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Privacy Policy

  • PRIVACY & DATA PROTECTION

Introduction

Top Mark Tuition Centre Limited is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal information when you visit our website (topmarkchingford.co.uk), enquire about our services, or enrol a child in one of our tuition courses.We take particular care with the personal data of children, and this policy sets out the extra safeguards we apply as a result.

This policy is issued in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

Top Mark Tuition Centre Limited is the data controller responsible for your personal data.

Information We Collect

Depending on how you interact with us, we may collect:

  • Full name, email address, phone number
  • Details submitted via our contact and enrolment forms (e.g. course of interest, preferred contact times, messages)
  • Billing/payment details when a course is booked (processed securely — see Section 7)
  • Subjects and academic level, National Curriculum stage
  • Special educational needs or learning support requirements, where a parent/guardian chooses to share this so we can tailor tuition appropriately

How We Use Your Information

Depending on how you interact with us, we may collect:

  • To respond to enquiries and provide information about our courses
  • To process enrolments and manage bookings for tuition sessions
  • To match a student with an appropriate tutor and tailor lessons to their curriculum level and needs
  • To carry out safeguarding checks and maintain a safe learning environment (including verifying tutor DBS checks internally)
  • To process payments and maintain financial records
  • To communicate about scheduling, progress updates, and course administration
  • To send marketing communications where you have consented (you can opt out at any time)
  • To send marketing To improve our website and services through analyticswhere you have consented (you can opt out at any time)
  • To comply with our legal, regulatory, and safeguarding obligations

Legal Basis for Processing

We rely on the following legal bases under UK GDPR:

  • Consent — for marketing communications and optional data such as SEN information
  • Contract — to provide tuition services you have booked with us
  • Legitimate interests — to respond to enquiries, improve our services, and ensure safe delivery of tuition
  • Legal obligation — where we must retain records for safeguarding, tax, or regulatory purposes

Where a child is under 13, we obtain consent from a parent or legal guardian before collecting personal data, and all enrolment and enquiry forms are intended to be completed by a parent or guardian on the child’s behalf.

Sharing Your Information

We do not sell personal data. We may share information with:

  • Tutors directly delivering sessions to the student, on a need-to-know basis
  • IT and website service providers (e.g. website hosting, form processing) who process data on our behalf under contract
  • Payment processors, to handle course fees securely
  • Regulatory or safeguarding authorities, where required by law (e.g. a safeguarding concern)
  • Professional advisors (accountants, legal advisors) where necessary

We do not transfer personal data outside the UK/EEA unless a service provider requires it, in which case we ensure appropriate safeguards (such as UK Government-approved standard contractual clauses) are in place.

Payment Information

Where course fees are paid online, payment card details are processed by our secure third-party payment provider and are not stored on our own servers.

Cookies

Our website may use cookies and similar technologies to:

  • Enable core website functionality
  • Understand how visitors use the site (analytics)
  • Support the booking/enquiry forms

You can control or disable cookies through your browser settings. Disabling some cookies may affect site functionality.

Data Retention

We retain personal data only for as long as necessary:

  • Enquiry data (no enrolment follows): typically up to 12 months
  • Student and enrolment records: for the duration of tuition plus a reasonable period afterwards to meet safeguarding, educational, and legal record-keeping obligations
  • Financial records: as required by UK tax law (currently 6 years)

After these periods, data is securely deleted or anonymised.

Your Rights

Under UK GDPR, you (or a parent/guardian acting on a child’s behalf) have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request erasure of your data ("right to be forgotten"), subject to our legal/safeguarding obligations
  • Restrict or object to certain processing
  • Request data portability
  • Withdraw consent at any time where processing is based on consent
  • Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk

To exercise any of these rights, contact us at office@topmarkchingford.co.uk

Children's Privacy and Safeguarding

Top Mark Tuition Centre is committed to safeguarding and promoting the welfare of every child in our care. All tutors are DBS-checked, and we handle children’s personal data with particular care:

  • We only collect data about a child that is necessary to provide safe, appropriate tuition
  • Enrolment and consent are obtained from a parent or legal guardian
  • Access to student data is limited to staff and tutors directly involved in that student's education
  • Any safeguarding concern will be handled in line with our safeguarding policy and, where necessary, reported to the appropriate authorities

Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction, including secure website hosting, restricted staff access, and secure storage of records.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The “Last updated” date at the top of this page will indicate when changes were made. We encourage you to review this page periodically.

Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Top Mark Tuition Centre Limited 39 Station Road, Chingford, London, England, E4 7BJ Email: office@topmarkchingford.co.uk Phone: +44 20 3325 1514

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