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This Privacy Policy explains how Twelve Oaks Tuition ("we," "us," and "our") collects, uses, shares, and protects personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR). We are committed to safeguarding the privacy and security of personal information provided to us in the course of our tuition services.
1. Data Controller
1.1 Twelve Oaks Tuition is the data controller responsible for the processing of personal data collected through our tuition services and any employment agency activities. If you have any questions or concerns regarding the processing of your personal data, please contact us using the details provided at the end of this policy.
2. Legal Basis for Processing
2.1 We process personal data based on one or more of the following legal bases:
2.1.1 Performance of a Contract: Processing is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering into a contract.
2.1.2 Legitimate Interests: Processing is necessary for our legitimate interests or the legitimate interests of a third party, provided that such interests are not overridden by your interests or fundamental rights and freedoms.
2.1.3 Compliance with Legal Obligations: Processing is necessary for compliance with a legal obligation to which we are subject.
2.1.4 Consent: Processing is based on your consent, which you may withdraw at any time.
3. Information We Collect
3.1 We collect and process various types of information, including personal data, for the following purposes:
3.1.1 Contact information (such as name, address, email address, and telephone number) to communicate with you regarding our tuition services, employment agency activities, and schedule sessions.
3.1.2 Student information (such as name, age, grade level, and academic performance) to tailor tuition sessions to individual student needs and monitor progress.
3.1.3 Tutor information (such as qualifications, experience, and feedback) to assess suitability, allocate appropriate tutors for tuition sessions, and facilitate employment agency introductions.
3.2 If you purchase our products and services, we collect billing and credit card information. This information is used to complete the purchase transaction.
3.3 Please keep in mind that if you directly disclose personally identifiable information or personally sensitive data through our public message boards, this information may be collected and used by others.
4. Use of Information
4.1 We use the information we collect for the following purposes:
4.1.1 To provide tuition services and fulfil our contractual obligations towards students, parents/guardians, schools/local authorities and/or other organisations to whom we deliver tuition services.
4.1.2 To communicate with students, parents/guardians, tutors, teachers (where applicable) and clients regarding tuition sessions, scheduling, updates, feedback, and employment agency introductions (where applicable).
4.1.3 To monitor student progress and academic performance, and provide feedback and support as necessary.
4.1.4 To comply with legal and regulatory requirements, including record-keeping, reporting, safeguarding obligations, and employment agency regulations.
4.1.5 To improve our tuition services, develop new programs, enhance the overall learning experience, and facilitate successful tutor-client introductions, where applicable.
5. Sharing of Information
5.1 We may share personal information with the following categories of recipients:
5.1.1 Tutors: We may share student information with tutors engaged, subcontracted or introduced by us to deliver tuition services and/or facilitate introductions where we act as an employment agency.
5.1.2 Parents/Guardians: We may share student information with parents/guardians to provide updates, feedback, progress reports, and employment agency introductions.
5.1.3 Clients: We may share tutor information with clients for employment agency introductions, subject to consent and agreement between parties. We will never share client information with another client without the written consent of the data subject.
5.1.4 Schools: We may share information relating to students with schools and their employees (e.g. teachers) either where the school is our client and has contracted for us to deliver tuition services to one or more of their students, or where a Parent/Guardian for the student has given us their consent, in writing, to share information with the student’s school.
5.1.5 Service Providers: We may engage third-party service providers to assist us in providing tuition services or introductions to tutors, such as IT service providers, payment processors, and administrative support.
5.1.6 Regulatory Authorities: We may disclose information to regulatory authorities or law enforcement agencies as required by law or to protect our legal rights.
5.2 We do not sell or rent personal information to third parties for marketing purposes.
6. Data Retention
6.1 We retain personal information for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The specific retention period for personal data may vary depending on the nature of the data and the purposes for which it is processed.
7. Data Subject Rights
7.1 Under applicable data protection laws, you have certain rights regarding your personal data, including:
7.1.1 Right of Access: You have the right to request access to your personal data and information about how it is processed.
7.1.2 Right to Rectification: You have the right to request the correction of inaccurate or incomplete personal data.
7.1.3 Right to Erasure: You have the right to request the deletion of your personal data under certain circumstances.
7.1.4 Right to Restriction of Processing: You have the right to request the restriction of processing of your personal data under certain circumstances.
7.1.5 Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another data controller.
7.1.6 Right to Object: You have the right to object to the processing of your personal data under certain circumstances, including processing for direct marketing purposes.
7.1.7 Right to Withdraw Consent: If processing is based on your consent, you have the right to withdraw your consent at any time.
7.2 To exercise any of these rights, or if you have any questions or concerns about the processing of your personal data, please contact us using the details provided at the end of this policy.
8. Data Security
8.1 We implement appropriate technical measures and adopt relevant policies and processes, as an organisation, in order to protect the security and confidentiality of personal information. However, please note that no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.
8.1.1 We secure your personal information from unauthorised access, use, or disclosure using the following methods: (a) SSL Protocol, (b) SSL.
8.1.2 When personal information (such as a credit card number) is transmitted to other websites, it is protected through the use of encryption, such as the Secure Sockets Layer (SSL) protocol.
8.1.3 We strive to take appropriate security measures to protect against unauthorised access to or alteration of your personal information. Unfortunately, no data transmission over the Internet or any wireless network can be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, you acknowledge that: (a) there are security and privacy limitations inherent to the Internet which are beyond our control; and (b) security, integrity, and privacy of any and all information and data exchanged between you and us through this Site cannot be guaranteed.
