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Privacy Policy

Privacy Policy for The Brain Tree

Last updated: 10/06/2026

 

1. Who We Are

The Brain Tree is the Data Controller for all personal data collected. We provide private tutoring services in London, England, both in-person and online via third-party digital platforms. 

 

2. The Personal Data We Collect

  • Contact Info: Names, addresses, email addresses, and phone numbers of parents and students.

  • Student Details: Age, school year, academic history, exam boards (e.g., AQA, Edexcel), and specific learning needs.

  • Payment Details: Invoices, payment history, and financial details processed securely via external platforms.

  • Online Data: IP addresses, device types, and login metadata gathered during online video sessions.

  • Physical Verification: Travel directions or gate codes required for home-visit tutoring. 

 

3. Legal Grounds for Processing Your Data

Under the UK GDPR, we only process your data when we have a valid legal reason:

  • Contract: To fulfill our agreement to deliver tutoring sessions to you.

  • Legal Obligation: To keep financial records for HM Revenue and Customs (HMRC) tax compliance.

  • Legitimate Interests: To communicate schedule changes and track student progress.

  • Consent: When you explicitly agree to receive optional updates or news. 

 

4. How Your Data Is Shared

We never sell your data. We only share it with trusted service providers to run the business: [1]

  • Online Lesson Tools: Video platforms (e.g., Zoom, Microsoft Teams, Google Meet) used to host virtual sessions.

  • Payment Processors: Secure billing software (e.g., Stripe, PayPal, or standard UK bank transfers).

  • Business Tools: Scheduling calendars, cloud storage for student worksheets, and accounting software.

  • Legal Authorities: Government or law enforcement bodies if required for safeguarding or tax purposes. 

 

5. Data Security and International Transfers

  • Storage: Digital files, lesson notes, and contact lists are password-protected, encrypted, and stored on secure cloud services.

  • Physical Security: Paper notes or printed worksheets containing student data are kept in locked storage.

  • Transfers: If any software provider stores data outside the UK (such as the US), we ensure they use standard contractual clauses to maintain UK-level security.

 

6. Data Retention

  • Tax Records: Financial records and invoices are kept for 6 years to comply with UK HMRC rules.

  • Student Records: General contact details and academic progress notes are deleted 2 years after our tutoring relationship ends.

 

7. Your UK Privacy Rights

Under UK law, parents and students have the right to: 

  • Access: Request a copy of all personal data we hold about you (Subject Access Request).

  • Correct: Ask us to update wrong or incomplete information.

  • Erase: Ask us to delete your data when it is no longer needed for legal or tax reasons.

  • Complain: If you are unhappy with how we handle your data, you can lodge a complaint with the Information Commissioner’s Office (ICO), the UK data protection authority.

 

8. Contact Details

For any questions regarding this policy, contact:

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