1. Who we are
Staunton Tutorial Centre Ltd, Company No. 17398342, trading as Staunton Tutorial, is responsible for deciding how personal information is used in connection with its tuition services and website. For these purposes, the company is the data controller.
We are part of The Staunton Group Ltd, Company No. 17070776. Membership of the group does not automatically permit personal information to be shared between group companies.
Registered office and correspondence address:
The Staunton Group, Staunton Montessori School, Staunton-in-the-Vale, Nottingham, NG13 9PE.
Data protection contact: The Directors
Email: info@stauntontutorial.co.uk
Telephone: 01400 684 833
This notice applies to prospective, current and former students, parents, guardians, other family contacts and website users. Staff and recruitment information is covered separately where applicable.
2. Our legal responsibilities
We handle personal information in accordance with applicable UK data protection law, including:
The UK General Data Protection Regulation, commonly called the UK GDPR.
The Data Protection Act 2018.
The Privacy and Electronic Communications (EC Directive) Regulations 2003, commonly called PECR.
Relevant amendments, including those introduced by the Data (Use and Access) Act 2025.
We aim to use information lawfully, fairly and transparently; collect only what is necessary; keep it accurate and appropriately secure; and retain it only for justified purposes and periods.
This notice explains our practices. Reading or acknowledging it does not constitute consent to every use of personal information.
3. Information we collect
Depending on the services requested, we may collect:
Parent or guardian details: name, address, email address, telephone number, relationship to the child and relevant collection or emergency-contact arrangements.
Student details: name, age or date of birth where necessary, school, year group, course requirements and examination objectives.
Educational information: assessment results, submitted work, attendance, progress, tutor observations and relevant school reports.
Support and welfare information: additional learning needs, disabilities, health conditions, allergies or safeguarding concerns where relevant to safe and appropriate tuition.
Administrative and financial information: enrolment details, agreed terms, invoices, payment status, transaction references and correspondence.
Online information: website enquiries, technical logs, IP addresses and cookie preferences where applicable.
Zoom recordings: where an online tutorial is recorded for restricted catch-up access, a student’s Zoom username, voice, image and contributions may be captured. We do not routinely take photographs of pupils or record in-person lessons.
We obtain information principally from you and your child. We may also receive relevant information from authorised family members, tutors, schools, payment providers or safeguarding agencies. Relevant information may include parental responsibility, authorised emergency contacts and court orders affecting contact or collection. We use only information necessary for tuition, progress assessment, safety and administration.
Please supply only information relevant to the service or issue concerned. Where you provide another adult’s contact details, please make them aware of this notice.
4. Why we use information and our lawful bases
We identify an appropriate lawful basis for each use of personal information.
| Purpose | Lawful basis |
|---|---|
| Responding to a parent’s enquiry, arranging an assessment and administering their tuition booking | Steps requested before entering a contract, or performance of the contract with that parent |
| Teaching children, assessing progress, planning lessons and communicating relevant educational information | Our legitimate interests in providing effective tuition, balanced against the child’s rights and interests |
| Scheduling, attendance, routine administration and service security | Legitimate interests in operating a safe and reliable tuition service |
| Invoicing and collecting payments | Performance of the relevant contract; legal obligations for required accounting and tax records |
| Handling complaints, establishing or defending legal claims and preventing fraud | Legitimate interests and, where applicable, legal obligations |
| Protecting children and responding to serious welfare concerns | The applicable legal obligation, legitimate interests or vital interests, depending on the circumstances |
| Sending optional promotional emails about future courses | Consent under the arrangements in section 7 |
| Recording identifiable contributions during Zoom tuition and restricted catch-up sharing | Separate consent, as explained in section 6 |
A parent’s tuition contract does not, by itself, provide the contractual lawful basis for processing the child’s information. Children’s rights and interests receive particular consideration.
Where essential information is not provided, we may be unable to arrange tuition, process payment or safely accommodate a particular need. We will explain this where relevant.
5. Health, additional needs and safeguarding information
Health and certain other sensitive information receive additional protection under data protection law. Processing this information requires both a lawful basis and an appropriate special-category condition.
For routine, optional support information, we normally seek explicit consent from the appropriate person, taking account of the child’s understanding and capacity. We explain what information is needed and why.
