Privacy Policy

Kate Coldrick Tutoring is a sole-trader tutoring provision operated by Kate Coldrick.

This privacy policy explains how I collect, use, store and protect personal information in connection with my tutoring services.

1. Who is responsible for your information

Kate Coldrick is the data controller for personal information processed by Kate Coldrick Tutoring.

Contact: katecoldrick@gmail.com

2. What information I may collect

I may collect and use personal information including:

  • parent/carer names and contact details;
  • learner names and relevant educational information;
  • information about SEND, learning needs, access needs and reasonable adjustments;
  • attendance, progress and tutoring notes;
  • communication with parents/carers, schools, local authorities or other relevant professionals;
  • safeguarding or welfare information where this is necessary;
  • billing, payment and administrative information.

I only collect information that is necessary for providing, managing and safeguarding the tutoring service.

3. How I use personal information

Personal information may be used to:

  • arrange and deliver tutoring;
  • adapt tutoring to the learner’s needs;
  • communicate with parents/carers, schools, local authorities or other relevant professionals;
  • monitor attendance, progress and outcomes;
  • keep appropriate records;
  • meet safeguarding responsibilities;
  • manage invoices, payments and business administration;
  • comply with legal, contractual and regulatory duties.

4. Lawful basis for processing

Depending on the circumstances, I may process personal information because it is necessary for:

  • providing tutoring services under a contract;
  • taking steps before entering into a contract;
  • complying with legal obligations;
  • legitimate interests in running a safe and effective tutoring service;
  • safeguarding and protecting children and young people;
  • consent, where consent is the appropriate lawful basis.

Special category information, such as information about SEND, health or disability, is handled carefully and only where necessary for tutoring, safeguarding, reasonable adjustments, or legal obligations.

5. Safeguarding information

If a safeguarding concern arises, I may record and share relevant information with appropriate people or agencies. This may include parents/carers, schools, Devon County Council, MASH / Front Door, the police, emergency services, or other safeguarding professionals.

Safeguarding records are kept securely and separately from ordinary tutoring notes where appropriate.

6. Who information may be shared with

Where necessary and proportionate, information may be shared with:

  • parents/carers;
  • the learner’s school or education setting;
  • Devon County Council or another commissioning local authority;
  • safeguarding services;
  • emergency services;
  • relevant professionals involved in the learner’s education or welfare;
  • professional advisers, insurers or regulators where necessary.

Information is not sold or shared for marketing purposes.

7. How information is stored

Personal information is stored securely. Electronic records are password-protected where appropriate. Paper records, where used, are kept securely.

Information is only kept for as long as necessary for tutoring, safeguarding, legal, insurance, accounting or professional record-keeping purposes.

8. Retention of records

Routine tutoring records are kept only for as long as needed for the purpose for which they were collected.

Safeguarding records may need to be kept for longer because of the nature of safeguarding responsibilities.

Financial records are normally retained for the period required for tax and accounting purposes.

9. Your rights

Under UK data protection law, individuals may have the right to:

  • request access to their personal information;
  • ask for inaccurate information to be corrected;
  • request deletion of information in some circumstances;
  • object to or restrict certain processing;
  • request a copy of their information;
  • raise a concern about how their information is used.

Some rights may be limited where information needs to be retained for safeguarding, legal, contractual or regulatory reasons.

10. Data breaches

If a personal data breach occurs, I will take appropriate steps to assess and respond to it. Where required, I will report the breach to the Information Commissioner’s Office and/or inform affected individuals.

11. Questions or concerns

Questions about this policy or about how personal information is handled can be sent to:

Kate Coldrick
Email: katecoldrick@gmail.com

Individuals also have the right to raise concerns with the Information Commissioner’s Office.