Privacy Policy

Introduction

Slough Tuition Centre is committed to protecting the privacy and security of visitors to our website, our staff, pupils and schools.

This privacy policy will help you understand how Slough Tuition Centre uses and protects the data you provide to us.

We reserve the right to change this policy at any given time, of which you will be promptly updated. If you want to make sure that you are up to date with the latest changes, we advise you to frequently visit sloughtuition.com/privacy-policy

Privacy Policy for Website Users

Slough Tuition Centre is committed to protecting the privacy and security of visitors to our website. This policy applies to sloughtuition.com.

Cookie Policy

A cookie is a small file which asks permission to be placed on your computer’s hard drive when you access a website. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used, and to see if any online advertising we use is bringing people to our website. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for analysis purposes.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

Via your browser settings, you can block or allow all cookies, as well as delete them:

Data Colleciton

We automatically collect usage data, such as the number of visitors and frequency of visits to this site, via Google Analytics. This data may include information about your entry and exit point from the website, your IP address and what browser you are using. This information allows us to gauge our website user demographics and  the popularity of different pages on our website, including where our visitors are going, and how much time they spend there.

We only request personally identifiable information, such as address, when an individual chooses to complete our online student application form. Please see our ‘Action Tutoring privacy and data policy for students for more information on this.

Copyright

No part of this website, including information, images, logos, photos, and overall appearance of the site, may be copied, republished, broadcast or reproduced without the prior written permission of the copyright holders, except for your own personal or non-commercial use.

Website Content

All reasonable efforts are made to maintain the accuracy of the content on this website, however we cannot take responsibility for omissions or errors. If you identify inaccurate information, please contact us with the details provided below and we will rectify the content.

Links to Other Websites

Our website may contain links to other websites of interest, including our social media pages. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Acceptance of the terms in this Privacy Policy

By using this site, you signify consent to the arrangements outlined in this policy. If you do not agree with this privacy policy, please do not use our site. We reserve the right, at our discretion, to change, add or remove portions of this policy at any time. Your continued use of this website following changes to this policy means you accept the changes we make.

Private Policy for Tutors

This privacy policy sets out how Slough Tuition Centre uses and protects any information that you provide us with when completing an online application form to become a tutor, as well as any further information we record relating to your active tutoring with us.

Slough Tuition Centre is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy policy.

Slough Tuition Centre may change this policy from time to time. You should check this page from time to time to ensure that you are happy with any changes. The current version of this policy is effective from 26th August 2020.

Contact Us

To contact us in relation to any of the information contained in this policy notice, or to pursue any of your rights under the General Data Protection Regulation (further information below), please email: support@sloughtuition.com.

What information we record and use

We record and use the following information only when you apply to tutor with us:

• name and occupation;
• contact information including mobile number, email address and postal address;
• demographic information such as gender, date of birth, academic qualifications, experience, availability and volunteering preferences;
• indication of any convictions, cautions, reprimands or final warnings that are not “protected” as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013);
• other information directly relevant to tutor applications or tutoring in schools.

f you are successful in applying to tutor with us, we may record and use the following further information:

• your DBS status including its issue date and certificate number, and a copy of your certificate where relevant
• your tutoring history with us, and notes on your engagement and attendance at tutoring sessions;
• content of any feedback surveys, case studies or quotes you voluntarily provide;
• pupils you have worked with and academic topics covered in your sessions.
• video recordings of any sessions you deliver online.

Why we record and use this information

Slough Tuition Centre considers the information we record and use to fall within the reasonable expectations and legitimate interests of individuals who voluntarily complete our online application and go on to tutor with us. Information recorded from when you apply to tutor with us is primarily used to assess your suitability as a tutor in schools with the young people we specifically support, and for the following reasons:

• to meet our responsibilities in relation to child protection and safeguarding;
• to ensure we are engaging and recruiting a diverse range of volunteers;
• to tailor our volunteering opportunities to your preferences and availability;
• to record your engagement on our tutoring programmes;
• to advertise location-specific tutoring opportunities and logistical information to you during your volunteer activities, as well as additional Slough Tuition Centre-related communications (detailed in following section).
• to analyse and improve our programme delivery and impact.

Further information we record or request if you are successful in applying to tutor with us may be used in order to:

• meet our responsibilities in relation to child protection and safeguarding;
• record your engagement on our tutoring programmes;
• analyse and improve our programme delivery and impact.

How we process and use DBS Checks

To meet our responsibilities in relation to child protection and safeguarding, it is necessary for all our tutors to complete a full enhanced DBS check, of which Slough Tuition Centre will cover the cost.

You will need to complete an initial online DBS application form, and then show us the necessary identification for a member of our team to complete your application. Completing the DBS application will involve providing some of your personal details to Check and allowing Slough Tuition Centre to take temporary copies of your ID documents, such as your passport or driving licence. These copies will be destroyed after your application is complete.

