• 0203 565 0539
  • office@trefoiltutors.co.uk

Privacy Notice

This privacy notice tells you what to expect when Trefoil Tutors collect and process personal information.

For the purpose of the Data Protection Act 1998 (the Act) and the EU General Data Protection Regulation (GDPR), the data controller is Trefoil Tutors, 5 Theobald Court, Theobald Street, Elstree, London, WD6 4RN. Our ICO registration number is Z3277371.

The contact person for any data-related questions or issues is Ms Milda Sabunaite. For any data related enquiries, please contact her at office@trefoiltutors.co.uk.

What information do we use?

We will collect and process the following data about you:

  1. The information you give us:
    1. Clients: In order to be able to offer you tailored tutoring services, we collect information about you and your child if you fill out the form on our site trefoiltutors.co.uk (our website) or by corresponding with us by phone, e-mail, or otherwise. We might collect and process information such as name, address, e-mail address and phone number, your child’s school name and school year to process your enquiry on the lawful basis of contract. If we provide you with tutoring, we collect further information about you and your child related to our services, which is also collected on the lawful basis of contract. Without data processed on the lawful basis of contract, we will not be able to offer you our services. We will not share any of the information you provide with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
    2. Tutors: During the recruitment process, we collect your personal details in order to be able to assess your suitability for the role. This might include your name, contact details, previous experience, education, and answers to questions relevant to the role you have applied for. This information will be processed on the lawful basis of legitimate interest of a mutual desire of a start of working relationship. We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format. We might ask you to attend an interview, during which information might be generated by you and by us, for example notes form the interview. This information is held by Trefoil Tutors. If you join our team, we will need additional information, such as your proof to work in the UK, your DBS (Disclosure and Barring Service) certificate and bank details. Any information we process during the time that you are a part of the Trefoil Tutors team will be processed on a lawful basis of contract. Without data processed on the lawful basis of contract, we will not be able to offer you our services.
    3. Staff: During the recruitment process, we collect your personal details in order to be able to assess your suitability for the role. This might include your name, contact details, previous experience, education, and answers to questions relevant to the role you have applied for. This information will be processed on the lawful basis of legitimate interest of a mutual desire of a start of working relationship. We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format. We might ask you to attend an interview during which information might be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by Trefoil Tutors. If you join our team, we will need additional information, such as your proof to work in the UK, your DBS (Disclosure and Barring Service) certificate and bank details. Any information we process during the time that you are a part of the Trefoil Tutors team will be processed on a lawful basis of contract.
  2. Information we collect about you:
    1. Visitors to our website: When someone visits trefoiltutors.co.uk, we use a third party service, Google Analytics, to collect standard internet log information and details of visitors’ behaviour and patterns. We do this to find out information such as the number of visitors to the various pages of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, this will be made explicit. We will make it clear when we collect personal information and will explain what we intend to do with it.
    2. People who email us: If you enquire via email, we will collect information that is relevant to the services that we provide, such as your name and email address. We will not attempt to collect further information associated with your email address.
    3. People who contact us via social media: If you enquire via social media, we will collect information that is relevant to the services that we provide, such as your name and email address. We will not attempt to collect further information associated with your social media profile(s).
    4. Cookies: This site uses cookies – small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymised tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.
    5. WordPress: Our website is hosted on a third party service, WordPress.com, which is run by Automattic, Inc. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see Automattic’s privacy notice.

How long do we keep your information for?

  1. Clients: In case where we provided you with any tutoring services, we will keep the necessary information until the child is 24 years old. This will enable us to process any enquiries regarding safeguarding of children. We are required under the UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which it will be destroyed. If we have not provided you with tutoring services, we will keep the information for three years. This allows us to process further tutoring enquiries from your side when your child changes the key stage at school. After three years, we will either delete the information or keep it for another three years with your consent. In this case, you might be a subject to automated profiling, in order for us to offer you tutoring services in certain school years which might be beneficial for your child.
  2. Tutors: If you have applied for a tutoring position with Trefoil Tutors and have not been successful at any stage, we will keep your details for one year in case we have a suitable position for you in the future. In this case, you might be a subject to automated profiling, in order for us to offer you the suitable position. If you have tutored with us, we will keep your contact details and other necessary information until your youngest tutee has turned 24 years old, if there are any enquiries regarding child safeguarding or for 6 years from the last day of your tutoring, whichever comes later. We will keep any other information for 3 years after you have stopped tutoring or, if applicable, for the retention period stated by the law.
  3. Staff: If you have applied for a position with Trefoil Tutors and have not been successful at any stage, we will keep your details for one year in case we have a suitable position for you in the future. In this case, you might be a subject to automated profiling, in order for us to offer you the suitable position. If you have held a position at Trefoil Tutors, we will keep your details for 6 years after you have stopped working with use, in order to be able to comply with statutory regulations, to provide references if requested, and other.

Your rights

Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.

You have the right to:

  • To request access to and rectification or erasure of their personal data;
  • To restrict the processing of their personal data;
  • To object to processing;
  • To object to direct marketing;
  • To withdraw your consent at any time;
  • To complain to the Information Commissioner’s Office if there is a problem.

You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

Complaints or queries

Trefoil Tutors aims to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Trefoil Tutors’ collection and use of personal information. However, we are happy to provide any additional information or explanation if needed. Any requests for this should be sent to the address below.

Third party service providers

Trefoil Tutors might engage and use a selected set of third parties to process certain personal data. This page provides all information about the entity, location or processing and role of each sub processor.

We have checked that our service providers have mechanisms in the place to ensure that your data is secure and that they adhere to the General Data Protection Regulation as well.

Third party processor

Google, Inc.

Purpose

Email communication

Data

All client data

Country of processing

USA, Chile, Ireland, Netherlands,
Finland, Belgium, Taiwan,
Singapore

Third party processor

Slack Technologies, Inc.

Purpose

Internal communication, Recruitment

Data

Enquiries about tutoring

Country of processing

AWS Data Centres (geographically distributed data centres worldwide)

Access to personal information

Trefoil Tutors tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you, we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

To make a request to Trefoil Tutors for any personal information we may hold, please put the request in writing addressing the address provided below.

If you agree, we will try to deal with your request informally, for example, by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by contacting Ms Milda Sabunaite.

Disclosure of personal information

In many circumstances we will not disclose personal data without consent. However, in cases such as investigating a complaint, we might need to share personal information with the organisation concerned and with other relevant bodies.

You can also get further information on:

  • agreements we have with other organisations for sharing information;
  • circumstances where we can pass on personal data without consent, for example, to prevent and detect crime and to produce anonymised statistics;
  • our instructions to staff on how to collect, use and delete personal data; and
  • how we check that the information we hold is accurate and up to date.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 8 June 2018.

How to contact us

If you want to request information about our privacy notice you can email us at office@trefoiltutors.co.uk or write to:

Trefoil Tutors
5 Theobald Court
Theobald Street
Elstree
London
WD6 4RN