PRIVACY NOTICE

Last Updated September 2026

This privacy notice tells you what to expect us to do with your personal information. It covers our tuition and education services, our work with schools, local authorities and other commissioners, our recruitment of tutors and staff, and visitors to our website at www.powertutors.co.uk.
Powertutors Limited is the “controller” of the personal information described in this notice, which means we are responsible for deciding how it is used. Where we deliver tuition commissioned by a school, local authority or other organisation, that organisation and Powertutors may each be a controller for different parts of the information, and we will tell you where that affects you.

1. Contact details

Post: Raven House, 29 Linkfield Lane, Redhill, Surrey, RH1 1SS

Telephone: 01737 652965

Email: enquiries@powertutors.co.uk

If your query is about data protection, please mark it for the attention of our Data Protection Lead.

2. What information we collect, use, and why

We only collect the information we need for the purposes set out below.

Student education and welfare

We collect or use the following information to arrange, deliver and safeguard tuition:

Names of students and young people
Names and contact details for parents, guardians and carers
Gender
Pronoun preferences
Date of birth
Home address if tuition takes place at home
Special Educational Needs and Disabilities (SEND) or additional support information, including reasonable adjustments
Educational Health Care Plans
Welfare information, including family and home life circumstances and history
Safeguarding and child protection information, including risk assessments and concerns raised
Attendance and reason for absence data
Exam results and qualifications
Progress reports, lesson records and tutor feedback
Information relating to compliments and complaints
Exclusion, suspension and behavioural information
Where tuition is delivered online, records of session participation and any recordings or shared work produced in the session

Website visitors and enquiries

We collect or use the following information when you contact us or use our website:

Name, telephone number, email address and, where you give it, postcode or area
Details of the tuition or support you are enquiring about, including the age or year group of the student
Records of our correspondence with you, including emails, call notes and messages
Technical information about your visit, such as IP address, approximate location, device and browser type, the pages you view and how you reached our site

We use this information to respond to your enquiry, to arrange tuition, to keep a record of what was agreed, and to keep our website secure and working properly.

Recruitment, tutors and staff

We collect or use the following information for recruitment and employment or engagement purposes:

Contact details (for example name, address, telephone number and personal email address)
Date of birth
National Insurance number
Copies of passports or other photo ID
Employment history (for example job application, employment references or secondary employment)
Education history and qualifications, including teaching qualifications and subject specialisms
Right to work information
Details of any criminal convictions (for example DBS and overseas checks) and safeguarding self-declarations
Interview and assessment notes, and the outcome of the application
Safeguarding and child protection training records
For those we engage: contract and engagement records, availability, timesheets or invoices, bank details for payment, and records of any concerns, allegations, complaints or disciplinary matters

Schools, local authorities and other commissioners

We collect or use the following information to agree and deliver commissioned work:

Name, job title and work contact details of the people we deal with
Contract, referral, purchase order and invoicing correspondence
Records of the tuition or service provided and reports on student progress

3. Special category and criminal offence information

Some of the information we handle is treated as more sensitive under data protection law. This includes information about health, SEND and disability, EHC Plans, and information that reveals racial or ethnic origin or religious belief where a school or family shares it with us. It also includes information about criminal convictions and offences, which we obtain through DBS and, where relevant, overseas criminal record checks.

We handle this information only where a specific condition in UK data protection law allows it. The conditions we rely on are:

Safeguarding of children and of individuals at risk (Article 9(2)(g) UK GDPR with paragraph 18 of Part 2 of Schedule 1 to the Data Protection Act 2018) — for safeguarding and child protection information, and for criminal record checks on people working with children
Employment, social security and social protection (Article 9(2)(b) UK GDPR with paragraph 1 of Part 1 of Schedule 1 to the Data Protection Act 2018) — for our obligations as an employer or engager, including safer recruitment
Protection of vital interests (Article 9(2)(c) UK GDPR) — where urgent action is needed to protect someone’s life or safety and consent cannot be obtained
Explicit consent (Article 9(2)(a) UK GDPR) — where we ask for and are given clear consent, for example to share a medical need with a tutor so that tuition can be adjusted

Where the law requires it, we keep an appropriate policy document explaining how we comply with the data protection principles when handling this information, and how long we keep it. You can ask us for a copy.

4. Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR, and you can find out more about them on the Information Commissioner’s Office (ICO) website at ico.org.uk.

Which lawful basis we rely on may affect your data protection rights, which are set out in brief below. You can find out more about your rights, and the exemptions which may apply, on the ICO’s website:

Your right of access — you have the right to ask us for copies of your personal information. You can also request other information, such as details about where we get personal information from and who we share it with. There are some exemptions, which means you may not receive all the information you ask for.
Your right to rectification — you have the right to ask us to correct or complete personal information you think is inaccurate or incomplete.
Your right to erasure — you have the right to ask us to delete your personal information.
Your right to restriction of processing — you have the right to ask us to limit how we can use your personal information.
Your right to object to processing — you have the right to object to the processing of your personal information.
Your right to data portability — you have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
Your right to withdraw consent — where we use consent as our lawful basis, you have the right to withdraw your consent at any time.
Your right to complain to us — you have the right to complain to us about how we have used your personal information, and to complain to the ICO. Section 14 explains how.

If you make a request, we must respond without undue delay and in any event within one month. We may extend this by up to two further months for complex requests, and we will tell you if we do. We may also pause the clock while we ask you for identification or for clarification of a request.

To make a data protection rights request, please contact us using the contact details in section 1.

Our lawful bases for the collection and use of your data

Student education and welfare:

Contract — we must collect or use the information so we can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
Legal obligation — we must collect or use your information so we can comply with the law, including our safeguarding duties. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests — where we deliver tuition commissioned by a school or local authority rather than under a contract with you, we rely on our legitimate interest in providing and improving the education and support the student needs. All your data protection rights may apply. You can ask us for details of our assessment of this basis.
Vital interests — where urgent action is needed to protect someone’s life or safety.
Consent — where we have been given clear consent to use personal information for a specific purpose, for example optional communications. You can withdraw consent at any time.

Website enquiries and correspondence:

Legitimate interests — we rely on our legitimate interest in responding to enquiries about our services, keeping a record of what was discussed and keeping our website secure. All your data protection rights may apply.
Consent — for optional marketing communications and for any non-essential cookies that require consent (see section 5).

Recruitment, tutors and staff:

Contract — we have to collect or use the information so we can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.
Legal obligation — we have to collect or use your information so we can comply with the law, including right to work checks, safer recruitment, tax and payroll requirements. All your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests — we rely on our legitimate interest in assessing applications, checking suitability to work with children and managing our tutor and staff records. All your data protection rights may apply.
Consent — where we ask for clear consent for a specific purpose, for example keeping your details on file for future opportunities. You can withdraw consent at any time.

6. Where we get personal information from

Directly from you
Parents, guardians or carers
Students themselves
Local authorities or local councils
Schools, academies and other education establishments
Social services
Health care providers
Previous employers and referees
The Disclosure and Barring Service and other statutory or overseas checking bodies
Recruitment agencies and job boards, where you apply through them
Publicly available sources, such as a school website or a professional profile you have made public
Cookies and similar technologies on our website

7. How long we keep information

We keep personal information only for as long as we need it. Where we are required to keep records for a set period, we follow that requirement.

Subject	Retention period	Details
Website enquiries that do not lead to tuition	Up to 12 months from last contact	Kept so we can respond to follow-up contact, then deleted.
Students, parents, guardians and carers	From first enquiry to 24 months after tuition ends	We gather information when tuition requests are received. Once tuition ceases the information is deleted after 24 months, unless we must keep it longer for safeguarding or legal reasons.
Safeguarding and child protection records	Retained in line with statutory guidance and, where applicable, the requirements of the commissioning school or local authority	Safeguarding records are kept longer than general tuition records because they may be needed for the protection of children or for future inquiries.
Tutors and staff (personnel files)	From induction up to 6 years after leaving Powertutors Limited	After six years the staff file is deleted. Limited records may be kept longer where a legal or safeguarding reason requires it.
DBS certificate information	Destroyed within 6 months of the recruitment or suitability decision	We keep only a record of the fact a check was carried out, the certificate number, the date and the recruitment decision.
Unsuccessful applicants	Up to 12 months from the outcome of the application	Kept in case a similar role arises and to deal with any query about the decision, then deleted.
Commissioning and school contacts	From joining to leaving the role	Contact details are deleted when the individual leaves the role.
Contracts, invoices and accounting records	6 years from the end of the financial year they relate to	Kept to meet HMRC and Companies Act requirements.
Website analytics information	Up to 14 months	Held in aggregated or pseudonymised form and used only to understand how our website is used.

