Explaining the legal bases we rely on
The law on data protection sets out a number of different situations where a company may collect and process your personal data including:
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.
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.
If the law requires us to, we may need to collect and process your data for reasons such as tax or regulatory purposes.
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?
What sort of personal data do we collect?
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:
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:
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.
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