Privacy Policy

Privacy Policy – Geek School Tutoring Ltd, Functify Learning and 11 Plus Essay

1. Who we are

This Privacy Policy explains how we collect, use and protect personal data at:

  • Geek School Tutoring Ltd (“Geek School Tutoring”) – including our centres in Beckenham and Catford and our online tuition services.
  • Functify Learning – our Functional Skills and related online courses.
  • 11 Plus Essay – including 11PlusEssay.co.uk and associated online courses.

All of these services are operated by Geek School Tutoring Ltd (“we”, “us”, “our”).

Data controller:
Geek School Tutoring Ltd
60 Beckenham Road
Beckenham
BR3 4LS
United Kingdom
Phone: 020 8658 3239
Email: info@geekschool.co.uk

When we say “you”, we mean parents, guardians, students and website/portal users who interact with any of our services.

2. What data we collect

We collect and process different types of personal data depending on how you interact with us. This can include:

  • Parent/guardian details: name, address, email, phone numbers, relationship to the student.
  • Student details: name, date of birth, school year, school, subjects, assessment results, progress notes, homework, exam targets.
  • Health and learning information: information you choose to share about medical conditions, learning needs or additional support needs so we can keep your child safe and support their learning.
  • Booking and payment information: records of enquiries, bookings, invoices, payments, refunds and any payment plan arrangements.
  • Account and portal data: usernames, password hashes, login activity, resources accessed, messages sent through our platforms.
  • Website and usage data: IP address, device type, browser, cookies and analytics data about how you use our websites and online services.

We only collect information that we need for the purposes set out in this policy.

3. How we collect your data

We collect personal data when:

  • You complete an enquiry, registration or booking form on any of our websites or in person.
  • You sign up for a course, assessment or online programme.
  • You contact us by phone, email, WhatsApp or social media.
  • Students attend lessons, assessments or courses and our tutors record progress, homework and feedback.
  • You access our parent/student portals or other online platforms linked to Geek School Tutoring, Functify Learning or 11 Plus Essay.
  • You browse our websites, which may use cookies and similar technologies.

4. Why we use your data (legal bases)

We process personal data for the following purposes and legal bases under UK GDPR:

  1. To provide our educational services – Deliver tuition, courses, workshops and online programmes. Track student progress, set and mark homework and share feedback with parents. Manage bookings, schedules, assessments and exam preparation. Legal basis: performance of a contract.
  2. To keep children safe and meet our legal obligations – Maintain attendance records, incident logs and safeguarding records. Share information where necessary with local authorities, Ofsted or other agencies. Legal basis: legal obligation and vital interests of the child.
  3. To communicate with you – Send information about lessons, changes to schedules, fees, assessments and your child’s progress. Respond to enquiries and provide customer support. Legal basis: performance of a contract and legitimate interests.
  4. To manage our business and improve our services – Monitor the effectiveness of our teaching and programmes. Analyse anonymised or aggregated data to improve our websites and services. Legal basis: legitimate interests.
  5. Marketing (optional) – Send occasional updates about new courses, workshops or offers. Legal basis: consent or legitimate interests. You can opt out at any time.

5. Sharing your data

We do not sell your data to third parties. We may share personal data with:

  • Tutors and staff who work with your child and need access to progress records, assessments and relevant safeguarding information.
  • Service providers who help us operate our business and platforms (for example, secure portals, learning platforms, email and SMS providers, payment processors), under data-processing agreements.
  • Regulators and safeguarding bodies such as Ofsted, local authorities or the police, where we have a legal obligation or safeguarding concern.
  • Examination or assessment providers, where we support exam entries or external assessments with your knowledge.

6. International transfers

Some of our service providers may store or process data outside the UK. Where this happens, we will ensure that appropriate safeguards are in place, such as the country having been deemed adequate or standard contractual clauses being in place.

7. How long we keep your data

We keep personal data only for as long as necessary for the purposes set out above, and to meet legal, accounting or reporting requirements. Financial records are typically kept for up to 6 years for tax and accounting purposes. When data is no longer needed, we will securely delete or anonymise it.

8. Your rights

Under UK data-protection law, you have rights over your personal data, including:

  • Right of access – to request a copy of the personal data we hold about you or your child.
  • Right to rectification – to ask us to correct inaccurate or incomplete data.
  • Right to erasure – to request deletion in certain circumstances.
  • Right to restriction – to ask us to limit how we use your data in certain situations.
  • Right to object – to object to certain types of processing, including direct marketing.
  • Right to data portability – to request that we transfer your data to you or another provider, where technically feasible.

If you would like to exercise any of these rights, please contact us using the details in section 1. You also have the right to complain to the Information Commissioner’s Office (ICO).

9. Children’s data

We provide services specifically for children, so much of the data we hold relates to children’s learning and progress. We always collect data about children from parents/guardians (or with their knowledge), use children’s data only for teaching, safeguarding and related educational purposes, and take extra care to protect children’s information. Where we rely on consent, we seek it from a parent or guardian.

10. Cookies and website tracking

Our websites and online platforms may use cookies and similar technologies to make the sites work properly, remember preferences, and collect anonymised statistics. You can usually control cookies through your browser settings and, where applicable, via cookie banners on our sites.

11. Marketing communications

We may from time to time send you information about new or related courses, workshops and programmes at Geek School Tutoring, Functify Learning or 11 Plus Essay. You can opt out of marketing at any time by clicking “unsubscribe” in any marketing email or contacting us at info@geekschool.co.uk. Service messages about your child’s lessons, bookings and payments are not marketing and you will continue to receive these while you use our services.

12. Security

We take the security of personal data seriously and use appropriate technical and organisational measures to protect it, including secure systems and passwords, access controls, encrypted connections and staff training. However, no system is completely secure. If we become aware of a data breach that poses a risk to your rights, we will act promptly and notify you and the relevant authorities where required.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will update the version on our websites and portal and, where appropriate, notify parents/guardians by email or portal message. The date of the latest update will appear at the top of the policy.

14. Contact us

If you have any questions about this Privacy Policy or how we handle personal data, please contact:

Geek School Tutoring Ltd
60 Beckenham Road
Beckenham
BR3 4LS
United Kingdom
Phone: 020 8658 3239
Email: info@geekschool.co.uk