PRIVACY POLICY

DEFINITIONS

Controller – this is the organisation that determines the purposes and means for processing Personal Data.

Data Protection Legislation – this means the Data Protection Act 2018 and the General Data Protection Regulation (EU) 2016/679 (the ‘GDPR’) as amended and updated from time to time.

Personal Data – any information relating to an identified or identifiable natural person.

Processing – any operation or set of operations which is performed on Personal Data or on sets of Personal Data.

Data subject – a natural person whose Personal Data is being processed and:

Child – a person under 18 years of age.

DATA PROTECTION PRINCIPLES

I adhere to the following data protection principles which require that Personal Data is:

• Processed lawfully, fairly and transparently. This means that my processing activities have lawful grounds. I will always consider your rights under the Data Protection Legislation before processing your Personal Data.

• Collected for specified, explicit and legitimate purposes and is not further processed in a manner that is incompatible with these purposes. My processing activities fit the purpose for which Personal Data was gathered.

• Adequate, relevant and limited to what is necessary in relation to the purposes for which it was collected for. I only gather and process the minimal amount of Personal Data required for the purpose it was collected for.

• Kept in a form which permits identification of Data Subjects for no longer than needed and:

• Processed in a manner that ensures appropriate security and confidentiality of the Personal Data.

The GDPR also includes a principle of ‘accountability’ which requires Beyond Assessment Ltd to take responsibility for its processing and to be able to demonstrate compliance with GDPR.

DATA SUBJECT’S RIGHTS

You can exercise any of the following rights by contacting me at jo@beyondassessment.co.uk.

Under the Data Protection Legislation you have the following rights.

1. Right to information – meaning you have the right to know whether your Personal Data is being processed by me, what personal data is gathered, from where it is obtained and why and by whom it is processed – as contained within Beyond Assessment’s Privacy Policy.

2. Right to access – meaning you have the right to access the Personal Data collected from/about you. This includes your right to request and obtain a copy of your Personal Data gathered.

3. Right to rectification – meaning you have the right to request rectification of your Personal Data that is inaccurate or incomplete.

4. Right to erasure – meaning in certain cases, you can request for your Personal Data to be erased from my records.

5. Right to object to processing – meaning in certain cases, you have the right to object to processing of your Personal Data.

6. Right to withdraw consent – you have the right to withdraw any given consent for processing of your Personal Data.

7. Right to lodge a complaint – if you are unhappy with the way your Personal Data has been handled please contact the Controller jo@beyondassessment.co.uk.

THE DATA I COLLECT FROM YOU

I collect information from you to provide you with specialist tutoring services. It is therefore in my legitimate interests as a Registered Specialist Assessor and Tutor to collect your Personal Data for the purposes stated. You do not have to agree to share information with me, however I am unable to provide you with my services if you do not.

Data includes:

• Information you have provided me with.

This includes your e-mail address, name, billing address, home address, medical information or emergency contact information. With your permission, information collected from school, SENCO and staff who work with your child, this includes outside agencies such as Speech and Language Support etc.  I also collect personal data from the children I provide my services to. This includes their name, age, class, school, test score and their progress in activities.

I also process Personal Data pursuant to my legitimate interests in running my business such as keeping invoices and receipts and documents relating to accounts, VAT and tax returns.

REASON FOR COLLECTING AND STORING THIS DATA

I need to collect your Personal Data in order to:

• Provide my service to you. This includes the building of a ‘learner profile’ obtained through background information.

• Enhance the personalised service I provide to you.

• To track the progress of children who receive Specialist Tutoring from me.

When I use your Personal Data, I am required to have a lawful basis for doing so and this will be relevant to the purpose that it was collected for.

STORING DATA

I take your privacy very seriously and I am committed to taking reasonable steps to protect any individual identifying information that you provide to me. Once I receive your data, I make best efforts to ensure its security on my systems. All personal information provided is stored in compliance with EU General Data Protection Regulations (GDPR) rules. I use pseudonymising and anonymising where possible. For example, only initials are written on reports and records I use to keep track of progress in specialist tutoring. All information is kept in locked files and stored in my locked and alarmed business premises. Email correspondence between us is stored in my email account including your email address and anything you disclosed in emails. I regularly delete emails, however, please be aware that email is not a secure mode of communication and you may prefer to communicate personal information to me directly in person or on the telephone. My smartphone and computer are password protected. Electronic information (e.g. a report) is held on an encrypted hard-drive. This is password protected. Malware and antivirus protection is installed on all computing devices.  Mobile devices are protected with a passcode. When electronic information needs to be shared this will be done in a password protected format. Your telephone number may be stored in my SMS if we have communicated in this way. If you choose to pay me by electronic bank transfer then I may hold a record of this transfer through my bank. This data is secured by the bank’s data security systems. I use cookies on my website to gather information about visitors in order to monitor the quantity of website traffic (see my Cookie Policy).  I do not identify you or any other individuals from this information.

DATA STORAGE DURATION AND DATA DELETION

I do not keep your data for longer than is necessary.

Administrative data is retained for up to six years as necessary, in the unlikely event there are queries from HMRC and the VAT commissioner. Where it is not necessary to retain the data for six years, it is destroyed as soon as possible. All hard copies are shredded and electronic information is securely deleted.

Personal Data will be kept as long as necessary for the purposes set out above. At your request or if you do not engage with me for a period of 3 years, I will review and delete any information that I no longer have a legitimate reason to retain.

Basic Contact information such as email addresses and contact numbers will be deleted 6 months after tuition has been completed.

YOUR RIGHTS REGARDING YOUR DATA

To make a request to me for any personal information I may hold please put the request in writing. Please contact jo@beyondassessment.co.uk.  I try to meet the highest standards when collecting and using personal information however, If you are not satisfied with the response from me or believe I am not processing your personal data in accordance with the law you have the right to raise your complaint with the Information Commissioner’s Office (ICO).  My ICO registration number is ZA805805.

Contact information ICO: 

Website:  https://ico.org.uk/concerns/
Telephone: +44 (0) 303 123 1113

CONTACT ME

If you have any further questions about my data policy please contact me at jo@beyondassessment.co.uk.

CHANGES TO THIS PRIVACY POLICY

I reserve the right to make changes to this Privacy Policy from time to time and will always publish updates on my website.

Last modification was made 10th August 2023.