What this policy covers
The types of information we collect and why we collect it
The types of information we collect and why we collect it To provide our tuition services, we collect, store and process personal data. When you engage with us, for example by corresponding with us, working with us as a tutor or partner, applying to be a tutor with us or by receiving our services, including as a child receiving our services, we will collect and process personal data about you that you have provided. This personal data may include your name, e-mail address, postal address, phone number, and date of birth. If you are working with us as a tutor, we will also collect academic transcripts or certificates, Disclosure and Barring Service (“DBS”) certificates and certificate information, proof of address, proof of identification, proof of name change and bank details. We may collect details of your visits to our website, including collecting the personal data and information set out in the ‘Cookies’ section below. We may also receive personal data and information about you from third parties, including, for example, public sources, business partners, analytics providers, payment and delivery services and search information providers. For clients, we collect the following data: name, email address, phone number, address, their child’s name, school year and educational background. We may receive personal data relating to the children we provide services to from local authorities, special education needs and disability (“SEND”) coordinators, social workers, parents, guardians and/or schools.
How we will use your personal data We will only use your personal data when the law allows us to and for the purpose for which it has been provided.
The legal basis for processing your personal data includes one or more of the following:
• processing is necessary for the performance of a contract with you, or in order to take steps at your request, prior to entering into a contract;
• processing is necessary for compliance with a legal obligation; • processing is necessary in order to protect your vital interests or another person’s;
• processing is necessary for the purposes of our (or a third party’s legitimate interests);
We note that consent may be withdrawn at any time.
You may only consent to us holding and processing personal data relating to a child under the age of 13, who cannot give such consent themselves, if you hold parental responsibility for the child. By giving us consent to process personal data relating to a child under the age of 13 you are declaring that you hold parental responsibility for that child. We will make reasonable efforts to verify this.
We process your personal data for the purposes of the following legitimate interests of our organisation, affiliated parties and non-affiliated parties:
• to provide you with information and services which you have requested from us or to provide you with information which is similar to that you have already enquired about; • to allow you to participate in providing our services; • to administer, monitor and improve our services;
• to administer, improve and help secure our website and for internal operations; and
• to notify you about changes to our services. 5 We will combine information we receive from other sources with information you give to us and will use this information and the combined information for the purposes set out above (depending on the types of information we receive). We may process personal data about criminal convictions or offences which is obtained from the DBS. We process such data in order to ensure the safeguarding of children and individuals at risk pursuant to Schedule 1 of the DPA 2018.
Sharing information with third parties
After clients have registered with us, we share the broad requirements of the assignment on a no names basis with our tutors so that relevant tutors can apply for the job. If a tutor applies for a job, Aster Tuition sends a brief description of the tutor’s profile to the client. If a client chooses to proceed with a tutor, we pass on the specific student details. Other than sharing information with our tutors and the tutor management system provider (Tutorcruncher) we keep personal information confidential and do not pass it on to any third parties unless we are required to do so by law.
The information provided to Aster Tuition forms the basis of a tutor profile. This includes the following information: a photograph, subjects taught, teaching experience and personal biography. This profile is published on Aster Tuitions website following tutor approval. We pass on contact details to clients for jobs applied for. Other than sharing information with clients and our tutor management system provider (Tutorcruncher) we keep personal information confidential and do not pass it on to any third parties unless we are required to do so by law.
We may share personal data relating to tutors with schools or local authorities with whom we work for child safeguarding and operational purposes. Such information may include tutors’ names, e-mail addresses, phone numbers and DBS certificate numbers. In accordance with section 124 of the Police Act 1997, DBS certificate information is only passed to those who are authorised to receive it in the course of their duties. We do not use any personal data for marketing, market research or commercial purposes.
Retention of personal data
We take every precaution to ensure that information is kept safe and protected from unauthorised access. Information will only be kept for a commercially reasonable period of time for the purposes stated in this policy.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
Links to other websites
If you wish to exercise any of your rights, as listed below, please write to us at [email protected] :
• access to your personal data;
• objection to processing of your personal data;
• objection to automated decision-making and profiling;
• restriction of processing of your personal data;
• your personal data portability;
• rectification of your personal data; and
• erasure of your personal data.
If you make a request relating to any of the rights listed above, we will consider each such request in accordance with all applicable data protection laws and regulations. In some cases, these rights are subject to conditions and limitations.
Complaints You also have the right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: +44 7805 260851.
Data privacy contact