If your DBS certificate is clear, we will share your DBS certificate details with partner schools in order to meet our safeguarding responsibilities. If your DBS certificate has a caution or conviction, we will request further details from you in order to complete a risk assessment, which we will then ask you to approve as consent for us to share this information and a copy of your certificate with our partner schools.

Please note that once you have given permission for us to share details of a DBS certificate to a partner school, we cannot guarantee a school’s policy to securely store the information, or only retain the details for a limited time.

How we communicate with you using this information

Slough Tuition Centre may contact you via email, phone text or post.

Aside from advertising tutoring opportunities and communicating logistical information to you during your tutor activities (‘core communications’), Slough Tuition Centre may periodically contact you via email with ‘additional communications’ if you consent to receiving these. These could include;

• newsletters, job vacancy and education policy updates;
• information about events relevant to you, such as optional Slough Tuition Centre focus groups, tutor socials
• invitations to complete optional marketing surveys or undertake word-of-mouth promotion of Slough Tuition Centre to friends or colleagues.

You are presented with a clear choice to opt-in to these additional communications in your application form.  If you decide at a later date that you no longer wish to receive these additional communications, our emails include clear and easy opportunities to opt-out of these additional communications, or you can also contact us at any time via email: support@sloughtuition.com.  You can also email us at this address if you would like no further contact from Slough Tuition Centre entirely, including our core communications.  Please allow five working days for us to process these requests.

After two years of inactivity, we will cease any further communication with you.

How we store, maintain and keep this information

We are committed to ensuring that your information is stored securely. In order to prevent unauthorised access or disclosure, we have put in place physical, electronic and managerial procedures to safeguard and secure it, including:

• the use of a limited access and password protected database;
• suitable cyber-security safeguards and best practices;
• secure and timely destruction of any additional digital or hard-copies of information beyond that which is recorded on our database.

Information is updated on an ongoing basis, as and when it is found to be inaccurate or when updated information is provided to us by individuals, without delay.

 

Information recorded at the volunteer application stage and during any tutoring activities with Slough Tuition Centre may be retained on a long-term basis in order to:

• meet our responsibilities in relation to child protection and safeguarding;
• maintain a record of unsuccessful applications;
• maintain a record of individual requests to restrict further use or ‘processing’ of their personal information, or requests for Slough Tuition Centre to cease contacting them, in order to respect these requests in future;
• to ensure we don’t accidentally duplicate information;
• to provide references for volunteers after they have volunteered with us.

 

The privacy policy of our online video platform provider, Zoom, can be found on zoom.com. Video recordings of online tutoring sessions are kept for approximately one full academic term after a programme of tutoring has finished.

If we share this information

Slough Tuition Centre may use your information in an aggregated and anonymised format in order to undertake statistical analysis or share reports with third parties.

We may share some of your personal information, in an un-anonymised format, with our partner schools, in order to coordinate tutor-pupil pairings at your tutoring sessions. If your DBS is clear, we will share your DBS certificate details with partner schools in order to meet our safeguarding responsibilities. If your DBS is flagged, we will not share any details with our partner schools without your permission (see section on ‘How we process and use DBS checks’).

We will not sell, distribute or lease your personal information to any other third parties unless we have your permission or are required by law to do so.

How to control your informaiton

Slough Tuition Centre is committed to accommodating your rights under the General Data Protection Regulation, which include:

• Your right to be fully informed on how your information is processed by Slough Tuition Centre. If you have any questions about the guidance provided in this policy notice, or would like further detail on specific sections, then please address your query to the contact details provided below.
• Your right to access the personal information Slough Tuition Centre has recorded about you. If you require a copy of the personal data Slough Tuition Centre has recorded about you, please make this request using the contact details provided in this notice and the information will be provided you in an electronic format as soon as possible, within one month at the latest. We will need to confirm your identity to provide this information.
• Your right to rectify the personal information Slough Tuition Centre has recorded about you if it is inaccurate or incomplete. If you believe that any of the information we are holding is inaccurate or incomplete, please contact us as soon as possible using the contact details provided below. We will promptly correct any information found to be incorrect.
• Your right to erase the personal information Slough Tuition Centre has recorded about you. You may request the deletion or removal of the personal data Slough Tuition Centre has recorded about you where there is no compelling reason for it to be kept. We may need to retain some specific information recorded at the volunteer application stage and during any voluntary activities with Slough Tuition Centre – for examples, see section: ‘How we store, maintain and keep this information’.
• Your right to restrict or object to the further use or ‘processing’ of your personal information by Slough Tuition Centre. Please use the contact details provided to inform of us of any wish to restrict or object to the further use of your personal information. Note that we may need to retain some specific identifying information in order to respect your restriction or objection in future.

