Sarah’s Study Spot Privacy Notice - 5.2.26

Privacy notice

This privacy notice explains how personal data is collected, used, and stored by my tutoring business.

Who I am

Sarah’s Study Spot
Private tutoring and SEND support

Email: studyspottuition@gmail.com
Website: https://www.sarahsstudyspot.uk/

I am the data controller for the personal data described below.

What personal data I collect

I may collect and store:

• Parent or carer name
• Child’s name and age
• Email address and phone number
• Educational information shared by parents or carers
• SEND related information where relevant
• Session notes and progress records
• Photos or videos of work produced during sessions
• Invoices and payment records

I only collect data that is needed to provide tutoring and meet legal duties.

How and why I use this data

I use personal data to:

• Provide tutoring and learning support
• Plan sessions that meet a child’s needs
• Communicate with parents or carers
• Monitor progress and keep session records
• Meet safeguarding, legal, and accounting duties

Lawful basis for processing

Under UK GDPR, I process personal data using:

• Consent
• Contract
• Legal obligation

Special educational or SEND information is processed only with explicit parental consent.

Children’s data

Children’s data is handled with particular care.

Information is collected only from parents or carers and only for tutoring purposes.
Data is never shared publicly without consent.

Photos and videos

I may take photos or videos during sessions only where parents or carers have given consent.

• Photos focus on work rather than the child
• Children’s faces are not shown or are blurred for social media
• Videos may include a child’s voice but no identifying visuals
• Media is used only for progress records or agreed promotional use

Consent can be withdrawn at any time.

How data is stored and kept secure

• Digital records are stored on password protected devices
• Email communication is kept secure
• Any paper records are stored in a locked location

Only I have access to this data.

How long data is kept

• Enquiry data is kept for up to 12 months
• Active pupil records are kept while tutoring continues
• Records are kept for up to 6 years after tutoring ends to meet legal and safeguarding requirements

Data is deleted securely when no longer needed.

Sharing data

I do not sell or share personal data.

Information is shared only if required by law or for safeguarding reasons.Your rights

You have the right to:

• Access the data I hold
• Request corrections
• Request deletion
• Withdraw consent
• Make a complaint to the Information Commissioner’s Office

Contact

If you have questions about this privacy notice or how your data is handled, please contact me using the details above.