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Privacy Policy

Effective date: February 2026

At More Than A Tutor, your privacy and your child’s privacy are taken seriously. This policy explains how we collect, use, store and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 

1. Who We Are

More Than A Tutor
Suite F
Cherry Orchard House
Rochford
SS4 1PP
Email: morethanatutorgroup@gmail.com

We provide bespoke tuition and alternative education support for children and young people across Essex and Southend.

More Than A Tutor is ICO registered and committed to handling personal data lawfully, fairly and transparently.

 

2. What Information We Collect

We may collect and process the following information:

 

Information provided by parents/carers:

  • Parent/carer name

  • Child’s name and date of birth

  • Contact details (email address, phone number, home address)

  • Educational history and current provision

  • Details relating to SEND, EHCPs or additional needs

  • Relevant safeguarding or wellbeing information

  • Emergency contact details

 

Information collected through:

  • Waitlist forms

  • Contact forms

  • Email and telephone communication

  • Assessment discussions

  • Ongoing tuition sessions

  • Local Authority referrals

We only collect information that is necessary to provide safe and appropriate educational support.

 

3. How We Use Your Information

We use personal data to:

  • Respond to enquiries and manage our waitlist

  • Assess suitability for provision

  • Plan and deliver tuition sessions

  • Liaise with parents, carers and Local Authorities

  • Safeguard children and young people

  • Maintain accurate records

  • Issue invoices and manage payments

  • Meet legal and safeguarding obligations

Our lawful bases for processing data include:

  • Contract (providing agreed services)

  • Legal obligation (safeguarding requirements)

  • Legitimate interests (delivering safe and effective education support)

  • Consent (where required)

 

4. Who Has Access to Your Data

Your information will only be accessed by:

  • Approved tutors working with More Than A Tutor

  • Designated Safeguarding Leads

  • Administrative personnel (where necessary)

All staff are DBS checked and understand their responsibilities regarding confidentiality and data protection.

We do not sell, rent or share your data for marketing purposes.

 

5. Safeguarding & Confidentiality

Safeguarding and child wellbeing are central to everything we do.

Information shared during sessions is treated as confidential. However, confidentiality may be broken if:

  • There is a risk of serious harm to the child or others

  • A safeguarding concern arises

  • Disclosure is required by law

  • We are instructed to share information by a Local Authority

  • A court order requires disclosure

Where appropriate and safe to do so, we will discuss any necessary disclosures with parents/carers beforehand.

 

6. Working With Local Authorities

When tuition is commissioned by a Local Authority, relevant information may be shared between More Than A Tutor and the commissioning authority for the purposes of delivering provision, safeguarding, monitoring and reporting.

Information shared is limited to what is necessary and handled securely.

 

7. Data Storage & Security

We take appropriate steps to protect personal information, including:

  • Secure password-protected systems

  • Restricted access to records

  • Encrypted digital storage where possible

  • Secure disposal of physical documents

Email communication is conducted using standard secure providers; however, parents should be aware that no online transmission is completely risk-free.

 

8. How Long We Keep Data

We retain records only for as long as necessary to fulfil our legal and professional obligations.

In most cases, records relating to children are kept:

  • For up to 7 years after support ends

  • Or until the child reaches age 25 (in line with safeguarding best practice)

After this period, data is securely deleted or destroyed.

 

9. Your Rights

Under UK GDPR, you have the right to:

  • Request access to your personal data

  • Request correction of inaccurate data

  • Request deletion of data (where legally permissible)

  • Restrict or object to processing

  • Withdraw consent (where processing is based on consent)

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO website: https://ico.org.uk

To make a request, please contact:
morethanatutorgroup@gmail.com

 

10. Cookies & Website Use

Our website may use basic cookies to:

  • Improve user experience

  • Monitor website traffic anonymously

We do not collect personal data through cookies without your consent.
You can control cookie settings via your browser.

 

11. Updates to This Policy

This Privacy Policy may be updated periodically. The most current version will always be available on our website.

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