To contact us in relation to any of the information contained in this policy notice, to make a complaint, or to pursue any of your rights under the General Data Protection Regulation, please email: support@sloughtuition.com.

Privacy Policy for Schools

Slough Tuition Centre has a policy on data in order to ensure that data is:

• recorded and used fairly and lawfully;
• used for specific, stated purposes;
• used in a way that is adequate and relevant;
• handled according to individual’s data protection rights;
• kept safe and secure.

The policy serves to:

• make clear to schools and related parties such as parents and pupils what information may be requested and how it will be recorded and used;
• guide Slough Tuition Centre employee use of data, ensuring data is being used solely for appropriate purposes;
• guide funding bodies, grant making trusts and researchers about the data Slough Tuition Centre may reasonably be able to provide.

Scope

Slough Tuition Centre asks schools to provide data on the pupils they put forward for participation in the tutoring programme for the following reasons:

• to effectively coordinate its programme delivery in schools and online;
• to enable the monitoring and evaluation of Slough Tuition Centre’s impact and improve programme delivery;
• to enable Slough Tuition Centre to share evaluation findings with schools for their own internal monitoring purposes;
• to enable Slough Tuition Centre to successfully fundraise, to keep costs to schools low.

Data Collection

Slough Tuition Centre provides schools with a data collection spreadsheet and asks schools to provide, in advance of the first scheduled tutoring session, relevant information about each pupil taking part in the programme. This may include their name, gender, date of birth, Pupil Premium status, other circumstances of disadvantage, subject ability, unique pupil reference number and any additional pupil engagement-related guidance which the school feels important to share.

In secondary schools, Slough Tuition Centre may ask schools to provide pupils’ final GCSE results in both English Language, English Literature and maths.

In primary schools, Action Tutoring may ask schools to provide pupils’ final SAT results in reading, writing and maths.

Slough Tuition Centre tracks pupil and tutor attendance, as well as their engagement on tutoring programmes and the academic topics they have covered during their sessions. Pupils, tutors and teachers are also invited to complete surveys during their engagement with Slough Tuition Centre.

Data Storage and Retention

We are committed to ensuring that any data provided by schools is stored securely. In order to prevent unauthorised access or disclosure, we have put in place physical, electronic and managerial procedures to safeguard and secure it, including:

• the use of a limited access and password protected database;
• suitable cyber-security safeguards and best practices;
• secure and timely destruction of any additional digital or hard-copies of sensitive data beyond that which is recorded on our database for legitimate purposes.

The initial pupil data provided by schools, alongside the additional attendance and engagement data recorded on our database during their participation with Slough Tuition Centre will be pseudonymised approximately two academic years after their time on the programme ends.  Video recordings of online tutoring sessions are kept for approximately one full academic term after a programme of tutoring has finished.

Access and Sharing Data

Access to individual pupil-level data will not be open to or shared with third parties except for;

• where standard pupil information (e.g. pupil name, year group, subject ability and engagement guidance from the school) is shared with tutors where relevant for tailoring their tutoring toward pupil needs. If voluntarily provided by the school, GCSE/SAT results may be shared with tutors, but only in relation to those pupils they directly supported;
• where Slough Tuition Centre works closely with certain funders and consultants who provide ongoing management and consultancy support to improve our programme delivery and drive impact. Unless an agreement of confidentiality is in place, data will be anonymised.

Publication of Data

Anonymous and aggregated data may be published on the Slough Tuition Centre website and used in published materials, such as Slough Tuition Centre’s annual report for funders.

Partner schools agree to being named as working with Slough Tuition Centre.

Individual pupil-level data will not be published.

Consent

Schools

The school must provide the requested data for pupils participating on the programme to Slough Tuition Centre in advance of the first tutoring session, and agree to it being used as detailed in this policy.

Pupils and Parents

All parents/guardians should receive an ‘Slough Tuition Centre Parent Letter’, prepared by Slough Tuition Centre but distributed to them via the school, which details the way in which Slough Tuition Centre and the school plan to exchange, store and use information about their child for the purposes detailed in this policy. The letter will prompt parents/guardians to confirm with their child’s school whether their child takes part in the programme.

During their engagement with Slough Tuition Centre, pupils are invited to complete feedback surveys, which may also invite them to provide an endorsement or quotation relating to their experience of the programme. They can choose whether they wish their first name and school to be used, or whether they wish this to be fully anonymous

External Impact Evaluation

Slough Tuition Centre have worked with external evaluators to carry out impact evaluations, comparing the results of pupils supported by Slough Tuition Centre against a control group of similar pupils who have not received Slough Tuition Centre support. The control groups were constructed using the National Pupil Database (NPD). Slough Tuition Centre may request unique pupil numbers (UPNs) from partner schools in order for current and future evaluators to match tutored pupils with a control group on the NPD.  This data will not be used for any other purposes than those stated in this policy and will be subject to the same data protection regulations.