Privacy Policy

Who we are

Rowan & Reed Tuition teaches school pupils aged 7 to 18, one-to-one, online or at home. This policy explains what personal information we hold about parents, carers and pupils, why we hold it, and what you can ask us to do with it.

We are the data controller for that information. Write to [email protected] or to 176 High Street with any question about it.

What we collect

When you enquire or book, we ask for your name, email address, phone number, the pupil's school year and the subject you want help with. If you tell us about a learning need, an access arrangement or a diagnosis, we record that because it changes how a tutor plans lessons and which materials are used. We also keep billing details for the lessons you pay for.

During lessons, tutors keep notes on what was covered, what the pupil found hard and what comes next. Those notes feed the progress reports parents receive. Pupils may send us written work, past papers or scanned homework by email.

Our website collects limited technical information when you visit, such as the pages you open and the type of device you use. Our cookie policy covers that in more detail.

Children's information

Most of the pupils we teach are under 18, and many are under 13. We collect their information from the parent or carer who books the lessons, not from the child directly. Lesson notes, marks and progress reports go to the parent or carer who arranged the tuition. A pupil can ask to see their own notes at any time and we will normally agree.

We do not use pupils' information for marketing. We never sell personal information.

Why we use it

We use your information to arrange lessons, match a pupil with a suitable tutor, deliver the teaching, write progress reports and take payment. That is the contract we hold with you. We also keep records to meet our accounting and safeguarding duties, which is a legal obligation.

With your consent, we may send occasional updates about availability, holiday timetables or exam preparation sessions. You can withdraw that consent at any time by replying to any email or writing to the address above.

Who we share it with

The tutor assigned to your lessons sees the pupil's notes and progress records. We share billing information with our bank and accounting providers, and we use suppliers who host our email and store lesson records under written agreements that limit what they can do with the data.

We will share information with a school, an exam board or a local authority only where you ask us to or where the law requires it.

How long we keep it

We hold pupil records for as long as lessons continue, then for a reasonable period afterwards, so that questions about progress, a reference for a school application or an accounting check can still be answered. Lesson notes for an exam year are usually kept until the results are confirmed. After that we delete them or remove anything that identifies the pupil.

Your rights

Under the UK GDPR and the Data Protection Act 2018 you can ask for a copy of the information we hold, ask us to correct it, ask us to delete it, or object to a particular use. Write to [email protected] and we will reply within the time the law allows.

If you are unhappy with how we have handled a request, you can complain to the Information Commissioner's Office at ico.org.uk. We would rather hear from you first, so please get in touch.

Keeping information safe

Lesson notes and progress reports sit in accounts that only the assigned tutor and our office can open, and nobody shares a password. No system is completely secure, but if a breach ever affected your information we would tell you and the regulator as soon as we were able.

Changes to this policy

We update this page when our practice changes and put the new version here. If a change affects how we use information you have already given us, we will tell you by email.