Data Protection Policy

Data Protection Policy

Effective Date: 20 May 2024

Review Date: 19 May 2024 Approved By: Mirvat Al-Khulaqi, Director

1. Purpose

This Data Protection Policy outlines how Quality in Tutoring Ltd (the “Company”) collects, processes, stores, and protects personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy ensures that all personal data is managed responsibly and used for legitimate purposes in alignment with the rights and expectations of students, parents, employees, and other stakeholders.

Quality in Tutoring Ltd is registered with the Information Commissioner’s Office (ICO), demonstrating our commitment to maintaining high standards of data protection and privacy compliance.

2. Scope

This policy applies to all employees, contractors, and agents of Quality in Tutoring Ltd who handle or process personal data. It covers all data relating to students, parents, staff, and other third parties that the Company interacts with in providing its services.

3. Key Definitions

• .Personal Data: Any information that relates to an identified or identifiable individual.
• Data Controller: Quality in Tutoring Ltd, responsible for determining how and why personal data is processed.
• Data Processor: Any individual or third party that processes personal data on behalf of the Company.
• Data Protection Officer (DPO): The designated person responsible for overseeing data protection and ensuring compliance.

4. Data Protection Principles

Quality in Tutoring Ltd is committed to processing personal data in accordance with the following principles:

• Lawfulness, Fairness, and Transparency: Personal data shall be processed lawfully, fairly, and in a transparent manner.
• Purpose Limitation: Data is collected for specified, explicit, and legitimate purposes and not further processed in an incompatible manner.
• Data Minimisation: Only relevant and necessary data is collected.
• Accuracy: Personal data shall be accurate and kept up-to-date.
• Storage Limitation: Data is retained only as long as necessary for its purpose.
• Integrity and Confidentiality: Appropriate security measures are in place to protect data from unauthorised access, loss, or damage.
• Accountability: The Company is responsible for demonstrating compliance with data protection principles.

5. Data Collection and Usage

The Company collects and uses personal data only as required for the legitimate provision of tutoring services. This may include:

• Student Information: Name, age, contact details, academic records, learning progress, special educational needs.
• Parent/Guardian Information: Name, contact details, and communication preferences.
• Staff Information: Contact details, qualifications, DBS checks, training records, payment order data.
• Third-Party Providers: Contact details and agreements related to services provided to the Company.

6. Legal Basis for Processing

The Company ensures that processing of personal data is based on one or more of the following legal bases:

• Consent: Obtained from students or parents/carers where applicable.
• Contractual Necessity: Required to deliver tutoring services.
• Legal Obligation: Compliance with a legal requirement (e.g., safeguarding regulations).

7. Data Security

Quality in Tutoring Ltd employs strict security measures to protect personal data, including:

• Access Control: Data access is limited to authorised personnel only.
• Encryption: Sensitive information is encrypted during transmission and storage.
• Secure Storage: Physical and digital records are stored securely, with regular backups. Quality in Tutoring has now moved to digital record keeping.
• Regular Security Reviews: Security measures are regularly reviewed and updated.

8. Data Retention and Disposal

Personal data is retained only as long as necessary for the purpose for which it was collected. Upon conclusion of the data’s retention period, data will be securely disposed of through secure deletion or shredding.

9. Individual Rights

Individuals have the following rights regarding their personal data:

• Right to Access: Request access to their personal data held by the Company.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure: Request deletion of personal data where it is no longer needed or where processing is unlawful.
• Right to Restrict Processing: Limit processing under certain conditions.
• Right to Data Portability: Obtain and reuse their data across different services.
• Right to Object: Object to data processing based on legitimate interests.
• Rights Related to Automated Decision-Making: Request human intervention where automated decision-making is used.

Requests related to these rights can be directed to the Data Protection Officer at Data Protection Officer: Ms Mirvat Al-Khulaqi

Email: Mirvat.alkhulaqi@qualitytutoing.org.uk

Phone: 07446021987

10. Data Breach Notification

In the event of a data breach, the Company will assess the impact and notify affected individuals and the Information Commissioner’s Office (ICO) where required. Measures will be taken to contain and address the breach, and a review will be conducted to prevent future incidents.

11. Data Protection Training

All staff members handling personal data receive training on data protection, privacy policies, and best practices to ensure they understand and fulfil their responsibilities under this policy.

12. Third-Party Processors

The Company uses third-party providers for specific services (e.g., payment processing, secure storage), ensuring these providers comply with data protection regulations and maintain appropriate security standards.

13. Policy Review

This Data Protection Policy will be reviewed annually or as needed to reflect changes in legislation, data processing activities, or organisational structure.

14. Contact Information

For any queries or concerns related to data protection, or to exercise any of the rights mentioned, please contact:

Data Protection Officer: Ms Mirvat Al-Khulaqi

Email: Mirvat.alkhulaqi@qualitytutoing.org.uk

Phone: 07446021987

Acknowledgement

By working with Quality in Tutoring Ltd, all staff members agree to adhere to this Data Protection Policy and to handle personal data in compliance with all relevant data protection laws and regulations.