Dimmock Tutoring Privacy Notice

Contact details

Telephone: 07570 665042
Email: dimmocktutoring@gmail.com

What information we collect, use and why

Student education, welfare and tutoring

We may collect and use information needed to provide and adapt tutoring, including:

• Student names and contact details.
• Parent, guardian or carer names and contact details.
• Pronoun preferences.
• Emergency contact information.
• Payment and transaction information.
• Special Educational Needs and Disabilities (SEND) and additional support information, including reasonable adjustments.
• Attendance and reasons for absence.
• Learning goals and tutoring targets.
• Brief tutoring and progress notes.
• Agreed adjustments and consent records.
• Information relating to compliments or complaints where relevant to the tutoring service.

Brief tutoring and progress notes may be made during or immediately after a tutoring session. These notes are used to record relevant educational progress, areas of difficulty, successful teaching strategies and appropriate next steps.

Session notes support the planning and adaptation of future tutoring sessions. They are not intended to create detailed medical or clinical records.

We aim to collect only information that is relevant and necessary for providing tutoring, supporting the student, managing the tutoring relationship or meeting legal and safeguarding responsibilities.

Health and diagnosis information

We may collect limited health or diagnosis information where it is voluntarily provided and relevant to the delivery of tutoring.

This may include information about diagnoses or conditions such as ADHD, autism or anxiety where these affect learning, communication, pacing, sensory needs or the way tutoring should be adapted.

We use this information to understand the student's learning needs and adapt teaching, communication and support appropriately.

Health and diagnosis information will normally be recorded only where it is relevant to the tutoring service. We do not seek to collect detailed medical histories, medication information or unrelated health information unless there is a specific and necessary reason to do so.

Health information is special category personal data and receives additional protection under UK data protection law.

Queries, complaints or claims

To respond to queries, manage complaints or deal with claims, we may use names and contact details, relevant payment or transaction information, purchase or service history, correspondence, attendance information, relevant tutoring or session notes, relevant SEND or additional support information, and other information that is necessary and relevant to the matter.

We only use information that is relevant and proportionate to the matter being considered.

Safeguarding and legal requirements

We may collect, record or share safeguarding information and other personal information where this is necessary to meet a legal obligation or protect a child or young person.

We only use and share information that is relevant and proportionate to the safeguarding concern or legal requirement. Safeguarding information may be retained separately from ordinary tutoring records.

Lawful bases for using personal information

Contract

For information needed to arrange, manage and provide tutoring, our main lawful basis is contract. This means the information is necessary to take steps at your request before entering into a tutoring agreement or to provide the tutoring service.

Legitimate interests

We may rely on legitimate interests for responding to queries, managing complaints, maintaining accurate client and session records, keeping brief educational tutoring notes to support future session planning, verifying payments and completed purchases, managing bookings and block session balances, preventing booking or payment errors, protecting the integrity of the verified review system, and resolving or defending relevant claims.

Dimmock Tutoring has a legitimate interest in operating tutoring services accurately, safely and effectively. We use only the minimum information necessary and balance these interests against the rights, privacy and interests of clients and students.

Reviews marked as verified are only identified as such where a relevant purchase or payment can be confirmed. Verification does not publicly reveal what a client purchased, how much they paid, a student's name, SEND information or tutoring history.

Legal obligation

Where processing is required by law, we rely on legal obligation. This may include certain legal, accounting or safeguarding responsibilities.

Special category health information and explicit consent

For routine health or diagnosis information voluntarily provided so that tutoring can be adapted, Dimmock Tutoring relies on explicit consent under Article 9(2)(a) of the UK GDPR, alongside the relevant Article 6 lawful basis for the tutoring service.

You may withdraw this consent at any time by contacting Dimmock Tutoring. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

If consent is withdrawn, we will stop using the health or diagnosis information for this purpose and delete it where there is no other lawful reason to retain it.

Safeguarding is different. We will not rely on consent where information needs to be used or shared to protect a child or young person and another lawful basis or special category condition applies.

