This policy covers how Aletheia Academy treats personal information that Aletheia Academy collects and receives, including information to your past use of our website. Personal information is information about you that is personally identifiable like your name, address, email address or phone number, and that is not otherwise publicly available.
This policy does not apply to the practices of companies that we do not own or control, or to people that we do not employ or manage.
INFORMATION COLLECTION AND USE
Aletheia Academy collects personal information whenever a user chooses to contact us via a web form from various pages within the tutormychild.com website.
When interacting with us using these methods we ask for information such as your name, e-mail address and telephone number.
Aletheia Academy automatically receives and records information on our server logs from your browser, including your IP address, Aletheia Academy cookie information, and the page you request.
We use information for the following general purposes: to customise the content you see, fulfill your requests and for technical web site administration purposes.
INFORMATION SHARING AND DISCLOSURE
We do not rent, sell or share personal information about you with other people or nonaffiliated companies except to provide products or services you’ve requested, when we have your permission.
We will use reasonable efforts to ensure that your personal data is not disclosed to regional/national institutions and authorities, unless required by law or other regulations.
We may update this policy. We will notify you about significant changes in the way we treat personal information by placing a prominent notice on our web site.
PRIVACY SUPPORT AND CONTACT INFORMATION
If you have any questions or suggestions, please contact us on email@example.com.
A special relationship exists between Aletheia Academy, its pupils and staff, and its alumni and friends. We strive to do all we can to nurture and enhance these connections, keeping the spirit and ethos of the tuition centre at the heart of all that we do.
Why your data is collected
Your data is collected to support education at Aletheia, including supporting your case with your school and departmen of education. In order to meet these aims, we maintain a database which contains personal data collected during the course of our relationship with our pupils. We use all reasonable care to keep this data up to date and secure. This Privacy Statement explains how we collect, store, manage and protect your data. It outlines the types of data that we hold and how we use this information to support our tuition centre community. We aim to be clear when we collect your personal information, and not to do anything you wouldn’t reasonably expect.
How your data is collected
Data is typically collected through asking you to input relevant information into our database online and hard copy update forms. You are also askined to complete things like online homeworks and assessments which may also include personal details like your name.
What information do we collect about you?
As part of our work we process and store personal information relating to our pupils and staff. We have reviewed our responsibilities under The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) and take our responsibilities under this Regulation seriously; the personal information we obtain is held, used, transferred and processed in accordance with this Regulation. The information we store may include:
• Name, title, gender, and date of birth
• Contact details (postal address, email address, phone number, links to social media accounts)
• Information about your time at Aletheia and other academic institutions
• Occupation and professional activities
• Recreations and interests
• Family and spouse/partner details and relationships to other pupils and staff
• Media articles
• Information on your participation in tuition centre meetings, events, groups or networks
• Information about usage of our website and Moodle homework site.
We always aim to keep your details up to date, and occasionally conduct surveys to check the contact details we have for you are correct, updating them where appropriate.
Bank details used for processing Direct Debits and bank transfers are not stored by us. Credit/debit card details are only held for as long as might be necessary for auditing purposes, following which they are securely destroyed.
How we use your data
Upon receiving permission to use your personal data, we will confirm our contact details with you so that you are able to register any related questions with us.
All Data will be used and processed by Aletheia for the following:
• Contact you about relevant new services.
• Notification of next lesson, due payments, holiday dates, enquiry of absence.
• Provision of course, lesson, class information.
• Invitations to engage with Aletheia services.
• Requests to complete surveys.
• Promotion of discounts and services available to Aletheia community.
In order to fulfil these purposes, these communications may be sent by mail, email, telephone and social media. From time to time and where you also have a relationship with Aletheia Academy, we may also contact you to share tuition centre news and event information..
Unless you tell us otherwise your Data may be made available to third parties to the extent necessary for any of the purposes set out above. These third parties include tuition centre staff and departments. Where we commission external agents to process your data for administrative services, we commit to ensuring all due diligence has been conducted, including entering into legally binding data sharing agreements which clearly define the terms of how your data is used and for how long.
Your data will not be shared with any commercial organisation for direct marketing purposes.
Retention of your Data
In consenting to share your Data, you are giving permission for us to retain your Data for as long as is necessary for the purposes set out above, but certain Data may subsequently be retained for accounting, recording or auditing purposes or as required by law. When any Data reaches the end of its retention period it is destroyed securely.
Protecting your data
We are committed to holding your data securely and sensitively, in accordance with The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679). Your data are held on a database hosted on a secure server within the tuition centre paid hosting services. User access rights to the database are restricted according to individual job roles in order to ensure that users only see information relevant to them. This access is reviewed on a regular basis.
We will not disclose your data to individuals, organisations or other entities outside the Aletheia. We do not sell to or trade your data with any other organisations.
Although most of the information we store and process stays within the UK, some information may be transferred to countries outside the European Economic Area (EEA). This may occur if, for example, one of our trusted partners’ servers are located in a country outside the EEA. Where these countries do not have similar data protection laws to the UK, we will take steps to make sure they provide an adequate level of protection in accordance with The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679), for instance, by entering into data sharing and processing agreements and in accordance with Article 13 of The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679).
In the unlikely event that we wish to process your Data for a purpose other than those outlined above, we commit to provide you with details of that purpose.
You are not obliged to share your data with us; however doing so will ensure a lifelong relationship with Aletheia and enable us to ensure that we provide a targeted service. We undertake not to record or use your data in any way which will cause damage or distress and have conducted a Privacy Impact Assessments in order to prevent inappropriate use of your data or our communications to you. We will use your details until you tell us you no longer wish to hear from us and will always try to ensure that the data we hold for you are up to date, reasonable and not excessive. You will always have the right to:
• Request access to the information we hold about you, free of charge and for your own purposes, provided in a structured, commonly used and readable form, within one month of submitting your request
• Request amendments to the information we hold about you
• Change your communication preferences at any time
• Request copies of data sharing agreements entered into with third party agents such as mailing houses
• Withdraw consent at any time, without affecting the use of your data based on your prior consent
• Request that we erase your personal information from our records or restrict the processing of your data
• Lodge a complaint with a supervisory authority
• Object to the processing of your information for any of the purposes outlined above.
Staying in touch
There are lots of ways in which you can stay in touch with Aletheia. When providing us with your consent to be contacted for the purposes outlined above, you are also able to tailor how we communicate with you (for instance, by post, email, SMS, or social media).
Aletheia pupils and staff are encouraged to make sure that their own Data is accurate by personally editing their details on www.tutormychild.com.
If you have any questions about this privacy statement, or would like to receive a copy of the information we hold about you, please contact us at: firstname.lastname@example.org.