Privacy Policy

WinAtExams Limited ("we", "our", "us", or "WAE") is committed to protecting your privacy. This policy explains how we process personal data to fulfill our data protection responsibilities for associated tutors, staff, schools, pupils, parents, and guardians.

1. Important Information and Who We Are

WinAtExams Limited ("WAE") is responsible for the personal data we process. If you have any questions about this privacy notice or our data protection practices, please contact our Data Protection Officer (DPO) using the details provided below.

• Role: Data Protection Officer (DPO)
• Email: office@winatexams.co.uk
• Supervisory Authority: You have the right to complain to the Information Commissioner's Office (ICO) (www.ico.org.uk). We would appreciate the chance to deal with your concerns first.

2. Information We Collect

We collect specific data depending on your relationship with WAE:

A. Schools, Pupils, Parents, and Guardians

For students tutored under school arrangements, in the home, or online, we process:

• Student Data: Name, age, date of birth, gender, ethnicity, and Unique Pupil Number (UPN).
• Support Data: Information on special educational needs (SEN) or disability requirements to tailor learning.
• Parent/Guardian Data: Basic contact information (name, email, phone number).

B. Associated Tutors and Staff

• Identity & Contact: Full name, gender, ethnicity, DOB, email, and mobile number.
• Professional Data: Qualifications, CV, experience, and DBS certificate details.
• Health Data: Medical questionnaire to confirm fitness for work.
• Performance: Interview/observation notes and assessment records.

C. Website Users (Derivative Data)

IP address, browser type, operating system, and pages viewed before/after accessing our site.

3. How We Use Your Information

We use your data to:

• Coordinate Tuition: Administer and allocate resources for in-school, home, and online tutoring.
• Monitor Progress: Create records of student learning and track educational outcomes.
• Safeguard: Meet legal safeguarding responsibilities and recruitment compliance.
• Recruitment: Tailor opportunities to tutor availability and ensure a diverse recruitment pool.
• Business Operations: Manage accounts, process payments, and send essential service updates.

4. Lawful Basis for Processing

We process data under the following legal grounds:

• Contractual Necessity: To deliver the tutoring services agreed upon.
• Consent: For processing special category data (often established by the school or provided directly by parents).
• Legitimate Interests: For responding to enquiries and improving our service delivery.
• Legal Obligation: For safeguarding reporting and tax purposes.
• Vital Interests: When necessary to protect the immediate safety of a student.

5. Data Retention & Security

We use organisational and technical measures to safeguard your data.

• Contact Data: Retained for 6 years after our last contact with you.
• Routine Correspondence: Retained for 3 years.
• Unsuccessful Applicants: Application data is deleted 6 months after the recruitment decision.
• Storage: Data is processed in the UK and backed up on a contractual basis with trusted third parties whose servers are based in the UK.

6. Your Legal Rights

You have the right to:

• Access: Request a copy of the data we hold about you.
• Rectification: Correct any inaccurate or incomplete data.
• Erasure: Request deletion of data where there is no longer a legal reason to keep it.
• Data Portability: Request a transfer of your data to another provider.
• Object: Object to processing based on legitimate interests.

7. Contact Us

If you have questions or wish to exercise your rights, please contact:

WinAtExams Limited
Email: office@winatexams.co.uk