Where consent is unsuitable—for example, certain safeguarding situations—we will rely only on an applicable alternative legal condition, such as the statutory safeguarding condition, legal claims or vital interests where its requirements are met. Any additional safeguards required by law will apply.
Access is limited to those who need the information for the relevant purpose. Sensitive information is not used to select recipients for course marketing.
6. Children’s information, online tuition and recordings
Children have their own data protection rights. We take account of their understanding and capacity and explain recording arrangements in an age-appropriate way. The photographs used on this website have parental permission obtained through a separate approval process. We do not routinely take photographs of pupils or record in-person lessons.
For online tuition through Zoom, a tutorial may be recorded to provide catch-up access to registered students of Staunton Tutorial Centre Ltd, including a student absent from the relevant course. A child who speaks or appears on screen may be identifiable in the recording. Other participants may also see or hear contributions during the live lesson.
We seek separate, consent before recording and sharing identifiable contributions. A person with parental responsibility may give consent where appropriate; we also take account of the child’s capacity to consent and their wishes. Refusal or withdrawal does not prevent access to tuition: please contact us before the session so we can agree participation without identifiable recording, such as a neutral display name, camera off and pausing recording for spoken contributions, or another suitable arrangement.
Access is limited to authorised registered students on the relevant course and their parents or guardians, together with authorised tutors and administrators. Recordings are not publicly published or made available on social media. Recipients must not download, copy, screen-record, save, forward or redistribute recordings or access details.
Recordings are held in Zoom Cloud and shared using restricted access controls, such as authenticated access and/or individually supplied passcodes. Downloading is disabled where available. Zoom’s security controls supplement our own responsibilities; they do not guarantee that an authorised recipient cannot misuse a recording.
The viewing period is no more than 14 days from the session. Recordings are scheduled for deletion after 14 days and access is removed by that point. Zoom may then retain a deleted recording in an administrator-only recovery bin for up to a further 30 days, with any platform processing grace period, unless permanently deleted sooner. During that period it is not made available to students. We do not retain separate local copies for routine use.
Consent may be withdrawn by emailing info@stauntontutorial.co.uk.
We do not make admission or educational decisions solely by automated means where those decisions have legal or similarly significant effects. Identifiable child information is not entered into publicly accessible AI tools without an assessed lawful purpose and appropriate safeguards.
7. Information about future courses
We would like to keep parents and guardians informed from time to time about relevant tutorial courses, examination preparation and related services.
Under this notice, promotional emails are sent only where the recipient has separately opted in. Marketing permission is optional and is not a condition of tuition.
You can withdraw your permission at any time by using the unsubscribe facility in a marketing email or contacting info@stauntontutorial.co.uk. Withdrawal does not affect the lawfulness of earlier processing.
If you do not wish to receive further course information after your child’s final tuition day, please tell us and we will stop promotional contact. Essential communications about an outstanding account, complaint or legal obligation may still be necessary.
We do not sell personal information or share it with third parties for their own marketing. Permission to receive information from Staunton Tutorial Centre Ltd does not automatically extend to other group companies.
8. Who may receive information
We share information only where necessary for a stated purpose and with appropriate safeguards. Recipients may include:
Tutors and authorised administrative personnel.
Website, email, cloud-storage, IT-support and online-teaching providers.
Accounting, invoicing, banking and payment-service providers.
Professional advisers, insurers and auditors.
Schools or educational professionals where sharing is authorised or otherwise lawfully justified.
Emergency services, safeguarding authorities, regulators or law-enforcement bodies where necessary and lawful.
Advisers or a successor organisation in a business restructuring or transfer, subject to confidentiality, data minimisation and an appropriate lawful basis.
Service providers acting on our instructions must be subject to appropriate data-processing terms. Some recipients, such as banks and professional advisers, may act as independent controllers and provide their own privacy notices.
9. Security and international processing
We maintain proportionate technical and organisational safeguards for electronic and paper records. These include access limited by role, secure account management, appropriate protection of devices and communications, secure backups, confidentiality requirements and secure disposal.
