Privacy Policy

Firstly, I have registered myself as a data controller on the public register, which is operated by the Information Commissioner’s Office. This is a legal requirement and also should provide assurance that I take my responsibilities in protecting your data with the utmost importance.

This is a link to their website: https://ico.org.uk

Personal data

I store your names, addresses, phone numbers and email addresses on my computer for the purposes of being able to contact you. I have obtained these details through your consent when we first entered a contractual arrangement. Thus this is considered a lawful sharing of data. I do not keep these details in paper form, and my computer and electronic devices are protected with encrypted passwords, finger id, malware protection and two tier authentication.

I also use the first names of students to fill my diary so that I have a record of lessons, both for sharing with yourselves to resolve any issues over number of lessons. The entries on my diary could not be used to identity any individual as my diary is not linked to my email account. I keep copies of my diary for 6 years for tax purposes, in case I am ever investigated, in order to have records of lessons taught.

When our contractual obligations come to a close, I will maintain a copy of your names and addresses (not mobile or email address) offline in a locked cabinet, for the purposes of records for tax purposes for 6 years. I will delete all email communications, but my computer will store your email address in my contacts folder. If I have not received any communication from you 2 years after we last communicated, I will remove your email address permanently from my email contacts. If you do not want me to keep your email address on my computer, please inform me at anytime within the two years. 

Student work and essays

For the purposes of carrying out my work, I operate a google drive where students and myself share documents. This is kept under the protection of google, and only myself and you, the student have access to it, via password and google authentication on our computers. Those documents are not kept on my computer. Occasionally, when a student sends me work to mark, it is downloaded onto my computer, through email. Sometimes, I will ask a student for their consent to share their essay with another student, especially for learning purposes. When these essays are shared, they are anonymised and there is no identifiable data to link the essay or answer to that student. I will always ask a student if I can share their work, as it can be an extremely useful learning tool. I only share exceptional work, which has achieved the highest grade, I do not share work which the student is not happy with, those essays will be destroyed once our contractual arrangements end. If a student does not want their work to be shared, (even if they have previously consented) it will not be shared. 

Sensitive data

One category of data which I do process occasionally is that of sensitive data. Under this title, physical disabilities and neuro-diversity diagnoses (such as dyslexia, autism ADSD etc) and mental illness are shared with me by students and parents confidentially by way of email. This data helps me tailor my lessons and support for the individual student and is not shared outside the email communications in which it is contained. On the ending of our contractual arrangements, these sensitive emails will be deleted.

Occasionally, I am asked by students or parents to provide references for access arrangements for exams or references for a course or future employment, and sometimes these will require me to share sensitive data. However, I would only share any sensitive data with the consent of the student to which it is referring. 

Skype and FaceTime

I currently do not record lessons and when our contractual obligations are over, I delete the contacts from my FaceTime and Skype. However, if recording is requested by the student and I consent, the recording will be shared with the student. I will not keep a copy of it. 

Obviously, if you decide to contact me voluntarily after our current contractual arrangements are finished and share more data with me, it will be assumed that you give your consent for me to keep your details for the purposes of your most recent contact, under the same arrangements as outlined above! (I do have clients returning to me every few years, which is typical of this type of profession!)

Obviously, you all have my personal data, as my emails have a signature on them with my email address. Just for ease, I give you my consent to keep my details as per the signature on the email, for sharing with others, for the purposes of potential future tutoring. 

Please would you indicate by a simple response by email that you have read it and understand how your data is processed by me. You do need to actively respond, as otherwise, I cannot be assured that I have your permission to use your data in the way outlined above.

Thanks for your understanding in this, and your patience in reading through a rather long document 

Kind regards,

Louise.

Louise Ravenscroft LLM, LLB (Hons) B.A (Hons) 

Private Tutor and Educational Consultant