At the end of the retention period we securely delete or destroy the information. Where we need to keep information for research or statistical purposes we anonymise it first, so it can no longer identify anyone.

8. Who we share information with

Others we share personal information with

Parents, guardians and carers
Local authorities and local councils
Schools, academies and other education establishments, including where tuition is commissioned by them
Social services
Pupil Referral Units (PRUs) or Education Otherwise Than At School (EOTAS) centres
Organisations we need to share information with for safeguarding reasons, including the police and the local authority designated officer
Examination boards and awarding bodies, where relevant to a student’s qualifications
The Disclosure and Barring Service and, where a safeguarding concern requires it, the Teaching Regulation Agency
Our tutors and staff, who see only the information they need to deliver and safeguard tuition
Our professional advisers, including accountants, insurers, auditors and legal advisers
HM Revenue & Customs and other regulators or public authorities, where the law requires it
Suppliers who process information on our behalf under a written contract, including our IT and email provider (Microsoft 365), our tuition management and CRM system, and providers of online lesson, payroll, accounting and secure file storage services

We do not sell your personal information, and we do not share it with third parties for their own marketing purposes.

9. Transferring information outside the UK

We aim to keep personal information within the UK or the European Economic Area. Some of our suppliers, or their support teams, are based outside the UK, which means your information may be transferred abroad. Where that happens, we make sure the transfer is covered by one of the safeguards allowed under UK data protection law, such as UK adequacy regulations, the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with an assessment of the protection the information will receive.

You can ask us for details of the safeguards that apply to a particular transfer using the contact details in section 1.

10. How we keep information safe

We take appropriate technical and organisational measures to protect personal information against loss, misuse and unauthorised access. These include:

Access controls, so that tutors and staff see only the information they need
Multi-factor authentication and strong password requirements on our systems
Encrypted email, storage and devices
Written contracts with the suppliers who handle information on our behalf
Data protection and safeguarding training for our tutors and staff
A process for identifying, recording and reporting personal data breaches, including reporting to the ICO within 72 hours where the law requires it, and telling affected individuals where there is a high risk to them

11. Children and young people

Most of the students we work with are children or young people. We recognise that children need particular protection when their personal information is used, and we take their needs and best interests into account when deciding how to handle it.
In practice this means we collect the minimum information needed to deliver and safeguard tuition, we explain what we do with it in language a young person can understand when we deal with them directly, and we do not use children’s information for marketing or profiling.
Children have the same data protection rights as adults, including the right to ask for a copy of their information. A parent, guardian or carer can usually make a request on a child’s behalf. Where a child is old enough to understand their rights, we will consider a request from the child themselves, and we may ask for the child’s views before releasing their information to someone else. Nothing in

this notice prevents us from sharing information without consent where it is necessary to protect a child from harm.

12. Automated decision-making and profiling

We do not make decisions about you by wholly automated means, and we do not carry out profiling that has a legal or similarly significant effect on you. Decisions about tuition arrangements, matching a tutor to a student, and recruitment are made by our staff. If this changes, we will update this notice and tell you what it means for your rights.

13. Changes to this notice

We review this notice regularly and will update it when our services or the law change. The date at the top of this notice shows when it was last updated. Where a change materially affects how we use your personal information, we will tell you directly, for example by email.

14. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details in section 1. Please give us as much detail as you can about what has happened, so that we can look into it properly.
We will acknowledge your complaint within 30 days of receiving it, look into it in a way that is reasonable and proportionate to the issues you have raised, and tell you the outcome without undue delay. If you need help making a complaint, or would like us to communicate in a different way, please tell us and we will try to accommodate it.
If you remain unhappy with how we have used your information after raising a complaint with us, you can also complain to the ICO. The ICO may ask whether you have complained to us first.

The ICO’s contact details:
• Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• Helpline number: 0303 123 1113
• Website: ico.org.uk/make-a-complaint

Last updated

8 September 2026