Tutor Privacy Notice
SENsational Tutors Limited
Version: 1.0
Last Updated: 1st March 2025
Introduction
SENsational Tutors Limited (“SENsational Tutors”, “we”, “us”, “our”) is committed to protecting the privacy and security of the Personal Data we collect from Tutors (“tutors”, “you”, “your”). We ensure compliance with our legal obligations under the UK General Data Protection Regulation and the Data Protection Act 2018.
This privacy notice explains what Personal Data we collect about you and how we use it during and after your working relationship with us. We are a company registered in England and Wales, registration number 10749192, with our registered office at 8 Main Street, Bilton, Rugby, England, CV22 7NB.
Our Data Protection Officer (“DPO”) is Evalian Limited, West Lodge, Leylands Business Park, Colden Common, Hants, SO21 1TH. Email: dpo@evalian.co.uk. Tel: 03330 500 111.
We are the Controller of the Personal Data we process, registered with the Information Commissioner’s Office (“ICO”), registration number ZB408001.
This notice applies to all current and former Tutors engaged by us, whether full-time, part-time, permanent, or temporary. It does not form part of any contract of employment or service.
Please read this notice, along with any other privacy notices we provide for specific data collection or processing, to understand how and why we use your information. We update this notice periodically in response to changes in laws, regulations, processing practices, or our products and services, updating the date at the top accordingly.
Personal Data We Collect
Personal Data is information relating to an identified or identifiable individual, excluding anonymized data. Special category Personal Data, which is more sensitive, requires higher protection (see below).
We collect and process Personal Data for our professional relationship, including during recruitment, from third parties like background screening providers, and throughout your engagement. We only collect necessary data. Categories may include:
- Your personal contact details
- Start date and availability
- Emergency contact details
- CV or Resume
- National insurance number and bank account details
- Rates of remuneration and other expenses indicated by the client
- Expenses payable by you
- Locations where you are willing to provide tutoring services
- Copies of your passport and/or other identity card/photographs
- Qualifications, skills, experience, professional memberships
- Results of pre-employment checks, e.g., enhanced DBS
- Performance information, disciplinary, and grievance information
This list is not exhaustive and may change over time.
Special Category Personal Data
We may collect and use special category Personal Data, such as information about your physical or mental health or disability status, to assess fitness to work. We may also request equal opportunities monitoring information, which is optional and not mandatory.
How We Collect Your Personal Data
We collect your Personal Data directly from you during recruitment (via CV, application form, correspondence, interviews, or assessments) and throughout your engagement. We may also collect data from third parties, such as pre-employment screening checks, with your consent.
Purposes and Lawful Bases for Using Your Personal Data
We use your Personal Data only when permitted by law, typically:
- For the performance of our contract with you
- To comply with legal obligations
- In our legitimate interests (or those of a third party)
In rare cases, we may use your data with your consent, to protect vital interests, or in the public interest. Purposes and lawful bases include:
| Purpose | Lawful Basis for Processing |
|---|---|
| To manage, administer, and maintain our relationship, including decisions about ending it | Performance of the contract, legal obligations, and legitimate interests to monitor performance. Special category data is processed under employment law obligations. |
| Business management and planning, including accounting, auditing, product development, and legal disputes | Legitimate interests to improve tutor retention, develop products/services, and manage the business |
| Manage and administer our relationship, including recruitment, maintaining records, disciplinary/grievance processes, performance records, HR administration, providing references, defending legal claims, and promoting equality | Performance of the contract, legal obligations, and employment law responsibilities for special category data |
We process special category Personal Data (e.g., health or disability status) to assess fitness to work, under employment law obligations or, rarely, with explicit consent.
Sharing Your Data
Your data is shared internally with HR, recruitment, enquiries, payroll teams, managers, and IT staff, only as necessary. We share with third parties where required by law, to administer our relationship, or for legitimate interests, such as:
- Third-party service providers for payroll and IT services
- Disclosure and Barring Service for enhanced criminal records checks
We do not sell your information for direct marketing. Third parties must protect your data per our policies, processing it only for specified purposes under our instructions.
International Transfers
We are UK-based and do not share your Personal Data with third parties outside the UK where data protection laws are not equivalent. If necessary, we will use safeguards like the UK International Data Transfer Agreement to ensure equivalent protection. Third-party processors follow our instructions under data processing contracts.
How We Protect Personal Data
We have internal policies and technical controls to prevent loss, destruction, misuse, or unauthorized access to your data. Third parties processing your data on our behalf are bound by confidentiality and must implement equivalent security measures.
How Long We Keep Your Data
We retain your Personal Data only as long as necessary for the purposes collected, including legal, accounting, or reporting requirements. Retention periods are in our Personal Data Retention Policy, available upon request. After your engagement ends, we securely destroy your data per this policy. Anonymized data may be used without further notice.
Data Subject Rights
You have the following rights regarding your Personal Data:
- Be informed about its collection and use
- Access your Personal Data (Subject Access Request)
- Request rectification of inaccurate or incomplete data
- Request erasure where there’s no reason for continued processing
- Object to processing based on legitimate interests
- Request restriction of processing, e.g., to verify accuracy
- Request transfer of your data to another party
- Challenge automated decision-making with significant effects
- Withdraw consent for specific processing (where applicable)
To exercise these rights, email dpo@sensationaltutors.co.uk. No fee is required, but we may charge or refuse clearly unfounded or excessive requests. We may request identity verification to ensure security.
If concerned about our data handling, contact the ICO at https://ico.org.uk/make-a-complaint/ or 0303 123 1113.
Keeping Us Updated
Keep us informed of changes to your Personal Data during your engagement. If data is incorrect, contact our Data Protection Manager at dpo@sensationaltutors.co.uk to rectify it.
What If You Do Not Provide Personal Data
You are obliged to provide certain Personal Data (e.g., contact details, right to work, payment details) for us to enter and administer our contract. Failure to provide this may hinder or prevent us from fulfilling our obligations.
Automated Decision Making
We do not make decisions based solely on automated decision-making.
Contact
For questions about this privacy notice, email dpo@sensationaltutors.co.uk.
