Poppy’s Tutoring Company Privacy Policy

Last modified: 30 July 2025

1. Introduction

This Privacy Policy outlines how Poppy’s Tutoring Company (“we”, “our”, or “the Company”) collects, processes, and protects personal information of users who access our website www.poppystutoringcompany.co.uk (“the Site”), use our services, or communicate with us.

We are committed to protecting your privacy and complying with our obligations under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Legal Basis for Data Collection

We process your personal data lawfully under one or more of the following bases:

  • Contractual necessity: To provide tutoring services and fulfil contractual obligations.
  • Legitimate interests: To operate and improve our services responsibly and securely.
  • Legal obligation: To comply with safeguarding, financial, or other statutory obligations.
  • Consent: Where required (e.g. marketing communications).

By accessing our Site or using our services, you agree to this Privacy Policy.

3. What Data We Collect

We collect two types of information:

a. Non-Personal Information

This includes anonymised usage data such as:

  • Browser type and version
  • Device operating system
  • Language preference
  • Time of access and usage patterns

b. Personal Information

This includes identifiable data such as:

  • Full name
  • Email and physical address
  • Phone number
  • IP address, geolocation, and device identifiers
  • Student information (if applicable): date of birth, year group, educational needs, and lesson records

We do not knowingly collect sensitive personal data unless required for educational, safeguarding, or legal purposes (e.g. SEN details).

4. How We Collect Data

We may collect data:

  • Directly from you when you complete forms, register, or contact us
  • Automatically via cookies or analytics tools on our Site
  • From third parties (e.g. Google Analytics, payment processors, safeguarding services)

5. How We Use Your Information

We use your data to:

  • Provide, manage and improve tutoring services
  • Communicate with you (e.g. lesson updates, invoices)
  • Respond to customer enquiries or complaints
  • Meet safeguarding and child protection obligations
  • Comply with legal or regulatory requirements
  • Conduct anonymised analytics and service evaluation
  • Send marketing materials (if you opt in)

We do not sell or rent personal data to third parties.

6. Sharing Your Information

We may share data with trusted partners, including:

  • Tutors and staff under contract with us
  • IT service providers (e.g. TutorCruncher, Zoom, Google Workspace)
  • DBS-checking agencies and safeguarding authorities
  • Regulatory bodies or law enforcement where required
  • Website and data hosting services

All third parties are contractually bound to maintain confidentiality and comply with UK GDPR.

7. Children’s Privacy

We only collect children’s personal data with parental or legal guardian consent, and solely for delivering educational services.

We do not knowingly allow minors to register for services directly.

8. Your Data Protection Rights

You have the right to:

  • Access your personal data
  • Request correction or erasure
  • Restrict or object to processing
  • Withdraw consent at any time
  • Request data portability
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise these rights, email: poppy@poppystutoringcompany.co.uk

9. Data Retention

We retain data only as long as necessary for:

  • Service provision
  • Legal and safeguarding compliance
  • Financial and tax record-keeping

We regularly review data we hold and securely dispose of information no longer required.

10. Cookies and Tracking Technologies

We use cookies to:

  • Ensure secure login and site functionality
  • Analyse site usage (e.g. Google Analytics)
  • Store preferences for user experience

You may disable cookies in your browser settings, but this may affect website functionality.

11. Data Security

We implement:

  • Secure data storage and encrypted communication (HTTPS)
  • Role-based access control to personal data
  • Regular auditing of our systems and third-party processors
  • Staff and tutor training in data protection and safeguarding

No system is 100% secure, but we take all reasonable steps to prevent unauthorised access.

12. International Data Transfers

If personal data is transferred outside the UK/EEA, we ensure:

  • It is sent to a country with adequate protection laws, or
  • Contracts are in place that uphold UK GDPR standards (e.g. Standard Contractual Clauses)

13. Marketing Communications

You will only receive marketing communications if:

  • You have opted in, or
  • We have a legitimate interest to contact you and you have not opted out

You may unsubscribe at any time by following instructions in our communications.

14. Corporate Transactions

In the event of a merger, acquisition, or sale of assets, personal data may be transferred to the acquiring party under the same privacy obligations.

15. Third-Party Links

This policy does not cover:

  • External websites or platforms linked from our Site
  • Third parties you engage with independently

We recommend reviewing their privacy policies separately.

16. Policy Updates

We review this policy annually and in response to legal or operational changes. Any significant updates will be clearly communicated.

Next review due: 30 July 2026

17. Contact Us

For questions, concerns, or data requests, contact:

Data Protection Officer
Poppy Parmar-Phillips
Email: poppy@poppystutoringcompany.co.uk
Website: www.poppystutoringcompany.co.uk