Tutor Bureau was established in 1980, providing home tuition to personal clients across the North -East or online nationally.
At Tutor Bureau the person responsible for Data Protection is Susan McGarry address 19 Grenada Drive, Whitley Bay, Tyne and Wear NE26 1HR Tel. 0191 2526271 firstname.lastname@example.org The website address is http://www.tutorbureau.co.uk
Customer name, address, phone number, email address.
Tutors as above plus DBS check, qualifications documentation, CV, References.
Clients: When a customer contacts Tutor Bureau they give their name, email, phone number and sometimes address. These are kept as long as you need to be contacted (for the duration of the tuition). Once the tuition is completed, the contact details can be deleted. Contact details are given out to the tutor so they can arrange the tuition with the customer. The data controller (Susan McGarry) will get spoken or written consent for this. Tutors should also delete these details once the tuition is completed or when the customer asks.
Tutors: Tutors complete an application form with their contact details, qualifications, cv, references and DBS check. Paper copies of applications are also kept securely and privately. Tutors provide their own details (phone number or email) to their customers. Tutor Bureau does not give out tutor phone numbers or email addresses to anyone.
Children’s Privacy: Tutor Bureau and tutors organise tuition through parents, guardians and trusted adults. We do not knowingly collect personal data from a person under the age of 16.
How We Use Data
Contact details are required to contact the customer and arrange the tuition. Contact details are not given out to any other person or organization other than the families’ tutors so that they can arrange the tuition. Customers are asked if they want to accept emails, texts and calls for the duration of the tuition in order to communicate about the tuition. Information from the customer and tutor is used to provide our service, carry out our obligations or to notify you about any changes. If there was a legal or safety concern, and we were approached for personal data, we would be duty bound to supply this in accordance with legal requirements. Should Tutor Bureau decide to sell or transfer our business, information we have collected and stored, including personal information, may be transferred to the new owner as part of that transaction and to ensure the smooth running of existing tuition.
Who Has Access
The owner, Susan McGarry, has access to customers’ and tutors’ data. The tutor has access to the customer’s name address and phone or email. The customer has access to the tutor’s phone number and email only. Data protection legislation gives you the right to access your information. No data is sold to a third party.
How Long is Data Kept For
Since Tutor Bureau needs to contact tutors, their contact details are held until they stop being a tutor. Tutors can ask to leave the register at any time and their details are deleted or shredded. However, evidence of number of lessons will be retained for 6 years for HMRC purposes. Since customers receiving tuition need to communicate with the tutor or owner, contact details are held until the tuition stops.
Is Personal Data Accurate and Up To Date?
Records are updated annually by emailing tutors to see if details are the same and receive consent to hold their details and contact them. When tuition is arranged, consent to contact the customer when necessary (example a cancellation or illness) is sought in order for the tuition to proceed smoothly.
Is Data Kept Securely
Although Tutor Bureau takes every effort to safeguard information, no transmission of data over the Internet or any other public network can be guaranteed to be 100% secure.
Details are not passed on unless it is to provide our service: this is a contact number for the customer given to the tutor. Any tutor application forms or details are kept privately and securely.
Customers give spoken or written consent to pass on their details relevant to the tuition to the tutor. If there was a breach of data, the person would be informed by phone, or email giving details of what data was breached.
Data Protection Responsibilities
Susan McGarry is responsible for any data held. Tutor Bureau does not pass data to a third party except for one tutor and one customer who need the information to contact each other and provide the service. Secure storage is ensured to which no other person has access.
Data Subject Access Request.
Tutors and customers have a right to withdraw consent for data holding (contact details) at any time and have a right to lodge a complaint with the ICO. Should Tutor Bureau receive a request, the information can be submitted within 30 days electronically or written. However, the only information kept are contact details and the number of lessons, held for 6 years. Any incorrect details can be rectified within 30 days. Requests can be sent via phone, or email or post. You may need to verify your identity or provide further details in order to respond to your request.
This policy was last modified on 1/6/2021