We are committed to protecting your personal information and being transparent about what we do with it.

We are committed to using your personal information in accordance with our responsibilities. We are required to provide you with the information in this Privacy Notice under applicable law which includes:

UK General Data Protection Regulation (‘UK GDPR’) and the Data Protection Act 2018 (‘DPA’) referred to as the ‘data protection legislation’.
the Privacy and Electronic Communications Regulation (2003)

GDPR stands for General Data Protection Regulation and replaces the previous Data Protection Directives that were in place. It was approved by the EU Parliament in 2016 and came into effect on 25th May 2018. GDPR states that personal data should be ‘processed fairly & lawfully’ and ‘collected for specified, explicit and legitimate purposes’ and that individual’s data is not processed without their knowledge and are only processed with their ‘explicit’ consent. GDPR covers personal data relating to individuals. First4LearningTuition Centre is committed to protecting the rights and freedoms of individuals with respect to the processing of children’s, parents’, and contractors’ data.

First4LearningTuition Centre will ensure that personal data is processed and stored in compliance with UK data protection regulations, and is also sufficiently protected. This privacy notice outlines how First4LearningTuition Centre will collect and process information about parents (our customers and prospective customers) and children enrolled in our tuition Centre.

This privacy notice explains what personal data we collect, why we collect it, how we use it and how we protect it.

Who controls your data?

The data controller is First4LearningTuition. You can reach us via email – info@first4learningtuition. Our data protection officer is: Steve Adedapo

Why does First4LearningTuition centre collect your data?

First4LearningTuition Centre will only request the minimum amount of information necessary to provide you with the service you have requested or to discharge a legal obligation. The main reasons for collecting data are as follows:

To provide parents and their children with tuition services;
To provide a safe environment within our tuition settings;
To provide information to our parents about the activities of the tuition Centre, upcoming courses and events, and will ask for your consent to receive such information;
To provide feedback to parents on the progress of their child;
To aid in the administration of our services to our customers;
To facilitate emergency contact, when necessary;
To comply with laws, and government regulations/standards;
To support our business purposes and functions related to the services, such as education, training, communication, administration, and record-keeping;
To facilitate and process payments for the services we provide;
To fulfil tax, reporting, and other financial requirements and obligations;

What personal data do we collect?

We collect personal data about you and your child to provide learning that is tailored to meet your child’s individual needs.

To provide tutoring services to our Parents, we will need to obtain and hold the following information:
- To register you and your child with our Centre we will require you to provide us with your contact details (name, address, telephone number, email and other authorised contacts) and your child’s information (name, gender, DOB and school information). Tutors will also maintain records about a student’s academic progress.
- For the purposes of invoicing, we will need your name, physical and email address.
To ensure that our Centre settings can protect your child’s vital well-being and health, we need to collect health information about your child, such as information on allergies or medical conditions. As health information is classed as Special Categories of Data, this data will be secured and only accessed and shared where necessary to protect the interests of the child.
Where your child may also have Special Educational Needs, we will need to collect information relating to their needs, and this information will be disclosed to relevant tutors.

The above information will be kept for 3 years after your child leaves the setting.

Any accidents that occur on our premises by law require thorough documentation, and will be shared with you to make you aware of the impact to your child. Where the accident is significant, such as where it involved the hospitalisation of your child, we may need to report the particulars of the incident to comply with our legal obligations. Any accident information by law needs to be held until 3 years after the 18th birthday of the child involved in the incident.
We may seek your consent to use photographs of your children within the setting e.g. our displays, and within First4LearningTuition Centre marketing material. For any use in First4LearningTuition Centre marketing material your child will not be named. You can withdraw this consent at any time (please see information below under Rights).
Safeguarding Disclosure: When your child is with us, our primary concern is for their health and well-being. In circumstances required under safeguarding and child protection issues, we may provide information to local or public authorities including the police. Any safeguarding information relating to your child will need to be held until their 24th birthday to comply with legal obligations.

This data is archived securely onsite and shredded after the legal retention period.

Where does First4LearningTuition Centre store personally identifiable information?

All records stored electronically are secure and password protected with different levels of access on a “need to know basis.” For example, the owner will have access to all information stored electronically where as a contracted tutor will only have access to relevant information about their students.

Should First4LearningTuition Centre require data to be transferred from one IT system to another; this information is sent via a secure file transfer system.

All paper copies of children’s and tutor records are kept in locked cabinets in the main office. Tutors can have access to these files but information taken from the files about individual children is confidential and remains on site at all times. These records are shredded after the retention period.

Access to all Office computers is password protected. Any portable data storage used to store personal data, e.g. USB memory stick, are password protected and/or stored in a locked filing cabinet.

Information sharing

First4LearningTuition Centre considers your personal information confidential and does not share it with others except as described in this privacy policy.

There are limited circumstances that require First4LearningTuition Centre to disclose your personal information to others in order to deliver services. We may disclose your information, as necessary to the following:

For Business Transfers: If First4LearningCentre is sold, personal information relevant to the operation sold could be transferred as part of the transaction.

To Meet Legal Requirements: We may share personally identifiable information with law enforcement or other government entities as required by law/regulations or as we reasonably determine to be necessary to protect our rights or the rights of others, to prevent harm to persons or property, to fight fraud, or to enforce our website terms of use.

Policy statement

We recognise that parents have a right to know that the information they share with us will be regarded as confidential, as well as to be informed about the circumstances when, and the reasons why, we are obliged to share information.

We record and share information about children and their families (data subjects) in line with the six principles of the General Data Protection Regulations (GDPR) (2018) which are further explained in our Privacy Notice that is given to parents at the point of registration. The six principles state that personal data must be:

Processed fairly, lawfully and in a transparent manner in relation to the data subject.
Collected for specified, explicit and legitimate purposes and not further processed for other purposes incompatible with those purposes.
Adequate, relevant and limited to what is necessary in relation to the purposes for which data is processed.
Accurate and where necessary, kept up to date.
Kept in a form that permits identification of data subjects for no longer than is necessary for the purposes for which the data is processed.
Processed in a way that ensures appropriate security of the persona data including protection against accidental loss, destruction or damage, using appropriate technical or organisational measures

We are obliged to share confidential information without authorisation from the person who provided it, or to whom it relates, if it is in the public interest. That is when:

it is to prevent a crime from being committed or to intervene where one may have been, or to prevent harm to a child or adult; or
not sharing it could be worse than the outcome of having shared it.

Requesting access to your personal data

You have the right to request your information and update your information, and in certain circumstances you can object to the processing of your data, ask for your data to be erased, restricted or for your data to be made portable for you.

You also have the right to:

object to processing of personal data that is likely to cause, or is causing, damage or distress
prevent processing for the purpose of direct marketing
object to decisions being taken by automated means
in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
claim compensation for damages caused by a breach of the Data Protection regulations
withdraw consent, where you have previously given consent – clients can un-subscribe at any time through a process detailed at the footer of each email.

If you wish to action any of these rights please email: info@first4learningtuition.co.uk

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

Will this Privacy Policy change?

This privacy policy is subject to change. Please check back periodically, especially before you provide any personal information.

This privacy policy was last updated in January 2025