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Date of last update: November 2023
BK Tutoring is committed to protecting the privacy of all users of our sites. It applies to information we collect, which is specified in this document.
This Privacy Notice outlines how we use your data, how long we keep it for and how the data is destroyed by us. BK Tutoring is the data controller and the business director is the named Data Protection Person.
The Privacy Notice will be regularly updated to remain in agreement with the General Data Protection Regulation (GDPR) and related UK legislation.
It is important that you read this Privacy Notice together with any other privacy policy or fair processing policy we may provide on specific occasions when we
are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Privacy Notice supplements
other notices and privacy policies and is not intended to override them.
Changes to the Privacy Notice and your duty to inform us of changes
We keep our Privacy Notice under regular review.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Identity Data includes: first name, surname, title.
Contact Data includes: current postal address, email address and telephone numbers.
Financial Data includes: bank account (for payment of refunds and tutor payments) and payment method, e.g. card details (for lesson payment).
Transaction Data includes: details about payments to and from you and other details of products and services you have purchased from us.
Technical Data includes: your login data, browser type and version, location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
Profile Data includes: services booked by you, preferences, feedback and survey responses.
Usage Data includes: information about how you use our website, products and services.
Marketing and Communications Data includes: your preferences in receiving marketing from us and our third parties and your communication preferences.
Most of the information we process is provided to us directly by you. We will record Contact Data and Financial Data of clients who book online tuition with BK Tutoring. Payments made to BK Tutoring are handled by a third party, who are PCI DSS compliant. We will use this information and associated Transaction Data to process payments for your tuition and to process refunds; for tutors, the bank details will be used to transfer their payment. The legal basis of the GDPR, which allows us to process this information, is the smooth process of payments by a third party and also compliance with a legal obligation. The legal obligation includes exchanging information with other companies and organisations for fraud protection and credit risk reduction. Except as described above, we will not share financial information you give us with anyone else without your consent.
We share information about our pupils with their selected tutor, e.g. age, subject level, qualifications obtained and aimed for, current and target grades. This helps your tutor(s) prepare appropriate teaching materials, discuss other tuition requirements and recommendations.
If you apply to us to be engaged as a tutor, we will ask you to send Profile Data such as your CV, ID, Disclosure document (if you hold one) and evidence of your subject specialism, teaching qualifications (where applicable) and other qualifications relevant to this role. We will also request details of two referees.
The information we collect allows us to provide the services you requested or offer, e.g. online tuition. If you are a parent or student, we will help you find a tutor who meets your requirements. The payment information and Transaction Data will be used to process your payment for each lesson. We will use the contact details (email or phone) to contact you, when necessary.
If you are one of our tutors, we will store your documents (listed above) for the length of time you are with our service and up to 3 years after terminating your engagement with BK Tutoring.
Booking and communication history will also be stored in order to help facilitate future tuition and to enable efficient communication between BK Tutoring, tutors and clients.
Automatically tracked information, such as Technical Data and Usage Data about your use of our Website and Facebook account will also be collected. It may include the time you spent on the website / Facebook page, the type of device and browser you use, the pages and posts you engage with, Cookie information and your IP address.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership and genetic and biometric data).
We may wish to contact you for the purpose of market research and service improvement. You will always have a choice to accept or reject such contact for the purposes of storing Marketing and Communications Data.
We will retain your information for three years. After this time, the information will be destroyed and all back-up copies will also be removed.
Should you wish to contact us in regards to the above Privacy Notice, please email admin@bktutoring.co.uk We aim to reply to all emails within 3 working days. Occasionally it could take us longer than 3 working days if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
We have set out, in a table format, a description of all the ways we plan to use your personal data, and which of the legal basis we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
Type of Personal Information | Purpose / Use | Why needed |
Full name, address, contact details | To register our new clients and tutors. To match the tutor and pupil. To contact you when necessary. To fulfill our legal obligations of safeguarding, fraud prevention and reduction of credit risk. | Required for our business operations and compliance with GDPR legislation. |
Payment method & bank details | To enable us to process your payment for online tuition and to pay your tutors for their services. | Necessary for the legitimate reason of be paid for our custom. |
Account details | To be able to refund payments (e.g. in case of the tutor cancelling the lesson after the payment was processed). For tutors to be paid for the lesson they deliver. | Necessary for the legitimate reason of refunding our clients and paying our tutors. |
Evidence of qualifications, disclosure document, ID | To help us recruit our tutors and promote them on our website. | Required for business operations. |
User activity information | To help us improve business performance, to provide information for technical analysis of the use of our website and Facebook pages. To improve business functionality. | Legitimate interest of the business: understanding the customers’ requirements and the performance of our website and Facebook account. |
Referee details | To allow us to contact the referees who can vouch for our newly recruited tutors. | Legitimate requirement meeting our obligation towards the clients. |
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We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
The pupil information will be shared with the relevant tutors and vice versa to allow for the best match between the parties and an optimal delivery of tutoring services. This does not include the postal address or payment details, but it includes profile information of the pupil and tutor.
Third party companies may have a limited access to your personal information in order to process the payments, provide communication platforms (e.g. email, reviews, lesson scheduling).
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. We will minimise sharing information as far as it is possible.
Our platforms may contain links to other websites. BK Tutoring is not responsible for their cookies policy, privacy policy and practices.
BK Tutoring will look after your data and protect it from unauthorised access, loss or destruction. However, sharing personal information via the internet is never 100% secure. We will take all possible steps to protect your information and will not share it with a third party, with the exception of the third party who handles payment details on our behalf and who are PCI DSS compliant and look after the safety of the data shared with them.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
Please accept that sharing personal information is entirely at your own risk. For example, email messages sent over the internet are not encrypted and are not fully secure. Therefore, we cannot guarantee the security of any information you transmit to us. You accept that BK Tutoring cannot be held liable for any breaches of confidentiality that may result of the use of email.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Records that are shared with other users, e.g. reviews you leave, will remain on the website, but will not lead to identifying who posted them.
You are entitled to request an erasure of your data on our systems as outlined below, except where we have specific reasons to keep them for longer to fulfill our regulatory or statutory duties. To request your data to be deleted, please email: admin@bktutoring.co.uk
We may retain records and data where necessary to fulfill our regulatory and statutory obligations.
We will only retain your personal data for as long as reasonably necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
The data will be stored securely on our computer system accessible only to our staff and protected with a password.
The data and all copies will be removed from our website and computer system once we are satisfied that there is no need to keep them for legal, regulatory, tax or other requirements.
BK Tutoring tries to meet the highest standards when collecting and using your Personal Information. We encourage our users to contact us with any suggestions for improvement and also in case they wish to complain about unfair or inappropriate use of information.
You have the right at any time to withdraw your consent to process your information. To withdraw your consent, please email us on admin@bktutoring.co.uk
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
Your right to request erasure of your personal data – You have the right to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to remove your personal data where you have successfully exercised your right to object to processing (see above), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of the request.
Your right to withdraw consent at any time – You have the right to withdraw your consent where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
If you have any concerns about our use of your personal information, you can make a complaint to us.
You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow SK9 5AF
Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk
Citypoint
3rd Floor
65 Haymarket Terrace
Edinburgh EH12 5HD
Email: admin@bktutoring.co.uk