Privacy Policy

Explaining the legal bases we rely on

For clients:

The law on data protection sets out a number of different situations where a company may collect and process your personal data including:

Consent

In specific situations, we can collect and process your personal data with your consent.

For example, when you subscribe to our newsletters or to our blog.

Contract

In most circumstances, we need your personal data to comply with our contractual obligations and to be able to provide the service we offer.

For example, in asking us to arrange a Tutor for you, we need to take basic information about your child(ren) as well as your contact details.

Legal obligation

If the law requires us to, we may need to collect and process your data for reasons such as tax or regulatory purposes.

Legitimate interest

Occasionally we may send an email containing information about courses we run or extra services we offer; however, you can ask us not to send you these sorts of notifications.

When do we collect your personal data?

  • When you request a Tutor from us, be it by phone or email or by providing information by filling in forms on our site www.octuition.co.uk (the “Site”). This includes information provided at the time of registering to use the Site, subscribing to our newsletter, requesting further services and completing any surveys. We will ask you details about you and your child(ren) and create an account for you with us.
  • If you sign up to our blog, we will record your full name and email address.
  • Through records of your correspondence (if any) with us.
  • We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.

What sort of personal data do we collect?

  • When you request a Tutor we will ask for your title, name, billing/tuition address, email and telephone numbers. We will also ask for your child(ren)’s name, date of birth and current school.
  • We also record notes from our conversations with you including details of any comments you make to help us provide the best service for you.
  • Once we have confirmed a Tutor for you, you will be sent login details to OCiS, our online platform. The password we initially provide can be changed for your security.
  • You can settle invoices on OCiS by debit or credit card; any card details that you choose to store on OCiS will be encrypted for you.
  • We’ll only ask for, and use, your personal data collected for recommending items of interest and to tailor your experience with us. Of course, it’s always your choice whether you share such details with us.

The data we hold on our systems (OCiS / Sage / Stripe):

Details of your invoices, payment information as well as your bank details (where applicable) are held by OCiS, our Sage accounting software and Stripe, our card merchant. This information comes under the ‘Legal Obligation’ legal basis referred to earlier in that it is necessary for HMRC tax purposes.

How will we use your personal data?

We use information held about you in the following ways:

  • to carry out our obligations arising from any contracts entered into between you and us;
  • to provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes;
  • to notify you about changes to our service.

Occasionally we may contact you with information about events, goods and services that we think may be of interest to you. We only send these to registered clients or to individuals who have subscribed via the Site. We only send our newsletter to recipients where there is legitimate interest to do so. Recipients are able to easily unsubscribe from the newsletter if they wish.

We will not provide or sell your data to third party advertisers or suppliers. We may use third party service providers to help us operate our business and the Site or administer activities on our behalf, such as sending out newsletters or surveys. Our newsletters use tracking that can monitor whether a recipient has opened the email and the content they have clicked on. We may share your personal data with those third parties for those limited purposes.

If you do not want us to use your data in this way, please notify us using our “Contact Us” form.

If you have opted in to our mailing list and wish at any time to unsubscribe from receiving future emails, we include unsubscribe instructions at the bottom of each email or you may unsubscribe via our “Contact Us” form.

How long will we keep your personal data?

Unless a longer retention period is required by law, we will keep your personal data for two years after you stop with a tutor in case you decide to use us again. At the end of two years, your account will be deleted completely aside from your name and the invoices linked to your account; these will be anonymised so we keep records to comply with our legal obligations. However, if you wish your data to be deleted as soon as you stop with a tutor, you have the right to request this.

Who do we share your personal data with?

We will share your information with the Tutor(s) that we introduce to you. If you have asked us to look into another service for you with one of our consultant partners, we may need to discuss your situation with them and give them your details with your consent.

What are your rights over your personal data?

You have the right to request:

  • Access to the personal data we hold about you (we will aim to give it to you within 3 working days).
  • The correction of your personal data when incorrect, out of date or incomplete.
  • That we unsubscribe you from our newsletter or blog posts or any other email communication we may send.
  • That we delete the personal data we hold on you when you stop using our services.

Children giving us information

Under the new legislation, children aged 13 and over can legally give out their personal data. It is Osborne Cawkwell Tuition’s policy to accept this but we will however check with a legal parent or guardian that this information is accurate.

Cookies

Our website uses cookies.

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

Cookies may be either “persistent” cookies or “session” cookies. A persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date. A session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

We use both session and persistent cookies on our website.

Deleting cookies will have a negative impact on the usability of many websites. However should you wish to delete them please refer to the online documentation provided by your browser provider.

British Dyslexia The Tutors Association The Tutors Association The Good School Guide