Paper records are kept in a locked with restricted access. Electronic records are protected by appropriate access controls, up-to-date security software and firewalls. Information is shared through suitable channels and only with intended recipients.
No system can guarantee absolute security. We investigate suspected breaches and notify the regulator and affected individuals where the law requires.
Some technology providers may process information outside the UK. Where this constitutes a restricted international transfer, we will use a lawful transfer mechanism, such as UK adequacy regulations or appropriate contractual safeguards, together with any required assessment. You may contact us for information about the relevant safeguards and how to obtain a copy.
10. Retention and deletion
We apply the following retention framework, reviewing records regularly and deleting or anonymising information when it is no longer needed.
| Record category | Normal retention period |
|---|---|
| Enquiries that do not result in enrolment | Up to 12 months after the last substantive enquiry |
| Routine learning records, assessment work and progress notes | During tuition and normally up to two years after tuition ends |
| Core contractual, payment, invoice and accounting records | Normally up to seven years after the end of the financial year in which the relevant transaction occurred or account closed |
| Routine health and support information | While needed for tuition, followed by deletion normally within three months of departure unless a continuing incident, safeguarding or legal purpose applies |
| Zoom lesson recordings | Viewing access for no more than 14 days from the session; scheduled deletion at 14 days. Administrator-only Zoom recovery storage may continue for up to 30 further days, plus any processing grace period, unless permanently deleted sooner. See section 6. |
| Optional course-marketing records | Normally up to five years after tuition ends or, for an enquiry that does not become an enrolment, five years after consent; removed from active marketing sooner if consent is withdrawn |
| Safeguarding, accident, serious complaint or legal-dispute records | For the period justified by the nature of the record, applicable legal requirements, insurer requirements and relevant limitation periods; this may exceed seven years, particularly where children are involved |
| Minimal marketing-suppression records | For as long as necessary to ensure an objection or withdrawal of permission continues to be respected |
Marketing records are reviewed for relevance and consent is refreshed where necessary. We do not retain a complete student file merely to send course announcements.
If you ask us to delete information after your child’s final tuition day, we will assess and act on the request under data protection law. We may need to retain limited records for accounting, safeguarding, complaints or legal claims, and will explain any applicable reason. Such retention does not permit further marketing.
Deleted information may remain temporarily in protected backups until those backups are overwritten under the relevant retention cycle. It will not be restored for routine use without applying the deletion request again.
11. Website cookies
Our website may use cookies or similar technologies for essential functions and, where enabled, other purposes.
The website’s cookie information identifies the technologies used, their purposes and duration. Where consent is legally required, those technologies will not be activated before consent is given. Consent can be withdrawn through the available cookie controls.
12. Your rights
Subject to the applicable legal conditions, you may request:
Access to your personal information.
Correction of inaccurate or incomplete information.
Erasure of information.
Restriction of processing.
Transfer of eligible information in a portable format.
An objection to processing based on legitimate interests.
Withdrawal of consent where consent is the lawful basis.
You have an absolute right to object to the use of your information for direct marketing.
Requests may be sent to info@stauntontutorial.co.uk. We may need proportionate evidence of identity or authority to act for a child. We normally respond within one month, subject to any lawful clarification, pause or extension, which we will explain.
13. Complaints
Please send any data protection concern or complaint to info@stauntontutorial.co.uk, addressed to the Directors. Complaints may also be made by telephone or post using the details above.
We will acknowledge a data protection complaint within 30 days, investigate without undue delay and explain the outcome.
You also have the right to complain to the Information Commissioner’s Office:
Website: ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
14. Changes to this notice
We review this notice when our services, systems or legal requirements change. The current version will be available on our website. Material changes will be brought to your attention where appropriate, and any new consent required will be obtained before the relevant processing begins.
Website enquiries
When online enquiries are available, the details you submit are processed by Cloudflare Pages and sent to our enquiry inbox through Resend, our email delivery provider. The website application does not store submissions in a database or save your form entries in browser storage. Enquiry emails are handled under the retention arrangements in this notice.
The form uses Cloudflare Turnstile to help prevent automated abuse. This service processes technical browser and network information to carry out security checks. You can read Cloudflare’s privacy policy for more information. This site does not include analytics or advertising scripts. Telephone and email links open your own applications.