Inspires Tuition Ltd Website Privacy Policy
Hello there!
Thank you for checking out our privacy policy. At Inspires Tuition we take your privacy seriously. We're committed to protecting your privacy and handling your information in a responsible way while you use our website and services.
We encourage you to read this policy alongside any other privacy notices we might provide, so you're fully in the loop about how and why we use your information.
Who's in charge of your data?
The controller of your data is Inspires Tuition Ltd, Littlemore, Oxford, OX4 4QE (Company Registration number: 16178569) and we can be contacted on:
Email address: office@inspirestuition.co.uk
Not happy with something?
Let's chat and try to fix it. If you are unhappy with how we have handled your personal data, please contact us at office@inspirestuition.co.uk. We will:
● acknowledge your complaint within 30 days of receiving it;
● look into your complaint without undue delay and keep you informed of progress; and
● tell you the outcome without undue delay.
If you remain unhappy, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
What type of data do we collect about you?
'Personal data' is information that identifies you. If we've removed your identity (by making the data anonymous), it won't be classed as personal data. We might collect, use, store, and share various types of personal data about you as follows:
● Identity details such as the name and date of birth of the student, and the name of their parent, carer or referring school.
● Contact details such as home address, email address and telephone number.
● Technical information such as your internet protocol (IP address), your login data, browser type, version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access our website.
● Referral data: where a parent, carer or school submits a referral via our linked Google Forms, this includes educational information (school year, attendance, working levels), special educational needs and disability information (including EHCP and SEN status), medical needs, and, for school referrals, safeguarding-related information such as support status categories and whether the student is known to police.
● Usage information about how you use our website.
Aggregated Data: We may also use the above information, without any of your identifiable details, to produce aggregated data. An example includes statistical or demographic data, that can help us understand our needs better. If we combine this data with your personal data at any point so you do become identifiable, we treat this as personal data and use this in accordance with this policy.
Special Category Data: Some of the personal data we collect through our referral forms is classified as special category data under UK GDPR, including health and medical information and information about disabilities or special educational needs (such as EHCP and SEN status). This data is handled with additional care and is only processed where there is a lawful basis to do so, including where processing is necessary for the provision of education and support services, or where it is required to protect the vital interests of the individual.
Criminal Offence Data: Referral information may sometimes include whether a student is known to the police. Information about criminal allegations, offences or convictions is classed as criminal offence data under UK GDPR and is given the same level of protection as special category data. We only hold it where it is needed to keep the student and others safe and to plan appropriate support, including under the processing condition for the safeguarding of children and individuals at risk. It is shared only on a need-to-know basis.
How do we collect your personal data?
The majority of the time, your information is collected directly when you contact us in the following ways:
● When you fill in the general contact form on our website;
● When a parent, carer or school completes one of our linked Google referral forms;
● When a school emails us supporting documents after submitting a referral form, such as EHCP or SEN reports, attendance certificates, school reports, behaviour logs, risk assessments and recent assessments;
● Correspondence with us via post, phone, email or otherwise;
● When you apply for our services.
Another method we may use to collect data includes the use of automated technologies or interactions, like website cookies. This helps us to improve user experience and to gather information about how you use our website. See the Cookies section below for more detail.
What are the purposes for which we use your personal data?
The purposes for which we will be using your data include:
● To respond to your enquiry about our services.
● To assess and process referrals for tuition or Alternative Provision.
● To meet our safeguarding responsibilities as a provider working with children and young people.
● To administer and protect our business and this website (including troubleshooting, system maintenance and support).
We rely on one or more of the following lawful conditions to process your data as outlined above: to fulfil our contract with you; for our legitimate interests; to comply with legal obligations; and, for special category and criminal offence data, the additional conditions described above, including the processing condition for the safeguarding of children and individuals at risk.
Do we use Cookies?
Cookies help make our website work better for you. Our website is built on Squarespace, which uses essential cookies to make the site work. It can also use analytics cookies that collect information about how visitors use the site. These non-essential cookies are only used if you accept them on our cookie banner. If you choose to decline, only essential cookies are used. We do not currently use Google Analytics or any advertising cookies.