8.2 Special category data and data relating to children (under the age of 18) and vulnerable adults ("Sensitive Data”) that is collected and processed in accordance with this policy shall be stored subject to additional reviews by our internal team to ensure that we are satisfied that the storage and processing of that data is appropriate. In particular, Sensitive Data shall be subject to the following additional safeguards:
8.2.1 We shall review where Sensitive Data is stored periodically and at least every three (3) months to ensure that it is appropriately secured and protected.
8.2.2 We shall maintain robust processes that govern the access to and retrieval of Sensitive Data, which shall include:
8.2.2.1. Who can access Sensitive Data, and how much access they will need at any given point in time in order to discharge our duties to you or to any lawful authority;
8.2.2.2. What Sensitive Data is permitted to be used for (which shall be restricted only to that use which is reasonably necessary for us to discharge our contractual and/or statutory duties);
8.2.2.3. What processing takes place when Sensitive Data is retrieved, including guidelines about what copies might be made, what they will be used for and where they will be stored.
8.3 In the event that there was to be any data breach of any kind (either suspected or known), we will undertake to:
8.3.1 Immediately take action to assess and mitigate the extent of any such breach.
8.3.2 Take steps to promptly assess what data has been, or may have been, compromised.
8.3.3 Inform data subjects of the data breach, using clear and jargon-free language.
8.3.4 Take any measures that may be necessary in order to prevent compromised data being used by an unauthorised third party (e.g. recommending to data subjects that they change passwords that may have been compromised).
8.3.5 Where appropriate, we will keep data subjects informed of any change to the level of risk we assess exists as a result of any such breach.
9. Use of Cookies
9.1 We use cookies to help you personalise your online experience. A cookie is a text file that is placed on your hard disk by a web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you.
9.2 One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the Web server that you have returned to a specific page. For example, if you personalise pages on our site, or register with our services, a cookie helps us to recall your specific information on subsequent visits. This simplifies the process of recording your personal information, such as billing addresses, shipping addresses, and so on. When you return to the same website, the information you previously provided can be retrieved, so you can easily use the features that you customised.
9.3 You have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of our services or websites you visit.
10. Links
10.1 This website contains links to other sites. Please be aware that we are not responsible for the content or privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of any other site that collects personally identifiable information.
11. Changes to this Privacy Policy
11.1 We reserve the right to update or modify this Privacy Policy at any time. Any changes will be effective immediately upon posting the updated Privacy Policy on our website. We encourage you to review this Privacy Policy periodically for any changes.
12. Children Under Thirteen
12.1 We do not knowingly collect personally identifiable information from children under the age of thirteen. If you are under the age of thirteen, you must ask your parent or guardian for permission to use this website.
13. Disconnecting Your Twelve Oaks Tuition Account From Third Party Websites
13.1 You will be able to connect your Twelve Oaks Tuition account to third party accounts. By connecting your Twelve Oaks Tuition account to your third party account, you acknowledge and agree that you are consenting to the continuous release of information about you to others (in accordance with your privacy settings on those third party sites). If you do not want information about you, including personally identifying information, to be shared in this manner, do not use this feature. You may disconnect your account from a third-party account at any time. Users may learn how to disconnect their accounts from third-party websites by visiting their "My Account" page. Users may also contact us via email or telephone.
14. E-mail Communications
14.1 From time to time, we may contact you via email for the purpose of providing announcements, promotional offers, alerts, confirmations, surveys, and/or other general communication.
14.2 If you would like to stop receiving marketing or promotional communications via email from us, you may opt out of such communications. Customers may unsubscribe from emails by replying "STOP" or clicking on the UNSUBSCRIBE button. Through email request, customers can have their profiles removed.
15. Integration of Google Services
15.1 Google Login Data: When you choose to log in using your Google account, we collect certain information provided by Google. This may include your name, email address, and profile picture. This data is used solely for the purposes of authentication and to personalise your experience on our platform. By using Google Login, you acknowledge and agree that some of your information will be shared with Google. For more information on how Google handles your data, please refer to Google’s Privacy Policy: https://policies.google.com/privacy
15.2 Google Calendar Data:
Twelve Oaks Tuition offers calendar integration to help users track scheduled lessons and sessions. When you connect your Google Calendar, we request access to sensitive scopes in order to create and manage calendar events on your behalf. This allows us to automatically sync confirmed lessons and send reminders for upcoming sessions.
We do not access or alter existing events in your calendar unless they were created through our platform. Any events created via our system will include relevant lesson details and links for online access.
We do not use your calendar data for any purposes beyond session tracking and scheduling, and we do not share calendar data with any third parties.
15.3 Data Sharing and Third-Party Involvement: By utilising our Google integration features, you understand that some of your data will be processed by both our service and Google. We do not sell or share your data with any third parties, except where required to comply with applicable laws or where explicitly stated. Any sharing of your data with Google is subject to their policies as detailed in Google’s Privacy Policy: https://policies.google.com/privacy
15.4 User Consent and Control: Before accessing your Google account or calendar data, you will be prompted to provide explicit consent by granting the necessary permissions. You retain full control over your data:
15.4.1 Revoking Access: You may disconnect your Google account from our service at any time, either via our platform’s settings or directly through your Google account settings.
15.4.2 Data Deletion: If you decide to terminate your account, you may request the deletion of your personal data in accordance with our data retention policies.
15.5 Data Security and Retention: We implement industry-standard security measures to safeguard the data accessed through Google integrations. Your information is stored securely and is retained only for as long as necessary to fulfil the purposes described in this policy or as required by law.
16. Contact Us
16.1 If you have any questions or concerns about this Privacy Policy or our data practices, or if you wish to exercise your data subject rights, please contact us at:
Twelve Oaks Tuition
Last updated: 05/04/2025
