SHA Learning and Events Limited, collectively known as SHA,
How we use your information
This privacy notice tells you what to expect from company, SHA Learning and Events when we collect personal information from you. By requesting or using our services, you accept and consent to our use of your personal data as outlined in this policy.
We want to be completely transparent about the way that we hold and use your data, as well as the reasons for asking for the particular data that we do ask for. Above all, we want to make it clear that we only ask for information that is strictly relevant for delivering the service that you ask us to deliver.
When we receive an enquiry we make up a file containing your details. This normally contains contact details for you, including your gender, name and address and reason for seeking tuition. In order to introduce an appropriate tutor for your child/children, we will ask for their name, school attended, age and date of birth and information about their academic profile. We do this in order to perform an accurate, useful and expert tutor introduction service. We also ask how you heard about us – this is so that we can thank any people who referred you and direct our advertising efficiently. We will only use the personal information we collect to process the enquiry and source an appropriate tutor. We share some of this information with the potential tutor but only the information that is necessary in order to make a successful introduction. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Tutors and potential tutors
When we receive an enquiry from a potential tutor we ask for you to send in a copy of your CV. If selected, we will invite you to interview. We keep data such as your gender, name, address, schools attended, interests, employment history, contact details, email address, a photograph and your age on file. We ask for detailed information about your skills, interests and qualifications. Without this information, we are unable to match you to suitable jobs. We use this information to build a profile, that may appear on our website and be directly accessible by the public. When we send your profile to a parent for review, your full name is included as well as the information you have provided about your qualifications and teaching experience. We also keep databases showing your references (we always ask for you to send us email addresses for two referees, thereby giving us your permission to contact these referees). We keep sensitive data such as your DBS certificate number in our folder, which is password protected. All tutors who work with us are required to hold a valid DBS – we believe this is a ‘legitimate interest’ in our business model because parents and students normally only want to work with tutors who can prove they do not have a criminal record.
We share essential information such as your CV and information that shows why you would be a good tutor with the potential parent or student. We will not normally ask your specific permission before doing this – we assume that by applying for the job, you are happy for us to put your details forward in this way. We will at all times, use our discretion to supply basic information to discuss your suitability for a job with a parent or student. If the parent or student decides to go forward and arrange a meeting, call or interview with you, we will share your basic contact information with them. Or they can contact you direclty from our website. You will be responsible for your own tax, we do not charge any commisison from tutors who would like to work for us and throus SHA.
Protecting your data
All our employees are under a duty of confidentiality to protect the integrity of your data. They will not disclose any information of a confidential nature, unless required by law to do so. We have extensive features in place to protect all personal data held. These include:
- All computer access is secured with strong password authentication, and access to shared network drives is limited to authorised staff.
- Passwords are changed on a regular basis.
- Data is stored on secure and encrypted hosted infrastructure only accessible by authorised staff.
- All computers have anti-virus & anti-malware software installed which is updated continually. All networks are secured using firewalls to protecting incoming and outgoing traffic to the internet.
Unfortunately the transmission of data over the internet is not completely secure and although we use our best efforts to protect your data once it has been received, we cannot guarantee the security of your data while it is being transmitted, either as an email, enquiry form, phone call or other communication.
Querries and Concerns
We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this veryseriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address at the end of this notice.
You have the right to ask us what information we hold about you, to access and rectify this information and to erase and to restrict the processing of data we hold. You also have the right to object to any data that we hold, and the right not to be subject to automated decision-making, including profiling.
Removal of personal data
At your request, we will remove all personal data held about you, with the exception of billing information, or any other information, that we are required to keep by law.
Corrections to your information
You may inspect the data we hold through your client account, for which you will have a login and password. You may also call or email us to check, or change any information that we hold. We ask parents, students and tutors to take responsibility for providing us with accurate, up to date information. Under your, ‘Right to rectify’, you may contact us at any time to update this information.
Ending of processing your information
If at any point you wish us to stop processing your information, for the purposes we explained previously, you may do so by calling, emailing or writing to us.
We use a simple computer system to provide an initial search of our database to match tutor with student. You may opt out of this if you wish, but please note that we will then be unable to deliver the service if you asked us to.
Access to personal information
We try to be as open as possible in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will: give you a description of it; tell you why we are holding it; tell you who it could be disclosed to; and let you have a copy of the information in an intelligible form. To make a request to us for any personal information we may hold you need to put the request in writing addressing it to our Internal Team, or writing to the address provided below. If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we need to print or post documents we will do this at no charge to you. If we do hold information about you, you can ask us to correct any mistakes. We will ask for proof of identity to ensure that we are sending your information to the correct person.
Disclosure of personal information
We will not disclose personal data without consent. However, if we are required by law to disclose information, we will do so. This privacy notice does not cover the links within our website linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Using your data
We use some of your data to perform our legitimate interest of introducing tutors to parents. In the first instance, we never share surnames, or personal contact details. However, when both tutor and student have agreed to work together, we share all contact details, so that the parties may arrange tuition. Tutors are all interviewed and DBS certification details are collected.
We may from time to time, survey you, or ask you questions in an email. Your responses are held securely and not shared with others. We may take aggregate data. We may use a comment you have made about our service in our marketing material but we will never use your name, without specifically asking you if we can.
We retain data under the Legitimate Interests basis. We use your data in a way that you would reasonably expect us to use it and which has a minimal impact on your privacy. In this case, the legitimate interest is to record your personal details in order to allow us to carry out our legitimate work of introducing a tutor to a student. If we do not have the data, we will be unable to do this work because we cannot effectively match student to tutor. We also use your data to prepare billing and other account related services. We also use it to send emails about our services. We always strive to balance the collection and use of this data against your individual rights and freedoms and only ever ask for information that we legitimately need in order to do our work for you. We assess these details in a Legitimate Interests Assessment, which is available for you to see. We hold your data for as long as is reasonably necessary, unless you ask us to remove it, as you are entitled to do. If you are not happy about the way that we retain your data, you can contact us.
By signing you agreement with us, you have additionally given us implicit consent to use your information in order to allow us to fulfil the terms of our agreement with you.
We have rigorous procedures in place to prevent data breaches. In the event of a breach that is likely to result in a high risk to the rights and freedoms of individuals, we will notify those affected directly.
Changes to this privacy notice
How to contact us or to reslove any problem
If we cannot resolve your complaint satisfactorily, you can contact the Information Commissioner’s Office (www.ico.org.uk)