Do we use third-party links?
Our website might link to third-party websites, tools and apps, including our referral forms, which are hosted on Google Forms rather than on our own website. Clicking on these links may allow third parties to collect or share your data.
We do not control said websites and are not responsible for said websites' privacy policies. When you leave our website, we encourage you to read the privacy policy of every website you visit, including Google's.
Do we ever share your personal data?
We take your data's security seriously and only allow certain people to access it.
We may share personal data with:
● Commissioning schools and local authorities that place students with us, including information about attendance, progress and safeguarding.
● Staff members for administrative purposes.
● Regulatory authorities, if required by law.
● Third-party service providers, such as those who host our website and referral forms, under strict contractual agreements.
Our third-party service providers must respect the security of your personal data. We do not permit them to use your personal data for their own purposes, they are only permitted to process your data for specified purposes in line with our instructions.
Safeguarding and data sharing: Data protection legislation does not prevent the sharing of information where there is a safeguarding concern. Where Inspires Tuition has reasonable cause to believe that a child or adult at risk may be at risk of harm, we will share relevant information with the appropriate authorities without delay, regardless of consent. This is consistent with our obligations under Keeping Children Safe in Education 2026 and Working Together to Safeguard Children 2026, and is reflected in our Safeguarding and Child Protection Policy.
Inspires Tuition does not hold its own child protection files, as these are held by the child's commissioning school. Any safeguarding concern recorded by our staff is shared with the commissioning school's Designated Safeguarding Lead, and copies are held securely with access limited to the DSL and Deputy DSLs.
How secure is your data with us?
We have appropriate security measures in place to keep your personal information safe. Only authorised individuals who have a need to know are granted access to your data. They will process your data in accordance with our confidentiality terms.
In the rare circumstances that there is a personal data breach, we have procedures in place and will notify you, along with any applicable regulator, when we're legally required to.
What is our process for retaining your data?
We only keep your data as long as necessary for the reasons we collected it. For the information collected through our referral forms, we keep it for the following periods:
● Student information, including referral information: the end of the placement plus 6 years, or until the student's 21st birthday if later.
● Parent or carer contact details: the end of the placement plus 6 years (kept with the student record).
● Copies of safeguarding records: the end of the placement plus 6 years, once all information has been confirmed as shared with the commissioning school.
● Referrals that do not lead to a placement: the form data is deleted.
● When personal data is no longer needed, it is securely deleted or destroyed.
What are your legal rights in relation to your data?
You have the following rights regarding your personal data:
● Access: You can request a copy of the personal data we hold about you.
● Correction: If the personal data we have about you is incomplete or incorrect, you can ask us to correct it.
● Erasure: You can ask us to delete your personal data. It's important to note, however, that there might be legal reasons that prevent us from fulfilling this request. If such reasons exist, we will inform you when you make your request.
● Objection: In certain situations, you have the right to object to the processing of your personal data.
● Restriction of Processing: You can request that we restrict the processing of your personal data under specific circumstances.
● Data Portability: You have the right to request the transfer of your personal data directly to you or to a third party of your choice.
● Withdrawal of Consent: At any point where we rely on your consent to process your personal data, you have the right to withdraw this consent. Withdrawal of consent will not affect the legality of the processing done before the consent was withdrawn. Should you withdraw your consent, we might be unable to provide you with certain services, we will inform you if that is the case.
If you wish to exercise any of the rights set out above, please contact us at office@inspirestuition.co.uk.
We won't charge any fees for you to request access to your personal data. However, a reasonable fee may be charged if your request is clearly unjustified, repetitive or excessive. We also reserve the right to not comply in this scenario. We will respond to your request within one month. If your request is complex, or you have made a number of requests, we may extend this by up to two further months, and we will let you know if this is the case.
Changes and Contact
We regularly review our privacy policy. Please keep us updated if your personal data changes. If you have any questions or need to exercise your rights, just get in touch.
Thanks for reading our privacy policy. If you have any questions please don't hesitate to contact us.