Lichfield Biology Tuition
Privacy Notice
For parents/carers, students and website users
Effective from: 30 July 2026
Lichfield Biology Tuition respects your privacy and handles personal information in accordance with applicable UK data protection law. This notice explains what information is collected, why it is used, how long it may be kept, who it may be shared with and your rights.
1. Who is responsible for your information?
Lichfield Biology Tuition is the data controller for personal information used to provide its tutoring service.
Data protection contact: enquiries@LichfieldBiologyTuition.co.uk
2. Information we may collect
Parent/carer/customer name and contact details, including email address and telephone number.
Student name, age/date of birth where needed, school/year group, subjects, examination board, academic needs, targets and relevant educational information.
Information supplied through enquiries, the consultation, intake form and ongoing communications.
Lesson bookings, attendance, teaching notes, progress information and resources shared during tuition.
Billing, transaction and payment-status information. Full card details are normally processed by the relevant payment provider rather than stored directly by Lichfield Biology Tuition.
Information needed to provide safe tuition, which may include relevant health, accessibility, additional-needs or safeguarding information where appropriate.
Website information such as enquiry-form data and technical/cookie information where the website or its service providers collect it.
3. Why we use personal information and our lawful bases
We use personal information only where there is a lawful basis. Depending on the information and purpose, these may include:
Contract: to respond to booking steps, arrange and provide tuition, administer lessons, take payment and communicate about the service.
Legitimate interests: to manage and improve a small tutoring business, keep proportionate teaching/administrative records, protect the service and communicate appropriately with customers, where those interests do not override individual rights.
Legal obligation: to comply with legal, tax, accounting, safeguarding or regulatory requirements.
Vital interests/public-interest or other lawful safeguarding grounds where applicable: to protect a child or another person where serious welfare concerns arise.
Consent: where consent is the appropriate basis, for example certain optional marketing uses or optional use of photographs/testimonials. Consent can be withdrawn where processing relies on consent.
Special category information, such as health information, will only be used where there is both a lawful basis and an appropriate additional condition under data protection law.
4. Children’s information
Because the service involves children and young people, student information is handled with particular care. Children have data protection rights in their own personal information. Privacy information will be explained in clear, age-appropriate terms where appropriate. For under-18 tuition, the parent/carer is normally the contracting customer, but this does not remove the student’s own data protection rights.
5. Where information comes from
Most information is provided directly by the parent/carer/customer or student. With appropriate authority, information may also be provided by a school, teacher or other person involved in the student’s education. Safeguarding information may come from or be shared with relevant professionals or agencies where lawful and necessary.
6. Who information may be shared with
Information is not sold. It may be shared, only as necessary, with service providers used to operate the business, such as website hosting, email/office systems, online tuition/video-conferencing platforms, payment processors, cloud storage, accounting or professional advisers. These providers may process information on Lichfield Biology Tuition’s behalf or under their own legal responsibilities.
Information may also be shared with schools, local authorities, safeguarding services, police, emergency services, regulators or other relevant organisations where this is necessary and lawful, including to protect a child.
7. International transfers
Some technology providers may store or process information outside the UK. Where personal data is transferred internationally, appropriate legal safeguards will be used as required by UK data protection law. The exact providers and transfer arrangements should be reviewed whenever website, payment, email, cloud-storage or online-tuition systems are changed.
8. How long information is kept
Personal information is kept only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, tax, safeguarding, insurance and dispute-resolution requirements. Routine enquiry information that does not lead to tuition will normally be deleted when it is no longer needed. Customer, payment and business records may need to be retained for the applicable statutory/accounting period. Safeguarding records may require a different retention period based on safeguarding need and professional guidance.
A detailed retention schedule should be maintained internally and reviewed periodically.
9. Security
Reasonable technical and organisational measures are used to protect personal information from loss, misuse, unauthorised access, alteration or disclosure. Access is limited to what is necessary for the tutoring service and associated legal/administrative responsibilities.
10. Your rights
Depending on the circumstances, individuals may have rights to be informed about processing; access their personal data; correct inaccurate data; request deletion; restrict processing; object to certain processing; and receive certain data in a portable format. Where processing is based on consent, consent may be withdrawn. Rights are not absolute and legal exemptions may apply.
To exercise a data protection right, contact: [INSERT BUSINESS EMAIL]. Identity may need to be verified before information is released.
11. Complaints
If you have a concern about how your personal information is used, please contact Lichfield Biology Tuition first. You also have the right to complain to the UK Information Commissioner’s Office (ICO). The ICO’s current contact and complaint details are available on its official website.
12. Cookies and website services
The website may use cookies or similar technologies. Essential cookies may be needed for the site to work. Non-essential analytics, advertising or similar cookies should only be used in accordance with applicable consent requirements. The website developer should configure an appropriate cookie banner/settings tool and ensure the website’s cookie information accurately reflects the technologies actually in use.
13. Changes to this notice
This notice will be reviewed periodically and updated when the way personal information is used changes or when legal guidance requires it. The current version should be published on the website