Privacy policy
How we use your information
This privacy notice outlines what you can expect from Beaulieu Online College ("we", "our", or "us") when we collect personal information from you. By requesting or using our services, you accept and consent to our use of your personal data as detailed in this policy.
We believe that trust is essential in the provision of educational services. We are committed to being transparent about the data we collect, why we collect it, and how we use it. We only collect information that is necessary for us to deliver the services you have requested.
Parents and prospective students
When we receive an enquiry, we create a file containing your details. This may include contact information such as name, gender, address, and the reason for seeking tuition. To introduce a suitable tutor or provide academic consultation, we will also request your child’s name, school, age, date of birth, and academic profile. We may ask how you heard about us to help direct our advertising efficiently.
We only use this personal information to respond to your enquiry and to source appropriate educational support. We may share relevant details with tutors, but only the information necessary to ensure a successful match. All data is stored securely and access is restricted to authorised personnel only.
Tutors and prospective tutors
When you enquire about working with us, we may request your CV and other relevant personal data, including name, gender, address, contact details, education history, qualifications, skills, interests, and a photograph. This enables us to assess your suitability for roles and to match you with students appropriately. Some of this information may be used to build a tutor profile for use on our website; public profiles will not include your surname or direct contact details.
When we send your profile to a prospective parent or student, your full name and professional qualifications will be shared. We use our CRM system to match your skills to appropriate placements. We securely store your DBS certificate number, references, and bank details for payment processing. A valid DBS is required to work with us, based on our legitimate interest in ensuring student safety.
We assume that by applying to work with us, you consent to the use and sharing of your data for these purposes. We will always act with discretion and only share information on a need-to-know basis.
Visitors to our website
We collect standard internet log data and visitor behaviour patterns to assess usage of our website. This data does not identify individuals and is processed anonymously using tools such as Google Analytics. Cookies are used to collect this data, which is then transmitted to Google. This information helps us understand user behaviour and improve the website experience.
We do not attempt to identify users or associate IP addresses with individuals. If we do need to collect personally identifiable information via the website, we will be transparent and explain what we are collecting and why.
Job applicants and employees
When individuals apply for roles at Beaulieu Online College, we use the information they provide to process applications and monitor recruitment. References and DBS checks will only be requested with your knowledge. Personal information of unsuccessful applicants is retained only as long as necessary.
For employees, we maintain a secure employment file used solely for employment-related purposes. Files are retained in line with our retention policy and securely deleted thereafter.
Data protection and security
We are committed to protecting your data. Measures include:
- Strong password-protected access to systems and networks
- Periodic password changes
- Secure, encrypted storage infrastructure
- Antivirus and anti-malware software
- Firewall protection for all networks
While we strive to secure your data, we cannot guarantee the security of data transmitted over the internet.
Complaints and queries
We aim for high standards in data handling and welcome feedback. If you believe our use of data is inappropriate or misleading, or if you have suggestions, please contact us. This policy summarises key points, but additional details are available on request.
Your rights
You have the right to:
- Access your data
- Correct or delete your data
- Restrict processing
- Object to processing
- Avoid automated decision-making
Upon request, we will erase your personal data except information required by law (e.g., billing records). Basic contact data can be provided as a .csv file. Detailed profile data may be copied from your account. We cannot provide full exports, but we can send screenshots where needed.
Restriction of processing
If you wish us to stop processing your data, contact us by phone, email or in writing.
Accessing your information
To access personal data we hold, submit a subject access request. We will describe what data we hold, why, and to whom it may be disclosed. Proof of identity may be required. We aim to respond within 30 days. Requests may be free of charge unless excessive.
Disclosure
We will not disclose personal data without consent unless required by law. Our policy does not cover external websites linked to ours; we recommend reviewing their privacy policies.
Use of data
We use data to fulfil our legitimate interests in education, including matching students with tutors. Initially, we withhold personal contact details until both parties confirm an agreement to proceed. Tutors are vetted, interviewed and required to provide DBS certification. Parents pay registration fees and share address and contact details for administration.We may use data to submit applications on your behalf (e.g., school or university placements), to conduct internal analytics, or to evaluate business performance. Such analytics are anonymised.We do not share personal data with external organisations without your explicit consent.We may use personal data to recover debts or inform you of service changes. In some cases, we may share contact details with partners where contractually agreed by you and where it is strictly necessary for service delivery.
Newsletters and communications
We may contact you with updates on educational services or courses. These communications are sent only to registered clients or those who have opted in. You can opt out at any time. We may use cookies for remarketing campaigns or your email for targeted ads, but we do not sell or share data with third parties.Your feedback may be collected via surveys. Any comments used for marketing will be anonymised unless we receive your specific permission.
Lawful basis
We rely on the Legitimate Interests basis to collect and use your data. This includes providing tuition services, managing accounts, and informing you about our offerings. We only collect data essential to these services and assess the impact on your privacy to ensure fairness. Data is retained only as long as necessary and can be deleted upon request.
Consent
By entering into an agreement with Beaulieu Online College, you give consent for your data to be used as required to fulfil that agreement.
Data breaches
We have strict procedures to prevent data breaches. If a breach presents a high risk to individual rights, we will notify affected individuals and the relevant authorities.
Contact
If you have any questions about this policy or would like to exercise your data rights, please contact our Data Protection Officer at:
Beaulieu Online College
Data Protection Officer
61a Centenary Way, Chelmsford, Essex, CM1 6AU
bocadmin@beaulieucollege.com