Privacy Policy

Last updated: 20 June 2026

Academy of Tuition Ltd is committed to protecting the privacy and personal information of our students, parents, guardians and visitors.

This Privacy Policy explains what information we collect, why we collect it, how we use it, how we protect it and the rights you have under UK data protection law.

If you have any questions about this Privacy Policy, please contact us using the details below.

1. Who we are

Academy of Tuition Ltd provides private tuition and educational support to children and young people.

Academy of Tuition Ltd is the “data controller”. This means that we decide why and how personal information is collected and used.

Business name:
Academy of Tuition Ltd

Business address:
389 Northolt Road
Harrow
Middlesex
HA2 8JD

Email:
academyoftuition@hotmail.com

Telephone/WhatsApp:
07398104271

Questions about this Privacy Policy or the use of personal information should be sent to the contact details above.

2. Who this Privacy Policy applies to

This Privacy Policy applies to:

  • current and prospective students;
  • parents, guardians and emergency contacts;
  • former students and their families;
  • people who make or receive referrals;
  • visitors and people who contact Academy of Tuition.

3. Information we may collect

Information about parents and guardians

We may collect:

  • full name;
  • home address;
  • email address;
  • telephone and WhatsApp number;
  • relationship to the child;
  • emergency contact details;
  • payment and billing information;
  • communications with Academy of Tuition;
  • information relating to enquiries, registrations, attendance, fees, complaints and referrals.

Information about students

We may collect:

  • full name;
  • date of birth and age;
  • address;
  • school and year group;
  • subjects studied;
  • assessment results;
  • academic strengths and areas requiring improvement;
  • attendance and punctuality records;
  • homework, classwork and progress information;
  • behavioural or classroom information where relevant;
  • examination preparation and educational targets;
  • emergency contact information;
  • information needed to provide a safe and appropriate tuition service.

Health and additional-needs information

Where necessary, we may collect information about:

  • allergies;
  • medical conditions;
  • disabilities;
  • medication;
  • special educational needs;
  • learning difficulties;
  • accessibility requirements;
  • information needed to respond safely in an emergency.

We will only request this information where it is relevant to the student’s safety, welfare or tuition.

Photographs and recordings

We will not use an identifiable student’s photograph, video or recording for advertising, social media or promotional purposes without obtaining separate permission from the parent or guardian.

Refusing permission for promotional photographs or recordings will not affect a child’s ability to attend tuition.

4. How we collect information

We may obtain information:

  • directly from parents, guardians or students;
  • through registration and assessment forms;
  • through WhatsApp, telephone, email or face-to-face discussions;
  • through payment and attendance records;
  • from tutors and members of staff;
  • through referral forms;
  • from another parent or guardian where they have made a referral;
  • from schools, professionals or other organisations where appropriate permission or another lawful basis exists.

When a parent refers another family, the referred family should contact Academy of Tuition directly. Referring parents should not provide another person’s telephone number without that person’s permission.

5. Why we use personal information

We use personal information to:

  • respond to enquiries;
  • register and enrol students;
  • assess students’ educational needs;
  • organise appropriate classes and tuition;
  • provide lessons, homework, assessments and feedback;
  • communicate with parents and guardians;
  • record attendance and progress;
  • manage timetables and class changes;
  • collect and record tuition fees;
  • administer discounts and referral schemes;
  • maintain student safety and welfare;
  • respond to emergencies;
  • manage complaints, disputes and safeguarding concerns;
  • improve the quality of our tuition services;
  • maintain business, tax and accounting records;
  • comply with legal, regulatory and insurance requirements;
  • protect Academy of Tuition, its students, families, tutors and staff;
  • send promotional information where appropriate permission has been obtained or where the law otherwise permits it.

6. Our lawful reasons for using information

Depending on the circumstances, we may use personal information under the following lawful bases:

Contract

We use information where it is necessary to provide tuition services, administer enrolment, communicate about classes, collect fees and meet our agreement with the parent or guardian.

Legal obligation

We may use and retain information where necessary to comply with tax, accounting, company, employment, safeguarding or other legal requirements.

Legitimate interests

We may use information where it is reasonably necessary for the legitimate interests of Academy of Tuition, provided those interests do not unfairly override the rights and interests of the parent or child.

These interests may include:

  • running and administering tuition classes;
  • monitoring attendance and educational progress;
  • communicating important lesson information;
  • maintaining safety and security;
  • improving our services;
  • managing referrals and discounts;
  • preventing fraud or misuse;
  • recovering unpaid tuition fees;
  • handling complaints and legal claims.

When relying on legitimate interests, we consider the impact on the child and parent and use only the information reasonably required.

Consent

We may rely on consent for optional activities such as:

  • promotional photographs or videos;
  • testimonials;
  • some marketing communications;
  • sharing information with another organisation where consent is appropriate;
  • collecting certain health or additional-needs information.

Consent can be withdrawn by contacting Academy of Tuition. Withdrawing consent will not affect processing that was lawful before consent was withdrawn.

Vital interests

In an emergency, we may use or share relevant information where necessary to protect the life or physical safety of a student or another person.

7. Special-category information

Information about health, disability or certain additional needs may be treated as special-category personal information.

Where we process this information, we will identify both:

  • a lawful basis for using the information; and
  • an additional legal condition permitting the use of special-category information.

This may include explicit consent or, in a genuine emergency, protecting someone’s vital interests.

We will restrict access to this information and only use it where necessary.

8. Is providing information compulsory?

Parents and guardians must provide the information reasonably required to register a student, deliver tuition, communicate about the child, maintain safety and administer payments.

Without this information, Academy of Tuition may not be able to offer or continue tuition services.

