Privacy Policy

This privacy notice explains what personal information LCB Tutors collects, why we collect it, who we share it with and what rights you have. We have tried to write it in plain English. If anything is unclear, please ask us.

Who we are

LCB Tutors Ltd is the data controller for the personal information described in this notice. This means we decide how and why your information is used, and we are responsible for looking after it under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

• Address: Suite 1 - 1st Floor, Roding House, Cambridge Rd, Barking IG11 8NL
• Email: contact@lcbtutors.com
• Phone or WhatsApp: 07386 241 960

If you have any question about your information, email us at contact@lcbtutors.com.

What information do we collect?

We only collect the information we need to arrange and run tutoring for your child.

When you book a free trial on our website

Our booking form asks for:

We also record the date and time you sent the form, as our record that you asked us to contact you. We do not ask for payment details on the website.

When you sign up with our team at your door

Some families sign up with a member of our team who visits their area. They fill in our sign-up form with you on their phone. It records:

• your name, mobile number and email address (if you have one)
• your child's first name, year group and the subjects you are interested in
• the plan you are interested in, and your postcode
• the trial time you pick, if you book one
• which member of our team signed you up
• a record of your agreement to be contacted: the date and time you agreed, and the exact wording you were shown

Your child's online assessment

Before the trial, your child does a multiple-choice assessment online at home, using a private link we send you. We keep their answers, their results for each topic, their overall score, how long they took and the report we make from these. The answers are marked automatically. We use the results to plan your child's trial and lessons, and we send the report to you if we have your email address. The results are a guide for teaching, and we do not use them to make any decision about your child on their own.

Emails and texts we send

We send you a booking confirmation (with a calendar invite for the trial and your child's assessment link), reminders before the trial, and messages about your child's assessment and lessons. If we switch on text messages, we send some of these by text as well.

We keep a log of the calls, emails, texts and WhatsApp messages between us, with short notes, so anyone in our team can pick up where we left off.

When you apply to tutor with us

If you apply to tutor with us, we collect your name, email address, mobile number and postcode, your university, degree and graduation year, the subjects and levels you can teach, your availability, your teaching experience and why you want to tutor. We also ask whether you have a DBS certificate, whether you are on the DBS Update Service and whether you have the right to work in the UK. You can tell us your gender if you wish, as some families ask for a female tutor.

If we take your application further, we also keep interview notes and the results of our vetting checks: your DBS certificate number and issue date, references, ID and right to work checks, and safeguarding training.

When you contact us

If you call, WhatsApp or email us, we keep the messages and any details you choose to share, such as your email address or your child's school. Please only share what we need.

When your child is learning with us

If your child starts lessons, we keep records needed to teach them well and keep them safe. This can include attendance, assessment results, work and test scores, notes from tutors, and the monthly progress reports we send you. We may also keep emergency contact details and any information you tell us about your child's needs, such as a medical condition or a learning need, so we can support them properly.

Our centre has CCTV cameras for safety and security.

When you use our website

Our website is hosted by a provider that keeps basic technical logs (such as IP address, browser type and the pages requested) to keep the site secure and working.

We use Google Analytics and Google Ads to understand how people use the site, such as which pages are visited, whether the booking form is completed and whether our adverts lead to bookings. The Google tag is not loaded until you accept cookies, so nothing is sent to Google unless you agree. If you decline, it is not loaded at all.

If you have accepted cookies and then book, we share your mobile number with Google Ads so it can tell whether the booking came from one of our adverts (Google calls this "enhanced conversions"). Your number is scrambled (hashed) in your browser before it is sent. To change your choice, clear this site's data in your browser and you will be asked again.

Why do we use your information, and what is our lawful basis?

The law says we must have a valid reason, called a "lawful basis", for using personal information. The ICO explains the rights and bases in plain English.

Where we rely on legitimate interests, we have considered your interests and your child's interests first. You can object at any time (see "Your rights" below).

How do we look after children's information?

Children's information needs extra care, and we treat it that way. The ICO's guidance on children and the UK GDPR sets out why children merit specific protection.

• We collect children's details from their parent or carer. The only information a child gives us directly online is their answers to the assessment, using a private link we send to the parent or carer.
• We only ask for a child's first name on the booking form.
• Only the staff and tutors who need it can see a child's records.
• All our tutors are DBS checked.
• We never sell children's information or use it for advertising.

If we ever have a safeguarding concern, we may need to share information with the local authority, the police or other agencies to protect a child. We will only do this where the law allows or requires it.

Who do we share your information with?

We do not sell your information. We only share it with trusted service providers who help us run LCB Tutors. They are called "processors" and may only use your information on our instructions.

When you message us on WhatsApp, Meta also handles that information under its own privacy policy, as you are using its app.

Some of these providers may store information outside the UK. Where this happens, we rely on the safeguards the law requires, such as UK adequacy decisions or approved contract terms.

We may also share information if the law requires it, for example with HMRC, or to protect someone's safety.

How long do we keep your information?

We keep information only for as long as we need it.

• Booking enquiries that do not lead to lessons: we delete these after a reasonable period, normally within a year of our last contact.
• Online assessment results: we keep these with your booking. If your child does not join us, we delete them with the booking enquiry. If they do, they become part of their student record.
• Call and message logs: we keep these with the booking or student record they belong to, and delete them at the same time.
• Student records and progress reports: we keep these while your child learns with us, and for a reasonable period afterwards in case you have questions or return.
• Financial records: we keep these for as long as tax and accounting rules require.
• Tutor applications: if you do not join us, we delete your application within a year. If you do, it becomes part of your staff record. We keep DBS details only for as long as safeguarding rules and guidance require.
• Safeguarding records: we may need to keep these for longer, in line with safeguarding guidance.
• CCTV footage: this is recorded over automatically after a short period, unless we need it to look into an incident.

When we no longer need information, we delete it or make it anonymous.

What are your rights?

You have rights over your information, and over your child's information when you act for them. They include the right to:

• Access – ask for a copy of the information we hold about you or your child
• Rectification – ask us to correct information that is wrong or incomplete
• Erasure – ask us to delete information
• Restriction – ask us to limit how we use information
• Objection – object to us using information based on legitimate interests
• Portability – ask for information you gave us in a format you can pass to someone else
• Withdraw consent – where we rely on consent, you can change your mind at any time

These are explained on the ICO's individual rights page. Some rights only apply in certain situations. As children get older, they may be able to use these rights themselves.

To use any of your rights, email contact@lcbtutors.com. It is free. We may ask you to confirm who you are. We aim to reply within one month.

How do you complain?

Please tell us first so we can try to put things right. Email contact@lcbtutors.com.

If you are not happy with our answer, you can complain to the Information Commissioner's Office (ICO), the UK regulator for data protection. The ICO's data protection complaints page explains what to send them, including a copy of your complaint to us.

How do we keep your information safe?

We use sensible security measures to protect your information. These include:

• password-protected accounts with access limited to the people who need it
• secure, encrypted connections (HTTPS) on our website
• trusted providers with their own strong security
• only collecting what we need, so there is less to protect

No system is perfectly secure. If something goes wrong that puts your information at risk, we will act quickly and tell you and the ICO where the law requires.

Changes to this notice

We may update this notice when our services or the law change. The date at the top of this page shows when it was last updated. If we make an important change, we will tell current families directly.