1. General:

 

Here at Excelsior Tutors, it is one our top priorities to protect your data and privacy. We do require personal information, such as your full name, postal address, email address and phone number. This information allows us to effectively communicate with you to deliver our services. We may also use these contact details to deliver you information and updates about the services we offer. If you would like our services delivered directly to your child’s devices (with your oversight in the same WhatsApp group chat), then we may require their phone number for this purpose. We also let you know the reasons why we must collect this data. What data we do store will remain protected, and after a specified period, will be deleted from our records. We do not share any of your personal information publicly, except when required to by law. You are free to refuse our requests for your information, but in turn we may be unable to provide you with our services. Your continued use of this company will be used as an indication of continued acceptance of this privacy policy.

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2. Your Data:

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2.1 Whilst using our website, we may process your data for our website analytics system through our website provider. This includes the IP address, browser type, length of visit, page views, referral source, frequency of use of our website and the country from which you are browsing. This data may be used to improve our website’s performance and the legal basis for this usage is the legitimate interest of our company.

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2.2 For students/parents/legal guardians - In terms of your transactional data, you will be provided with invoices to be paid by bank transfer. This will be sent across email, and we will request your billing address for this. Whilst we will attempt to always keep our email secure and protect your data, this cannot be guaranteed, and it is recommended that you have anti-viral and anti-malware software installed on your devices. Upon transfer, your full name and bank of use will be visible to us. Your transaction for our services will then be registered before lessons can proceed. We may supply your transactional data to our accountant(s) to better manage our financial records.

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2.3 For tutors – In terms of your transactional data, your bank details will be stored so that you can be paid quickly and efficiently. You will supply these once you are confirmed as a tutor. Your details will also be visible to our accountant(s). A record will also be kept detailing the transactions delivered to you over the course of the academic year.

 

2.4 Your personal data may be processed if required to do so in the exercise and/or defence of legal claims. This allows us to protect both ours and your legal rights.

 

2.5 For students – We may request reviews and testimonials from you after using our services. We will also seek your consent to post these on our website if we desire to do so. We will ask you if you would rather us use your first name or an alias for this purpose. This information will also be used to improve our services in the future. Your reviews will be deleted if they contain inappropriate/unlawful content such as racist, sexual, insulting, vulgar, violent and immoral content.

 

2.6 For tutors – You will be required to submit your first name, a blurb and a picture to be uploaded onto our website for the public to see. Excelsior Tutors reserves the right to delete your content and remove you as a tutor if your content contains inappropriate/unlawful content, copied content to which you do not have the rights to and content which poses a security risk, such as viruses.

 

2.7 As our tutoring chats run on WhatsApp, these chats will be archived after the chat has not been used for an extended period. As a result of this, the messages in chat will still be available should any party wish to view them. These communications will not be shared with any other party outside of the chat unless it is legal requirement to do so such as in court proceedings or with other relevant law enforcement authorities.

 

2.8 Please do not supply us with any personal data that does not belong to you.

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3. Retention of data:

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Your personal data and communication data will be retained and kept on record for a minimum period of one year and a maximum period of five years from when you last engage with our company. Your data is retained for this period to provide references to any responses to claims for damages that you may make and for any legal proceedings that may be made during this period.

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4. Your rights:

 

4.1 Under data protection law, your rights are:

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• the right to access; - You have the right to confirmation of whether we possess your personal data, whether we process this and the purposes behind this. Upon request, we can provide you with a copy of your personal data that we have access to, given that it does not infringe upon the rights and freedoms of others. We aim to send you this copy within 96 hours.

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• the right to rectification; - You have the right to rectify any personal data that is previously incorrect.

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• the right to erasure; - In some circumstances you have the right to immediate erasure of your personal data. These include: the personal data no longer being necessary for the purpose to which it was collected; you object to the processing under certain rules of the data protection law; and when your personal data has been unlawfully processed. Exclusions to this request include when processing is necessary for exercising the right of freedom of information for compliance with legal requirements and for use in legal claims.

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• the right to restrict processing; - In some circumstances, you have the right to restrict the use of your personal data. These include: if you contest the accuracy of your personal data; the processing of the personal data is unlawful; or we no longer need your personal data for processing (in this case we may still store your personal data without processing it).

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• the right to object to processing; - You may object to the processing of your personal data, but only to the extent that the legal basis is that the processing is necessary for the exercise of an official party. If you make this objection, the use of your personal data will cease, unless we can prove on legitimate grounds that processing your personal data overrides your interests or the processing is required for legal claims.

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• the right to data portability; - You have the right to object to the use of your personal data for direct marketing. If you choose to do this, we will cease direct marketing to you.

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• the right to complain to a supervisory authority; and

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• the right to withdraw consent. – The legal basis for our processing of your personal information given by your consent. However, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

 

4.2 If you wish to exercise these rights then please contact us. We aim to respond to claims within 96 hours.

 

4.3 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with the Information Commissioner’s Office.

 

4.4 No waiver policy – failure by either you or Excelsior Tutors to enforce any of these rights shall not be a waiver of your rights nor as an attempt to bar the enforcement of your rights thereof or on any future occasion.

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5. Amendments:

 

This privacy policy may be updated, with new versions published to the website. When this happens, you will be notified of these changes and pointed towards the website should you wish to review them.

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This policy is effective as of 26th September 2024