1. Who We Are
EdifyPod Learning ("EdifyPod", "we", "us", "our") is a private tutoring company based in London, UK. We are committed to protecting and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Data Controller: EdifyPod Learning, London, UK
Contact: info@edifypod.co.uk | +44 7575 075710
2. What Personal Data We Collect
We collect and process the following categories of personal data:
| Category | Examples |
|---|---|
| Identity data | Name, date of birth, school year |
| Contact data | Email address, phone number, postal address |
| Student data | Academic level, target schools, exam board, progress notes |
| Financial data | Payment records (we do not store full card details) |
| Usage data | How you interact with our website (via cookies) |
| Communications | Emails, enquiry forms, consultation notes |
3. How We Collect Your Data
We collect personal data through:
- Consultation booking forms on our website
- Direct communications by phone or email
- Ongoing tutoring sessions and progress notes
- Our website via cookies and analytics tools
4. How We Use Your Data
We use personal data for the following purposes:
- To provide and manage tutoring and educational services
- To communicate with you about sessions, progress, and scheduling
- To process payments
- To send programme information and relevant educational resources (where you have consented)
- To improve our website and services through analytics
- To comply with legal and regulatory obligations
5. Legal Basis for Processing
We process your personal data under the following legal bases:
- Contract: Processing necessary to deliver the tutoring services you have engaged us for.
- Legitimate interests: Improving our services, communicating with existing clients, and running our business effectively.
- Consent: For marketing communications and non-essential cookies, where you have given explicit consent.
- Legal obligation: Where we are required to process data to comply with the law.
6. Data Retention
We retain personal data only for as long as necessary for the purposes for which it was collected:
- Client and student records are retained for up to 3 years after the last engagement.
- Financial records are retained for 7 years in line with HMRC requirements.
- Marketing consent records are retained until you withdraw consent.
7. Sharing Your Data
We do not sell or rent your personal data to third parties. We may share data with:
- Tutors assigned to your child, on a need-to-know basis for service delivery.
- Payment processors (e.g. Stripe) who are bound by their own privacy and security standards.
- Analytics providers (e.g. Google Analytics) in anonymised or aggregated form.
- Legal or regulatory authorities where required by law.
8. Cookies
Our website uses cookies to improve your browsing experience and to analyse website traffic. Essential cookies are set automatically. Analytics and marketing cookies are only set with your consent.
You can manage cookie preferences in your browser settings at any time. Disabling non-essential cookies will not affect your ability to use our services.
9. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
- Right of access: Request a copy of the personal data we hold about you.
- Right to rectification: Request correction of inaccurate or incomplete data.
- Right to erasure: Request deletion of your data where there is no lawful basis for continued processing.
- Right to restrict processing: Request that we limit how we use your data.
- Right to data portability: Receive your data in a structured, machine-readable format.
- Right to object: Object to processing based on legitimate interests or for direct marketing.
- Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time.
To exercise any of these rights, contact us at info@edifypod.co.uk. We will respond within 30 days.
10. Data Security
We take data security seriously and implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction. These include secure data storage, access controls, and encrypted communications where applicable.
11. Children's Data
Our services involve working with children. We collect limited data about students (name, school year, academic level) only as necessary to provide tutoring services. This data is always collected from and with the consent of a parent or guardian. We do not market directly to children.
12. International Transfers
Your data is primarily processed within the UK. Where any processing involves transfers outside the UK, we ensure appropriate safeguards are in place in line with UK GDPR requirements.
13. Complaints
If you believe your data protection rights have been infringed, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Phone: 0303 123 1113
We would, however, appreciate the opportunity to address your concerns directly before you approach the ICO. Please contact us first at info@edifypod.co.uk.
14. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated date. We encourage you to review this page periodically. Continued use of our services after changes constitutes acceptance of the updated policy.
15. Contact Us
For any privacy-related questions or to exercise your rights:
- Email: info@edifypod.co.uk
- Phone: +44 7575 075710
- Address: London, UK