Privacy policy
How Hackney Tuition Centre collects, uses and protects information about you and your child.
Who we are
Hackney Tuition Centre Ltd (company number 07671827) runs Hackney Tuition Centre at 108 Weymouth Terrace, London E2 8LR. We are registered with Ofsted (registration number RP903394). We are the “controller” of the personal information described in this policy, which means we decide how it is used and are responsible for looking after it.
Contact us about your data: email info@hackneytuition.com, call 020 7018 1260, or write to us at the address above.
What information we collect
When you enquire
If you contact us through our website form, by phone, email, text, WhatsApp or social media, we keep the details you give us, such as your name, email address, phone number and your message, which may include information about your child such as their age, year group or the subjects they need help with.
When your child joins us
To provide tuition and meet our Ofsted requirements, we collect information such as:
- your name, address and contact details, and those of any other parent or carer;
- your child’s name, date of birth, school and year group;
- emergency contacts and the people allowed to collect your child;
- information about your child’s health, allergies, medical needs or special educational needs, where you tell us about it so we can look after them properly;
- assessment results, attendance, progress notes and homework records;
- any safeguarding information we are required to record.
When you pay
We take payments by Direct Debit through GoCardless. GoCardless collects and holds your bank details; we see your name, payment status and payment history. If you pay using Tax-Free Childcare or claim the childcare element of Universal Credit, we keep the invoices, receipts and payment records needed to support your claim.
When you visit our website
If you accept analytics cookies, Google Analytics collects information about how you use our website, such as the pages you visit, how you arrived (for example from a search or an advert), your approximate location, and your device and browser type. It does not tell us who you are. See Cookies below.
How we use it and our lawful basis
Data protection law requires us to have a lawful basis for each way we use personal information.
| What we do | Lawful basis |
|---|---|
| Reply to your enquiry, arrange an assessment and follow up | Our legitimate interests in responding to people who contact us, or steps you ask us to take before entering a contract |
| Provide tuition, track progress and communicate with you about your child | Performance of our contract with you |
| Take payments and keep financial records | Performance of our contract; legal obligation (tax and accounting law) |
| Keep the records Ofsted requires, and meet health and safety and safeguarding duties | Legal obligation |
| Look after your child’s health and wellbeing while they are with us | Your explicit consent, or protecting your child’s vital interests in an emergency |
| Share information to protect a child from harm | Legal obligation and the substantial public interest in safeguarding children |
| Send you occasional news and offers about the centre if you have enquired with us or your child has attended | Our legitimate interests. Every message lets you opt out, and we will stop straight away if you do |
| Understand how our website is used and which advertising works | Your consent (you can withdraw it at any time using “Cookie settings” at the bottom of any page) |
We do not use your information for automated decision-making and we do not sell it to anyone.
Children’s information
We take particular care with information about children. It is only seen by the staff who need it to teach and look after your child. Parents and carers can exercise data protection rights on behalf of younger children. Older children who understand their rights can make requests themselves, and we will consider what is in their best interests when responding.
Who we share it with
We only share personal information where we need to, with:
- our tutors and staff, who are DBS-checked and only see what they need;
- service providers who help us run the centre, such as GoCardless (payments), our website hosting provider, our email and IT providers, and Google (website analytics, if you consent). They may only use the information to provide their service to us;
- Ofsted, when inspecting or regulating us;
- HMRC or the Department for Work and Pensions, when they need to confirm details about childcare you have claimed for;
- children’s social care, the police or other agencies, if we have a safeguarding concern or are required to by law;
- our professional advisers, such as accountants, insurers and solicitors.
Transfers outside the UK
Some of our service providers, such as Google, may process information outside the UK. Where this happens, we make sure it is protected by the safeguards UK law requires, such as UK adequacy regulations or the UK International Data Transfer Agreement.
How long we keep it
- Enquiries that do not lead to enrolment: up to two years after our last contact, as families often return later or for a younger brother or sister.
- Records about enrolled children (registration, attendance, progress and contact details): while your child attends and for three years after they leave. Ofsted requires us to keep these for at least two years.
- Accident and incident records: until the child reaches the age of 21, in case of a legal claim.
- Contact details of former families: up to three years after your child leaves, so we can send you occasional news about the centre. You can opt out at any time.
- Financial records: six years from the end of the financial year they relate to, as tax law requires.
- Safeguarding records: for as long as statutory guidance requires, which can be significantly longer.
- Website analytics data: up to 14 months in Google Analytics.
After this, we securely delete or destroy the information.
Cookies
Cookies are small files stored on your device. We ask for your permission before setting any cookies that are not essential.
| Cookie | Purpose | How long |
|---|---|---|
| htc_consent | Essential: remembers whether you accepted or declined analytics cookies | 6 months |
| _ga, _ga_PR8SG97Y8J | Google Analytics: counts visits and shows how people use our website. Only set if you click Accept | Up to 2 years |
You can change your choice at any time by clicking Cookie settings at the bottom of any page, or by deleting cookies in your browser settings. Our website also loads fonts from Google and displays our Google reviews through Trustindex. These services receive your device’s IP address in order to deliver that content.
Your rights
You have the right to:
- ask for a copy of the personal information we hold about you or your child;
- ask us to correct information that is wrong or incomplete;
- ask us to delete information, where we do not need to keep it by law;
- ask us to restrict how we use it, or object to how we use it;
- ask us to transfer information you gave us to another organisation;
- withdraw your consent at any time, where we rely on consent.
To make a request, contact us using the details above. We will respond within one month. There is normally no charge.
Keeping information safe
We keep paper records in locked storage at the centre and protect electronic records with passwords and restricted access. Our website uses an encrypted (HTTPS) connection.
Complaints
If you are unhappy with how we have handled your information, please contact us first so we can put it right. You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.