Information requested for optional marketing, promotional photographs or testimonials is voluntary.

9. Who we may share information with

We do not sell personal information.

Where necessary, information may be shared with:

  • Academy of Tuition directors, tutors and authorised staff;
  • accountants, bookkeepers and professional advisers;
  • payment and banking providers;
  • insurers;
  • IT, email, file-storage and administrative service providers;
  • communication providers, including WhatsApp;
  • examination or educational service providers where relevant;
  • emergency services and healthcare professionals in an emergency;
  • safeguarding organisations or local authorities where necessary;
  • HM Revenue and Customs, Companies House, courts, regulators or law-enforcement authorities where legally required;
  • solicitors, debt-recovery providers or insurers in connection with disputes or unpaid fees.

Anyone who receives information on our behalf is expected to keep it secure and use it only for the authorised purpose.

10. International transfers

Some technology, cloud-storage, email, payment or communication providers may process information outside the United Kingdom.

Where this happens, we will take reasonable steps to use providers that apply appropriate data-protection safeguards as required by UK law.

11. WhatsApp communications

Academy of Tuition may use WhatsApp to communicate with parents about:

  • class times;
  • cancellations or timetable changes;
  • attendance;
  • homework;
  • assessments;
  • fees;
  • registration;
  • referrals;
  • other matters relating to tuition.

Parents should avoid sending unnecessary sensitive information through WhatsApp.

Messages containing important information may be transferred to Academy of Tuition’s secure administrative records where necessary.

Parents who do not wish to use WhatsApp should contact Academy of Tuition to discuss another reasonable method of communication.

12. How long we keep information

We do not keep personal information for longer than reasonably necessary.

Our usual retention periods are:

  • unsuccessful or incomplete enquiries: normally up to 12 months after the last contact;
  • student registration, attendance, progress and communication records: normally for the duration of enrolment and up to six years after the student leaves, where needed for contractual, complaint, insurance or legal purposes;
  • payment, invoice, discount, referral and accounting records: normally six years from the end of the relevant company financial year;
  • health and emergency information: reviewed regularly and deleted when it is no longer needed, subject to any safeguarding, insurance or legal requirement;
  • photographs and promotional material: until permission is withdrawn or the material is no longer required;
  • marketing contact details: until consent is withdrawn, the person objects, or the details are no longer needed;
  • safeguarding or incident records: for the period considered necessary under applicable safeguarding, insurance and legal requirements.

Information may be retained for longer where there is an ongoing complaint, legal claim, safeguarding matter, tax enquiry or regulatory requirement.

When information is no longer needed, it will be securely deleted, destroyed or anonymised.

13. How we protect information

We take reasonable steps to protect personal information, including:

  • limiting access to authorised people;
  • using passwords and security controls;
  • keeping paper records in secure locations;
  • protecting computers, phones and electronic files;
  • taking care when sending information electronically;
  • securely deleting or destroying information when no longer required;
  • requiring service providers to protect information appropriately.

No electronic communication or storage system can be guaranteed to be completely secure. Parents should therefore avoid sending unnecessary confidential information through ordinary messaging services.

14. Your data-protection rights

Depending on the circumstances, parents, guardians and students may have the right to:

  • ask whether we hold their personal information;
  • request a copy of their personal information;
  • ask for incorrect or incomplete information to be corrected;
  • ask for information to be deleted where there is no lawful reason to keep it;
  • ask us to restrict how information is used;
  • object to certain uses of information;
  • object to direct marketing at any time;
  • request transfer of certain information;
  • withdraw consent where consent is the lawful basis;
  • complain about how information has been handled.

These rights are not absolute and may depend on the lawful basis and circumstances.

A request can be made using the contact information at the beginning of this Privacy Policy. We may need to confirm the requester’s identity before releasing information.

A child’s information belongs to the child for data-protection purposes. Whether a parent may exercise a right on the child’s behalf will depend on the child’s age, understanding and the circumstances.

15. Marketing

We may contact existing or prospective parents about Academy of Tuition services where:

  • they have asked for information;
  • they have given permission;
  • or another lawful marketing rule permits the communication.

Parents can ask us to stop sending promotional communications at any time.

Important messages about an enrolled child’s lessons, fees, attendance, safety or timetable are service communications rather than promotional marketing.

16. Referrals

When administering the Academy of Tuition referral scheme, we may collect:

  • the referring parent’s name;
  • the referring student’s name;
  • the referred parent’s name;
  • the referred child’s name and year group;
  • registration and starting-date information;
  • information needed to calculate and apply the referral discount.

This information will be used to:

  • confirm that the referral is genuine;
  • administer the referral scheme;
  • apply the correct discount;
  • prevent duplicate or fraudulent claims;
  • maintain relevant payment and accounting records.

The referred family must be given access to this Privacy Policy when they contact or register with Academy of Tuition.

17. Complaints

Please contact Academy of Tuition first if you have concerns about how personal information has been handled. We will try to investigate and resolve the matter.

You also have the right to complain to the UK Information Commissioner’s Office.

Information Commissioner’s Office
Website: www.ico.org.uk
Telephone: 0303 123 1113

18. Changes to this Privacy Policy

We may update this Privacy Policy when our services, systems or legal responsibilities change.

The latest version will be available from Academy of Tuition and, where applicable, on our website.

We will bring significant changes to the attention of parents and guardians.

Short explanation for students

Academy of Tuition keeps some information about you so that we can teach you, help you make progress, contact your parent or guardian and keep you safe.

This may include your name, age, school year, attendance, work, test results and information about anything you need help with.

We will only use your information for proper reasons. We will not sell it. We will keep it secure and will not normally share it unless this is needed to teach you, protect you, run the tuition service or follow the law.