Privacy Policy

Edify & Empower Tutoring

Last updated: July 2025

1. Introduction

Edify & Empower Tutoring (“we,” “us,” or “our”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website and services.

Data Controller:

• Business Name: Edify & Empower Tutoring
• Email: hello@edifyempowertutoring.co.uk 
• Responsibility: Educational services and data processing

2. Information We Collect

2.1 Personal Information

• Contact Details: Name, email address, phone number, postal address
• Student Information: Age, school, academic level, educational needs
• Parent/Guardian Information: Contact details, relationship to student
• Emergency Contacts: For guardianship and safety purposes

2.2 Educational Data

• Academic Records: Current performance, areas for improvement
• Learning Preferences: Teaching styles, accessibility requirements
• Progress Reports: Session notes, achievements, recommendations
• Assessment Results: Diagnostic tests, mock examinations

2.3 Financial Information

• Payment Details: Transaction records, billing addresses
• Banking Information: Processed securely through third-party providers
• Invoice History: For accounting and tax purposes

2.4 Technical Data

• Website Usage: IP addresses, browser type, device information
• Cookies: As detailed in our Cookie Policy below
• Session Recordings: Online tutoring sessions (with consent)

3. How We Use Your Information

3.1 Service Delivery

• Providing tutoring and educational consultancy services
• Matching students with appropriate tutors
• Scheduling and managing appointments
• Tracking academic progress and providing reports

3.2 Communication

• Responding to enquiries and providing customer support
• Sending appointment confirmations and reminders
• Sharing progress updates with parents/guardians
• Marketing communications (with consent)

3.3 Legal and Safety

• Safeguarding and child protection obligations
• Complying with legal requirements
• Managing complaints and disputes
• Emergency situations for guardianship clients

3.4 Business Operations

• Financial management and accounting
• Quality assurance and service improvement
• Staff training and development
• Research and development (anonymised data)

4. Legal Basis for Processing

We process your personal data based on:

• Contract Performance: To deliver educational services you’ve purchased
• Legitimate Interests: For business operations and service improvement
• Legal Obligations: Safeguarding, health and safety, financial regulations
• Consent: For marketing communications and session recordings
• Vital Interests: In emergency situations for student safety

5. Data Sharing and Disclosure

5.1 Within Edify & Empower Tutoring

• Tutors receive necessary student information for effective teaching
• Administrative staff process booking and payment information
• Senior staff access data for quality assurance and safeguarding

5.2 Third Parties

• Payment Processors: Secure financial transaction processing
• Schools: Academic progress sharing (with consent)
• Emergency Services: Only in safeguarding or emergency situations
• Professional Bodies: If required for complaints or investigations

5.3 We Do Not

• Sell personal data to third parties
• Share data for marketing purposes without consent
• Transfer data outside the UK without appropriate safeguards

6. International Transfers

• Data is primarily processed within the UK
• Some cloud services may involve international transfers
• All transfers comply with UK GDPR requirements
• Appropriate safeguards are in place for any international processing

7. Data Retention

7.1 Active Students

• Personal and educational data retained throughout service period
• Financial records kept for current tax year plus 6 years
• Safeguarding records retained as per statutory requirements

7.2 Former Students

• Contact Information: Retained for 2 years for potential re-engagement
• Educational Records: Archived for 7 years for reference purposes
• Financial Data: 6 years for tax and accounting compliance
• Safeguarding Records: As required by statutory guidelines

7.3 Prospective Students

• Enquiry data retained for 1 year
• Marketing consent records maintained until withdrawn

8. Your Rights

Under UK GDPR, you have the right to:

8.1 Access Rights

• Right of Access: Request copies of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion in certain circumstances

8.2 Control Rights

• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive data in structured format
• Right to Object: Object to processing based on legitimate interests

8.3 Withdrawal of Consent

• Withdraw consent for marketing communications
• Withdraw consent for session recordings
• Note: Some processing may continue on other legal bases

9. Data Security

9.1 Technical Measures

• Encrypted data transmission and storage
• Secure cloud infrastructure with reputable providers
• Regular security updates and monitoring
• Access controls and user authentication

9.2 Organisational Measures

• Staff training on data protection principles
• Clear policies and procedures for data handling
• Regular review of data processing activities
• Incident response procedures for data breaches

9.3 Physical Security

• Secure storage of physical documents
• Controlled access to offices and equipment
• Safe disposal of confidential waste

10. Cookie Policy

10.1 What Are Cookies

Cookies are small text files stored on your device when you visit our website. They help us provide better service and understand how our website is used.

10.2 Types of Cookies We Use

Essential Cookies (Always Active)

• Required for website functionality
• Enable secure login and session management
• Remember your preferences during your visit

Analytics Cookies (With Consent)

• Help us understand website usage patterns
• Improve user experience and content
• Measure effectiveness of our services

Marketing Cookies (With Consent)

• Personalise advertising content
• Track campaign effectiveness
• Remember your marketing preferences

10.3 Managing Cookies

• You can control cookies through your browser settings
• Disabling essential cookies may affect website functionality
• You can withdraw consent for non-essential cookies at any time

10.4 Third-Party Cookies

• Google Analytics (with anonymisation)
• Social media platforms (if you interact with embedded content)
• Payment processors (during transaction process)

11. Children’s Privacy

11.1 Special Protections

• We take extra care with children’s personal data
• Parental consent obtained for students under 13
• Age-appropriate privacy notices provided
• Regular review of data processing for minors

11.2 Safeguarding Integration

• Privacy practices align with safeguarding obligations
• Clear procedures for sharing information in child protection cases
• Staff training on balancing privacy and safety

12. Data Breach Procedures

12.1 Our Response

• Immediate containment and assessment
• Notification to supervisory authority within 72 hours (if required)
• Communication to affected individuals if high risk
• Review and improvement of security measures

12.2 Your Actions

• Report suspected data security issues immediately
• Change passwords if advised
• Monitor accounts and communications

13. Updates to This Policy

• This policy is reviewed annually or as needed
• Significant changes communicated directly to users
• Current version always available on our website
• Previous versions archived for reference

14. Contact Us

14.1 Data Protection Enquiries

Email: hello@edifyempowertutoring.co.uk 
Subject Line: Data Protection Enquiry

14.2 Exercising Your Rights

Email: hello@edifyempowertutoring.co.uk 
Subject Line: Data Subject Rights Request

Include:

• Your full name and contact details
• Relationship to Edify & Empower Tutoring (student, parent, etc.)
• Specific right you wish to exercise
• Any relevant details to help us locate your data

14.3 Complaints

If you’re not satisfied with our response, you can contact: Information Commissioner’s Office (ICO)

• Website: ico.org.uk
• Phone: 0303 123 1113

15. Effective Date

This Privacy Policy is effective from June 2025 and supersedes all previous versions.

We are committed to protecting your privacy and will continue to review and improve our data protection practices.