personal information is used and to exercise your rights under the GDPR at any time using the following details