What personal data do we hold?
We require some personal data concerning you (parent/guardian) and your child to provide our services effectively, and to ensure your child’s health and safety.
Personal Data we require:
- Your child’s full name, age, and present school.
- Your contact details, including your address, email address(es), and contact number(s).
- Records of consent for medical care, the contact details of your current general medical practitioner, and information on any allergies your child possesses.
Additional Data we store:
- Correspondence with our members of staff relating to your child (this may include information about their prior education and background).
- Scores achieved by your child in class and in assessments.
Why do we store your data?
We need to store personal data about your child in order to provide them with the best education possible. Records are kept to provide you with accurate feedback on your child’s progression across our courses, to tailor our educational services to each child individually, and to ensure accurate week-to-week bookkeeping.
We also need this personal data to ensure proper safeguarding of our students. When their caregiver is not present, our staff have a duty of care over our students, and so we require medical information to keep your child safe and respond effectively in case of emergency.
These reasons are permissible by law for a company operating within the UK. We are exempt from registering with the Information Commissioner’s office as we are an educational company that does not sell data on to third parties. In the unlikely event of a serious breach in data security however, the Information Commissioner’s Office would be contacted to assure that the breach is effectively contained.
How do we collect and securely store your data?
We collect your data directly from you when your child first joins one of our courses. The data is recorded through our secure website, via direct contact with our members of staff, or via e-mail correspondence. Any other information we collect after this initial period will be done so only after acquiring consent in written form.
Personal data about you and your child is held in our secure, password-protected in-house database Airtable, and on our secure, password-protected website, griffinteaching.com. Two-Factor Authentication is utilised across all tutor Airtable accounts, and regular password updates are diarised in order to maximise security. Our computer system has secure audit trails, information is routinely backed up, and our cybersecurity is kept in accordance with UK law. All tutors sign a data security agreement document to demonstrate their commitment to this policy.
Your data is not accessible to the public at all; only authorised members of our team are permitted to view it. Griffin Teaching takes considerable care when safeguarding your personal information, and we are committed to keeping it secure.
We only keep your data for as long as is reasonably necessary. This means we will retain your information while your child is attending our clubs, and for 8 months after they cease to be a club member. This is so that we can remain in contact with you throughout the transfer of your child from primary to secondary school, and so our records are maintained if you decide to re-enrol your child in another class. Beyond this point, data collected concerning you or your child will be erased from all of our systems.
Note that we NEVER distribute your data to third parties. If we wish to publish anything regarding your child in our own marketing materials (e.g., names or images on our website), consent will be explicitly requested regarding what we would like to use/where we would like to use it. You will be given the option of declining the use of your information in marketing at the first point of contact.
Under the Data Protection Act 2018, you have the right to find out what information we store on you. Your rights as our client are as follows.
- The right to be informed on how your data is being used.
- The right to access your personal data on request.
- The right to have incorrect data updated.
- The right to have data erased.
- The right stop or restrict the processing of your data.
- The right to object to how your data is being processed.
It is important to us that your personal data is accurate and up to date. If you believe we have inaccurate data regarding you or your child, or it requires updating, do not hesitate to contact us and any errors will be amended as soon as possible.
There are specific instances in which requests for data may be withheld; for example, if making the information available to you would reveal personal information about another student. Each request will be treated with individual care and consideration, and we will be transparent about any decisions made with regards to withholding your data.
Please note that if you are unable or unwilling to provide us with the personal data that we require, we may be unable to provide you with our services. Any specific requirements or arrangements should be discussed with our staff before signing up for our courses.
Information requests to Griffin Teaching are free of charge, with very specific exceptions; if your request requires a great deal of time and effort to process, an administrative fee may be charged. However, as we process such minimal information on each student, an event such as this is highly unlikely. You would be informed by email if a request were to incite such a charge.
To exercise all relevant rights, queries or complaints please in the first instance contact our Data representative Helen Thompson firstname.lastname@example.org.