Privacy Policy

1. Who We Are (Data Controller)

For the purposes of data protection legislation, Leap Learning is the Data Controller.

Business Type:

Sole Trader Tutoring Business

Contact Email:

leaplearninguk@gmail.com

2. What Information We Collect

We collect and process personal data that is strictly necessary for running our tutoring services safely and effectively. This data falls into the following categories:

• Parent/Guardian Information: Full name, billing address, telephone number, email address, and communication history.
• Student Information: Student's full name, date of age/school year (to tailor educational content), academic targets, notes on learning progress, and specific educational needs or learning styles.
• Financial Information: Bank details (such as account numbers and sort codes, usually processed via secure bank transfers or invoicing platforms) and records of payments made.
• Technical & Online Data: Information required to deliver online lessons, such as usernames or email addresses used for video conferencing platforms (e.g., Zoom, Microsoft Teams, or Google Meet).

Since the majority of our students are minors (under 18), all student data is collected with the explicit consent and on behalf of their parent or legal guardian.

3. How We Use Your Information

We only use your personal data when the law allows us to. Most commonly, we use your data under the following legal bases:

• Performance of a Contract: To provide tutoring services, manage bookings, communicate regarding lesson times, and process payments.
• Legal Obligation: To comply with tax, financial, and accounting obligations (e.g., keeping financial records for HMRC).
• Consent: Where you have given clear consent for us to process specific data (such as educational notes or using online communication platforms).
• Legitimate Interests: To ensure the safety and educational improvement of students, and to manage our business operations effectively.

4. How We Store and Secure Your Data

We take data security seriously and implement appropriate technical and organizational measures to protect your personal information against unauthorized access, loss, or alteration:

• Digital Security: Computers and devices are password-protected, encrypted where appropriate, and secured with up-to-date antivirus software.
• Cloud Storage & Email: Client records, notes, and communications are stored securely using reputable, password-protected cloud services with multi-factor authentication enabled.
• Financial Data: Bank account numbers and payment records are handled securely. We do not store sensitive payment card details directly; transactions are typically managed via direct bank transfer or secure accounting tools.
• Retention Period: We retain financial records and invoices for 6 years to comply with UK tax and accounting laws. Student educational notes and contact details are kept for as long as tuition is active and for a reasonable period afterward (typically up to 2 years after tutoring ceases) in case you wish to resume lessons, after which they are securely deleted or shredded.

5. Sharing Your Information

We never sell, rent, or trade your personal data. We will only share your information under the following limited circumstances:

• Service Providers: Trusted software or platform providers necessary to run our business (e.g., email providers, invoicing or video conferencing platforms), bound by confidentiality obligations.
• Legal Requirements: If required to do so by law, court order, or to protect the vital interests or safeguarding of a student.

6. Your Data Protection Rights

Under UK GDPR, you have several rights regarding your personal data:

• The right to access: You can request copies of your personal data.
• The right to rectification: You can ask us to correct inaccurate or incomplete information.
• The right to erasure: You can ask us to delete your personal data under certain circumstances.
• The right to restrict or object to processing: You can object to how we process your data.
• The right to data portability: You can request that we transfer your data to another service provider.

To exercise any of these rights, please contact us at leaplearninguk@gmail.com.

7. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our business practices or legal requirements. Any updates will be communicated directly or made available via our usual contact channels.