Privacy Policy

Last updated: [12/08/2025]
This Privacy Policy explains how Orbium Tutoring collects, uses and protects personal information.

1. Who we are

Orbium Tutoring
Contact: info@orbiumtutoring.com

2. What personal data we collect

We collect different types of data depending on the interaction:

Client/Parent/Guardian data: name, email, phone, billing address, payment information, communication records.
Student data: name, date of birth, school/grade, subjects, learning needs, progress notes, assessment results, attendance records.
Special category data: occasional safeguarding information or health/learning needs (e.g., SEN, disabilities) — collected only when necessary and with consent.
Usage data: website cookies, analytics, IP address, device information.
Marketing data: newsletter subscription preferences.

3. How we collect data

Directly from you (forms, emails, bookings).
Via third parties
From parents/guardians when registering students.

4. Legal basis for processing

We rely on these legal bases under UK GDPR:

Contract — processing necessary to provide tutoring services and manage bookings/payments.
Consent — for marketing communications (you can withdraw at any time).
Legal obligation — where required for safeguarding or tax record-keeping.
Legitimate interests — for fraud prevention, improving services and sending service-related messages (balance with your rights).

For children’s data, we obtain parental consent for children under 13 and ensure processing is limited to what is necessary.

5. How we use personal data

Provide and manage tutoring sessions, schedules and payments.
Communicate about bookings, changes, invoices and resources.
Maintain student records, progress reports and feedback.
Provide marketing (with consent) and send newsletters.
Comply with safeguarding and legal obligations.
Improve services and perform analytics.

6. Sharing data with third parties

We share data as necessary with:

Wix — website hosting and contact forms.
Analytics/advertising — Google Analytics, Facebook Pixel.
Professional advisors — accountants.
All third parties are selected for appropriate safeguards and contractual data processing agreements.

7. International transfers

Some service providers (e.g., Stripe, Mailchimp) may process data outside the UK. Where transfers occur we rely on:

Adequacy decisions, or
Standard Contractual Clauses, or
Other lawful transfer mechanisms.

8. Data retention

We retain personal data as long as necessary for the purposes collected, typically:

Client and student records: for 6 years (for tax and safeguarding reasons) or as required by law.
Marketing data: until you unsubscribe.
Website analytics: as per provider retention settings.

9. Your rights

You have rights under UK GDPR:

Access your data (Subject Access Request).
Request rectification or erasure (right to be forgotten) where lawful.
Restrict or object to processing.
Data portability (where applicable).
Withdraw consent (for marketing) at any time.
To make a request contact: [email@example.com]. We will respond within one month (may extend by two months for complex requests).

10. Children & parental responsibility

Where students are minors we process data with parental/guardian consent. Parents should supervise online sessions for younger children and inform us of any safeguarding or health needs.

11. Security

We implement appropriate technical and organisational measures (encryption, access controls) to protect data. However, no online system is 100% secure.

12. Cookies & tracking

Our website uses cookies for:

Strictly necessary functions (site operation).
Preferences (language, session).
Analytics (Google Analytics).
Advertising (Facebook Pixel).

13. Data breaches

If a personal data breach is likely to result in a risk to your rights we will notify you and report to the ICO within 72 hours where required.

14. Complaints

If unhappy with our handling of personal data contact [email@example.com].

15. Changes to this Policy

We may update this Policy; the latest version will appear on our website with the date. Significant changes will be notified by email where possible.