Your data protection rights

• Right of access: You may ask for copies of your personal information and information about how it is used.
• Right to rectification: You may ask us to correct personal information that is inaccurate or incomplete.
• Right to erasure: You may ask us to delete your personal information in certain circumstances.
• Right to restriction: You may ask us to limit how we use your personal information in certain circumstances.
• Right to object: You may object to certain uses of your personal information, including some processing based on legitimate interests.
• Right to data portability: Where the legal conditions apply, you may ask for certain personal information you provided to be transferred to you or another organisation.
• Right to withdraw consent: Where we rely on consent, you may withdraw your consent at any time.

The right to erasure is not absolute. Some information may need to be retained where there is another lawful reason to keep it.

We will respond to valid data protection rights requests without undue delay and normally within one month.

Where we get personal information from

We receive personal information directly from students, parents, carers and people with parental responsibility.

How long we keep personal information

We keep personal information only for as long as it is needed for the purpose for which it was collected. Information may be kept for longer where a legal, safeguarding, insurance or claims-related reason requires this.

Active client records

Active client records are kept while tutoring is ongoing and reviewed when the tutoring relationship ends.

Health, diagnosis and SEND information

Routine health, diagnosis and SEND information used to adapt tutoring is kept only while it remains relevant to the tutoring service. It will normally be deleted when tutoring ends or earlier where explicit consent is withdrawn, unless another lawful reason requires retention.

Brief tutoring and progress notes

Brief tutoring and progress notes are normally kept for up to 12 months after tutoring ends. They are then securely deleted unless required for an unresolved complaint, safeguarding matter or legal claim.

Enquiries

Information relating to enquiries that do not become tutoring clients will normally be deleted within 12 months of the last meaningful contact.

Complaints and claims

Complaint and claim records are kept for as long as necessary to investigate and resolve the matter and, where appropriate, for a relevant legal or insurance period.

Payment, income and tax records

Payment, income and business tax records are kept for at least five years after the 31 January Self Assessment submission deadline for the relevant tax year, or longer where HMRC requires this.

Safeguarding records

Safeguarding records are kept separately and securely. Their retention is decided according to the nature of the concern, relevant safeguarding guidance, legal or insurance requirements, and the need to protect a child or young person. They are not automatically deleted simply because tutoring ends or consent is withdrawn.

Consent records

Consent records are kept for as long as the related processing continues and for a reasonable period afterwards so that Dimmock Tutoring can demonstrate how and when consent was provided or withdrawn.

When personal information is no longer required, it is securely deleted. Closing a client account or withdrawing consent does not always require immediate deletion of every record where another lawful reason to retain specific information applies.

Who we share personal information with

Dimmock Tutoring does not sell personal information.

Where necessary and appropriate, we may share relevant personal information with parents or carers; insurance companies, brokers or intermediaries; organisations or authorities involved in safeguarding; legal bodies or authorities; and organisations with which we are legally required to share information.

Data processors

Cloudflare, Inc.

Cloudflare provides website hosting, infrastructure and security services for Dimmock Tutoring. Cloudflare may process limited technical and personal information as necessary to deliver, secure and maintain the website and associated online services.

Stripe

Stripe provides online payment processing services for Dimmock Tutoring. Stripe processes personal and payment-related information as necessary to facilitate payments, manage transactions and support associated payment services.

Dimmock Tutoring does not store payment card details in its client records.

Sharing information outside the UK

Where necessary, our data processors may transfer personal information outside the United Kingdom. Appropriate safeguards must be used in accordance with UK data protection law.

Stripe, Inc.

Category: Payment processing and payment technology provider.
Country: United States of America.
The transfer mechanism identified for this service is the UK data bridge or applicable UK adequacy arrangements.

Cloudflare, Inc.

Category: Website infrastructure, hosting and security services provider.
Country: United States of America.
The transfer mechanism identified for this service is the UK data bridge or applicable UK adequacy arrangements.

Children's information

Because Dimmock Tutoring provides services to children and young people, we take additional care when handling their personal information.

We aim to collect only information that is relevant to tutoring, learning support, administration or safeguarding. We consider the student's best interests when using their personal information and aim to provide clear and understandable explanations where information is collected directly from a child or young person.

How to complain

If you have concerns about how Dimmock Tutoring uses personal information, please contact us first:

Email: dimmocktutoring@gmail.com
Telephone: 07570 665042

If you remain unhappy after raising a concern with Dimmock Tutoring, you may complain to the Information Commissioner's Office:

Helpline: 0303 123 1113

Visit the ICO Complaint Page