1. Introduction

At Wandsworth French Learners, we are committed to protecting the privacy and personal data of the learners and families we work with. This policy explains how we collect, use, and safeguard your information in accordance with UK GDPR and data protection laws. In accordance with GDPR, we follow a data minimisation approach, meaning we only collect the information that is strictly necessary to provide high-quality tutoring in a safe and supportive environment for your child.

This policy applies to all clients, learners, parents/guardians, and website users.

 

2. What Data We Collect

We may collect and process the following information:

• Learner’s details: name, age, academic level and subject studied, learning needs and educational history

• Parent/guardian details: names, phone numbers, email addresses, and home address

• Educational information: progress, assessments, and session notes

• Health and dietary information: including allergies or medical needs 

• Session information: attendance and scheduling details

• Payment information: invoices and payment records 

• Communication data: emails, messages and correspondence

 

3. How We Use Your Data

We use your information to:

• Deliver tutoring sessions effectively 

• Tailor learning to the learner’s individual needs

• Communicate with parents/guardians about sessions and progress

• Ensure the learner’s safety and wellbeing 

• Manage scheduling, administration, and payments

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4. Data Controller

Justine Membre, trading as Wandsworth French Learners, is the data controller responsible for your personal data.

 

Contact details:
Email: contact@wandsworthfrenchlearners.co.uk
Phone: +44 77 5107 9946

Address: Wandsworth French Learners,124 City Road, London, EC1V 2NX

 

5. Legal Basis for Processing

We rely on the following legal bases under UK GDPR:

• Contractual necessity – to deliver tutoring services

• Legitimate interests – to improve services and maintain records

• Legal obligation – for tax and regulatory compliance

• Consent – for optional activities (e.g., snacks, testimonials)

 

6. Data Sharing

We do not sell or rent personal data.

 

We may share data with:

• Payment processors (e.g., bank or accounting services)

• Google Workspace used to securely process and store client data

• Legal or regulatory authorities if required

• Communication platforms and social medial such as Whatsapp and Facebook Messenger, when appropriate (e.g. responding to enquiries or general communication). 

• General communication (such as scheduling or lesson updates) may take place via email or messaging services such as WhatsApp.

 

However, sensitive information (including safeguarding, health, or detailed educational records) will only be shared using secure, access-controlled systems or discussed in person. We kindly ask that sensitive information is not sent via messaging apps or social media platforms.

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All third parties are required to respect data protection laws.

 

7. Data Storage and Security

We take appropriate measures to protect personal data, including:

• Password-protected devices

• All client data is stored and accessed securely via a professional cloud-based provider (Google Workspace) to ensure appropriate data protection and minimise the risk of unauthorised access.

• Limiting access to authorised individuals only

• Use of professionally managed systems rather than personal storage tools

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All third parties are required to respect data protection laws.

 

8. Data Retention

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, safeguarding, and administrative requirements.

 

Data that may be deleted on request

The following types of data may be deleted upon request, provided there is no legal or safeguarding reason to retain them:

• SMS, WhatsApp, and one-to-one message communications

• Contact details stored on personal devices

Such data will be securely deleted when no longer required for the provision of tutoring services.

 

Data retained for extended periods

Certain categories of data must be retained for longer periods in line with legal obligations and safeguarding best practice:

• Records relating to safeguarding concerns, accidents, or incidents may be retained until the child reaches 21 years and 3 months of age, in line with safeguarding best practice and potential legal claim time limits.

• Contracts, consent forms, invoices, and payment records are retained for a minimum of 6 years in accordance with UK legal and tax requirements.

 

Other personal data

All other personal data is retained only for as long as necessary to provide tutoring services and maintain appropriate records. Once a student is no longer receiving tutoring, this data may be securely deleted or anonymised, unless there is a legitimate reason to retain it.

 

Secure deletion

When personal data is no longer required, it will be securely deleted or destroyed using appropriate methods to prevent unauthorised access or recovery.

 

9. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data

• Request correction of inaccurate data

• Request deletion of your data

• Restrict or object to processing

• Data portability (where applicable)

• Withdraw consent at any time

 

To exercise these rights, contact us using the details below.

 

10. Cookies and Website Data 

If you use our website, we may collect limited data via cookies to improve user experience. You can control cookie preferences through your browser settings.

 

11. Children’s Data

We process children’s data only with the consent of a parent or guardian and solely for the purpose of providing tutoring services.

 

12. Changes to This Policy

We may update this policy from time to time. The latest version will always be available upon request or on our website.

 

13. Complaints

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: https://www.ico.org.uk

 

14. Contact Us

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

Wandsworth French Learners 

Email: contact@wandsworthfrenchlearners.co.uk

Phone: +44 77 5107 9946