Privacy Policy

Little Arthur Independent customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

  • Our contact details

  • What information we collect and use, and why

  • Lawful bases and data protection rights

  • Where we get personal information from

  • How long we keep information

  • Who we share information with

  • How to complain


Contact details

34 St. Davids Road, Letterston, , HAVERFORDWEST, Dyfed, SA62 5SE, GB

Telephone - 01348840905

Email - [email protected]

What information we collect, use, and why

We collect or use the following information for student education and welfare:

  • Names and contact details for students/children, parents, guardians and carers - so that we can contact you and call you by the right name

  • Gender and pronoun preferences - we don't specifically choose to keep this, but emails will often refer to 'my son' or 'she' so it's data we will be holding accidentally.

  • Date of birth - so that we know what age and stage a student is likely to be at.

  • Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities). We are often sent this information to help us understand a student's unique circumstances, and we hold on to it while we work with them to ensure that we reflect their needs. For example, if we're told a student has dyslexia and asked not to put too much weight on spelling, it's important that we keep a record of that.

  • Welfare information (includes family and home life circumstances and history). Sometimes these affect a child's education, and we can take them into account in order to support them. This information is ONLY used to provide appropriate support to the child.

  • Exam results and qualifications. We keep records of mock results, and we love hearing how our students have done in exams. This allows us to see what we're doing well, and work out how we can improve the support we offer.

  • Progress reports - so that we can keep track of how a student is doing. Are their marks on the assignment typical? Do they need extra support?

  • Information relating to compliments and complaints. We haven't had any complaints in a very long time, but when we do we want to make sure we've learnt from them! Compliments are far more common, and we like to be able to keep them for encouragement, and share them to show other potential students what sort of work we do.

 

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details

  • Addresses

  • Correspondence

  • Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)

 

We collect or use the following information for information updates or marketing purposes:

  • Names and contact details

 

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.

Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.

Your right to erasure - You have the right to ask us to delete your personal information.

Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.

Your right to object to processing - You have the right to object to the processing of your personal data.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month. If you don't feel we're responding quickly enough do get in touch - emails do occasionally go astray!

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for student education and welfare are:

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

We keep track of students' names, ages and sometimes medical information and educational history in order to ensure that the courses and support we provide meet their needs. For example, if we have been told that a student has dyslexia and asked not to focus on spelling, we need to keep a record of that in order to do so. All information for student education and welfare is kept for the benefit of students.

 For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

 Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

We often receive queries which contain students' past educational histories or medical issues. We retain this information while we may continue to work with this family, in order to ensure that we offer appropriate support and advice.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

We collect contact details so that we can send you information and offers which you may find useful. You can opt out of these at any time by asking to be removed from the list.

 For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

  • Directly from you

  • Parents or carers

  • Local authorities or local councils - at times they commission our courses directly where they've not been able to provide a suitable education for a child in-house.

  • Other education establishments. Where a child has been in school, or might be working with a tutor, school or exam centre, we occasionally receive information about them which we will only use to ensure that we provide the child with the best possible service.

 

How long we keep information

Families often work with us for years, sometimes with large gaps between children. This means that it is really helpful to hold on to things like names of children and courses undertaken so that we can engage properly with families when they come back to us. Emails are purged after a maximum of five years, and all other student information (assignment records, letters etc) are kept offline and only accessible by us. After five years these are reduced to the basics (name, subject and grade) to act as a reminder. If you would like this information deleted or destroyed, we are happy to do so.  

Who we share information with

  • Parents and carers - if you are a child, we might share your personal information (for example, your progress on a course) with your parent. If a new person claiming to be a child's parent contacts us for information, we will always check with our existing contact first to make sure this is someone they are happy for us to share information with.

  • Local authorities - at times we are asked to provide information on a child's studies with their local authority to confirm that they are being educated other than in school, or to support them with accessing support or exams. We will only do this with the consent of the child and/or their parents as appropriate.

  • Examination boards and bodies - if we are asked for information about a student we will always seek appropriate consent before disclosing.

 

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: www.ico.org.uk/make-a-complaint