Privacy Notice

The Purpose of this privacy notice is to explain how Driven Tutors Ltd processes personal data to fulfil their data protection responsibilities relating to the following data subjects:

• associated tutors and staffs
• Schools, pupils, parents and guardians under the provision of tuition under the National Tutoring Programme (NTP).

This notice covers the instances where students are tutored under arrangements of their school, in the home environment and on-line.

The role of Driven Tutors Ltd is that of a data controller where it determines the purpose and use of the personal data being processed. Once received it becomes the responsibility of the Data Protection Officer (DPO) to ensure that it is processed in accordance with the latest UK and EU data protection legislation (when applicable). Driven Tutors Ltd will be referred to as DT for the remainder of this privacy statement.

The full detail of the Data Protection Officer (DPO) as follows:

Name of Data Protection Officer: Piranavan Kirupakaran

Email address:info@driventutors.co.uk

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Please see below to understand more about the information that is asked to be shared with us and the information collected independently for the involved data subjects.

(1) Schools, pupils, parents and guardians under the provision of tuition under the National Tutoring Programme (NTP).

The sort of personal data being processed by DT will be basic contact information in the case of parents and older students and the following:

• Student’s age and date of birth
• Student’s gender and ethnicity
• Unique student number (referred to as a UPN – Unique Pupil Number
• Information on free school meals (if applicable)
• Information on special educational needs (if applicable)
• Student’s eligibility for pupil premium
• Information on whether the student is in foster care (if applicable)

The information listed will be provided by the student’s school or in some cases, directly from the parents and the students themselves.

DT will use the personal data of the parents/carers of the students, and separately the students themselves, to administer and allocate resources for tuition and to create the records of student learning. Unless otherwise requested, the outcome of the tuition will be forwarded to the National Foundation for Educational Research (NFER) for analysis.
DT’s duty of confidentiality means that DT staff will treat your personal data with respect and in confidence. We also expect the same duty of confidentiality of all tutors hired to fulfil the services and any other third parties with whom we share personal data. DT uses reasonable organisational and technical measures to safeguard all personal data being processed regardless of whose it is.

(2) Associated tutors and staffs

The sort of personal data being processed by DT will be basic contact information in the case of tutors as follows:

• Tutor’s full name,
• Tutor’s occupation,
• Tutor’s gender, ethnicity & date of birth,
• Tutor’s contact email & mobile number,
• Tutor’s a-level and degree qualifications details, CV and covering letter or motivation letter
• your tutoring preferences,
• relevant experience, availability,
• how you heard about DT,
• your communication preferences
• DBS certificate number, DBS issue date
• Interview notes, Observation notes, record of any assessments completed, survey responses
• Medical questionnaire to confirm the tutor’s fitness to carry out the duties of the job

The information listed will be provided by tutor at the point of application and after they are successful for the tutoring position.

DT will use the personal data of the tutors for the following reasons:

• to effectively coordinate the delivery of our programme both in-school and online.
• to meet safeguarding responsibilities.
• to tailor our tutoring opportunities to the tutor’s preferences and availability;
• to advertise location-specific opportunities and logistical information to the tutor
• to manage optional additional DT -related communications to the tutor
• to record tutor’s engagement on our tutoring programmes;
• to ensure DT are engaging and recruiting a diverse range of tutors;
• to enable the evaluation of DT’s impact, improve future programme delivery and undertake quality assurance activities.

For unsuccessful applicant, information provided as part of the job application including CV, cover letter, references, interview notes and records of assessments notes completed as part of the application, will be deleted approximately six months after the date of being informed of being an unsuccessful applicant.

DT’s duty of confidentiality means that DT staff will treat your personal data with respect and in confidence. We also expect the same duty of confidentiality with all third parties with whom we share personal data. DT uses reasonable organisational and technical measures to safeguard all personal data being processed regardless of whose it is.

DT processes personal data against a lawful basis in the instances described below:

• To fulfil our contractual responsibilities under the NTP programme including providing learning outcomes to the NFER;
• With the explicit consent of parents/carers and students themselves (as applicable) for the processing of any special category data as defined by the GDPR and that is provided to DT.
• To respond to general enquiries, we will use our legitimate interests;
• To comply with our legal obligations including reporting instances of unusual student activity/ behaviour; and
• When acting in the vital interests of the students.

Please note that DT does not establish explicit consent for processing of special category data as this is established by the school beforehand. If a parent or student wishes to withdraw their consent for certain processing activity they are to contact the school where the consent was originally given.

In all cases the processing of personal data by DT shall be processed in accordance with the 6 principles of data protection:

• DT will share personal data, but only when absolutely necessary, with: Tutors assigned to provide the relevant services; The National Foundation for Educational Research (NFER); and Third-party IT support staff.
• DT will process your data in the UK and it is backed up on a contractual basis with a trusted third party, whose servers are based in the UK. DT follows a retention schedule to determine the length of time it holds different types of personal data.

The retention schedule is shown below:

• Contact data is stored for 6 years after our last contact with you unless we receive a valid request to erasure from you;
• Routine correspondence in electronic format as well as in hard copy, will be retained for 3 years after our last contact with you; and
• By exception, documentation that includes personal data may be retained by DT beyond the schedule, but only for a specific purpose and only when DT believes there is a legitimate interest or a legal obligation to do so.
• At the end of the retention schedule DT will either return, destroy or delete your personal data and any associated emails or relevant documentation. If it is technically impractical to delete electronic copies of personal data, it will put it beyond operational use. It should be noted that DT allows up to 3 months after the end of the schedule to complete this action.

The General Data Protection Regulation defines the rights that you have (although these do not apply in all situations), For convenience, these rights are shown below:

• Right to be informed as to how your personal data is being processed by us – this is done through this notice;
• Right to access your personal data held by us which is done by making a ‘Data Subject Access Request’ (DSAR) to the DT DPO;
• Right to rectification of your personal data if you believe DT has collected it incorrectly or it needs to be updated;
• Right to erasure of your personal data for which we no longer have a legitimate purpose to process or where your interests outweigh our own;
• Right to restrict processing under certain circumstances, during which time your personal data but will not be in operational use until the related matter is resolved;
• Right to data portability of your personal data in a machine-readable version, as you have provided but only applicable to data provided with your consent or under contract;
• Right to object to DT processing your personal data for which it does not have a legal or contractual obligation; and
• Rights related to automated decision making and profiling (however DT does not use these techniques in its decision making).

Further details on data subjects’ rights can be found on the Information Commissioner’s Office (ICO) website: https://ico.org.uk.

Raising concerns, exercising rights or making queries about our processing of personal data can be done by contacting the DPO. Please be aware that we will need to verify your identity before responding fully, therefore, you may be asked for proof of your ID. Alternatively, you may wish to contact the ICO directly, using the details provided above, but naturally we would welcome the opportunity to handle any concerns you have first.