This privacy policy notice is served by Top Dog Tutoring Ltd. under the host website: https://www.topdogonline.co.uk. We are a company registered in England (registration number 11551625); the address of our registered office is 30 Laleham Road, Kent, CT9 3QA.
The purpose of this policy is to explain to you how we control, process, handle and protect your personal information through the business and while you browse or use this website. If you do not agree to the following policy you may wish to cease viewing / using this website, and or refrain from submitting your personal data to us.
Policy key definitions:
- “I”, “our”, “us”, or “we” refer to the business, Top Dog Tutoring Ltd.
- “you”, “the user” refer to the person(s) using this website.
- GDPR means General Data Protection Act.
- PECR means Privacy & Electronic Communications Regulation.
- ICO means Information Commissioner’s Office.
- Cookies mean small files stored on a users computer or device.
Key principles of GDPR:
Our privacy policy embodies the following key principles; (a) Lawfulness, fairness and transparency, (b) Purpose limitation, (c) Data minimisation, (d) Accuracy, (e) Storage limitation, (f) Integrity and confidence, (g) Accountability.
Processing your personal data
When you express interest in Top Dog Tutoring via paid or free services, we will collect and process necessary data from you to deliver the service. We are committed to only processing relevant and adequate personal information.
Under the GDPR (General Data Protection Regulation) we control and / or process any personal information about you and your children electronically using the following lawful bases.
- We are registered with the ICO under the Data Protection Register, our registration number is: ZA533876
- Lawful basis: Consent
Where our purpose for processing is: Contacting Clientele
Which is necessary because: Communication provides business
We process your information in the following ways: Data is stored via password-protected online spreadsheet.
Data retention period: We will continue to process your information under this basis until you withdraw consent or it is determined your consent no longer exists. Additionally, data is automatically and permanently removed after three years of retention after business is completed with the client(s).
Sharing your information: We do not share your information with third parties. If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.
How we collect, categorise and use pupil information
We collect and hold personal information relating to our pupils (your children) and obtain this information solely from their responsible adult or carer via the data collection methods stated in this policy. We use this personal information to:
- Validate the pupils’ eligibility to redeem the services offered by Top Dog Tutoring Ltd.
- To keep the children safe.
- Assess the quality of our services.
- Support our pupils’ learning.
The categories of parental / pupil information that we process, depending on the level of service, include:
- Parent or guardian’s full names, postal and email address, contact phone numbers
- Child’s full name(s), date of birth, age, school name
- Child’s medical information records
- Emergency contact names and phone numbers
- Attendance records
- Assessment and attainment records
- Details of Direct Debit and debit/credit cards in order to accept payment.
Pupil data is essential for Top Dog Tutoring Ltd.’s operational use and core purpose. In order to comply with the data protection legislation act, Top Dog Tutoring Ltd. will inform you at the point of data collection, whether you are required to provide certain pupil information to us or if the data is optional.
Members should notify Top Dog Tutoring of any changes in circumstances to enable personal records to be updated accordingly.
Media and medical consent
If you upload images to the website, you should avoid uploading images you do not give permission to be shared. All images uploaded via our site will be processed exclusively by members of our team and will not be shared with third parties.
Members of Top Dog Tutoring may receive the opportunity to share photos of their child(ren) for the purpose of promoting Top Dog Tutoring during and/or after your membership. If you willingly send a photo to us in response to our request, Top Dog Tutoring will assume you are giving consent for the photo to be shared in the way in which the request states. You have the option to opt out of this at any time and should update us accordingly should your preferences change.
Members of Top Dog Tutoring may be required to provide relevant medical information should they purchase a service which is operated on a face-to-face basis (for example: Mock Tests). Top Dog Tutoring will diligently request this information prior to the event to ensure the most up to date information is received. Top Dog Tutoring will assume there is no medical concern should a parent / guardian not respond to this request for relevant information.
Where we will share your data
If we are obliged to disclose personal data by law, or if the disclosure is necessary for purposes of national security, taxation and criminal investigation or to safeguard your child, we will do so. In some circumstances, you may not be notified first.
Your data is hosted on several different systems. All these providers have relevant safeguards in place to protect your data in the same GDPR compliant way that we do.
Cookies
We operate cookies on this website via the host ‘Cookiebot’ to provide users with a better experience. If you type information into any area of our site, you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. Our primary video hosting websites are YouTube and Vimeo.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Your individual rights
Under the GDPR your rights are as follows. You can read more about your rights in details here;
- the right to be informed;
- the right of access;
- the right to rectification;
- the right to erasure;
- the right to restrict processing;
- the right to data portability;
- the right to object; and
- the right not to be subject to automated decision-making including profiling.
You also have the right to complain to the ICO [www.ico.org.uk] if you feel there is a problem with the way we are handling your data.
We handle subject access requests in accordance with the GDPR.
How long we retain your data
For users that register on our website, we store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time. Website administrators can also see and edit that information.
Upon cancellation of your membership, your data will continue to be stored safely within our systems. We will retain this data for a maximum of 3 years to comply with safeguarding regulations.
We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Email marketing, messages and subscription
Under the GDPR we use the consent lawful basis for anyone subscribing to our newsletter or marketing mailing list. We only collect certain data about you and the pupils in which you represent, as detailed in the “Processing of your personal data” above. Any newsletter marketing messages we send are done so through an EMS, email marketing service provider. An EMS is a third party service provider of software / applications that allows marketers to send out email marketing campaigns to a list of users.
Email marketing messages that we send may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as; times, dates, I.P addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations will show the activity each subscriber made for that email campaign.
Any email marketing messages we send are in accordance with the GDPR and the PECR. We provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences / the information we hold about you at any time. See any marketing messages for instructions on how to unsubscribe or manage your preferences, you can also unsubscribe from all MailChimp lists, by following this link, otherwise contact the EMS provider.
Our EMS provider is MailChimp. We hold the following information about you within our EMS system;
- Email address
- Full Name
- Subscription time & date
- Full name of child
- In some cases; phone number.
If you have any questions about this privacy policy or how it affects you or the children in your care, please do not hesitate to get in touch with our team via our Contact Us page.