Privacy Policy

Last updated on: 15/08/2025

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We respect your rights to privacy and to the protection of personal information. This Privacy Policy explains what we collect, why we collect it, how we use and share it, how long we keep it, and your rights under UK data protection law (UK GDPR and the Data Protection Act 2018). It also explains our use of cookies.

Who we are & how to contact us

Smart Learning Tuition ("we", "us") is the data controller for the personal data described here. Contact: info@smartlearningtuition.co.uk.

The information we collect

Depending on your relationship with us (enquirer, parent/guardian, enrolled child), we may collect:

  • Child details: name, gender, date of birth, school year, school attended, assessment/test results and progress.
  • Parent/guardian details: name, address, email, mobile number, and communications with us.
  • Booking and payment records (e.g., registration fee reference, instalment status for bank transfers/cash).
  • Lesson preferences (Zoom or in-person), attendance and homework/test completion.
  • Optional health/safety information for in-person sessions (e.g., allergies, emergency medication) where you provide it.
  • Website data: IP address, device/browser info, pages viewed, login activity, and essential cookies (see "Cookies").
Why we use your information (lawful bases)
  • Contract – to provide and administer tuition (enrolment, scheduling, lessons, tests, materials, necessary communications).
  • Legitimate interests – to operate and improve our service (handle enquiries, quality monitoring, prevent misuse, secure our site). We balance this against your rights.
  • Legal obligation – to keep necessary business/financial records and comply with safety requirements.
  • Consent – for optional items (e.g., any health details you choose to share for safety). You can withdraw consent at any time.
How we use your information
  • Provide and administer the tuition programme you choose (including Zoom links, timetabling, tests, and materials).
  • Communicate with you about your child's tuition via email and/or electronic messaging services (e.g., WhatsApp), as appropriate.
  • Maintain records of enrolment, payments and attendance; monitor test/homework completion to support learning.
  • Keep our website and systems secure and functioning (login sessions, security checks, error logs).
Children's data

We collect children's data only as needed to deliver tuition. We communicate with, and obtain permissions from, the parent/guardian. We do not profile children for marketing.

Who we share information with

We do not sell personal data. We share limited data with trusted service providers (acting on our instructions) to help us run the service, for example: website hosting/IT and security, email/messaging services, banking/reconciliation for transfers, and video conferencing (Zoom). Where providers are outside the UK/EEA, appropriate safeguards are used. We share the minimum data required.

  • Mock exam marking partners: For in-person mock exams we may share your child's name (or candidate ID), year group and their answer sheets/scripts for the sole purpose of independent marking and quality assurance. Partners act as our data processors under contract, must keep information confidential, use it only to provide the service, and delete it once marking, quality checks and any result queries are complete. Where results are issued directly, we also share the parent/guardian email address for this purpose.
  • Mock exam scripts and marking data: retained only for the period needed to mark, quality assure and handle any queries, after which partners are required to delete them.
How long we keep your information
  • Enrolment/tuition records: for the duration of the programme and typically up to 6 years thereafter for legal/accounting purposes.
  • General enquiries (not enrolled): usually up to 12 months, unless you ask us to delete sooner.
  • Health/safety notes (if provided): only while relevant to in-person safeguarding, then securely deleted.
  • One-time access tokens (e.g., enrolment links): kept only for link validity/audit, then expire or are deleted.
Your rights

You have rights under UK GDPR, including to request access, correction, deletion, restriction, data portability, and to object to certain processing. Where we rely on consent, you can withdraw it at any time.

For enrolled children, key information can be viewed under Your Child's Profile when logged in. Otherwise, or to exercise rights, email info@smartlearningtuition.co.uk. You can also complain to the ICO: ico.org.uk (we'd appreciate the chance to resolve concerns first).

Security

We use appropriate technical and organisational measures (HTTPS in transit, access controls, least-privilege, updates). No system is 100% secure; we review and improve controls over time.

Use of cookies

We use strictly necessary cookies only—needed for core site functions (e.g., login sessions, security, managing pop-ups). These do not require consent under PECR. We do not use advertising cookies or analytics cookies.

More on cookies: allaboutcookies.org and how Google uses cookies.

Links to other websites

Our website may link to other sites. Those sites are not controlled by us and have their own privacy policies. Please review their policies before submitting personal data.

Updates to this policy

We may update this Privacy Policy from time to time (for example, to reflect legal or service changes). We will publish the updated version here and notify you of any material changes.

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