Privacy Policy

Introduction

We are committed to safeguarding the privacy of our clients and website visitors.

This policy applies where we are acting as a data controller with respect to the personal data of such persons; in other words, where we determine the purposes and means of the processing of that personal data.

We use cookies on our website. You will be asked for your consent regarding the use of cookies when you first visit our website.

In this policy, “we”, “us” and “our” refer to Psychology Academy Ltd.

About Us

The website www.psychologyuniversitytutor.co.uk is owned and operated by Psychology Academy Ltd, trading as Psychology University Tutor.

We are registered in England and Wales under registration number 15985726, and our registered office is at 35 Pitmaston Court West, Goodby Road, Moseley, United Kingdom, B13 8RL.

You can contact us:

by post, to the postal address given above;
by using our website contact form;
by telephone, on 07401384598;
by email, via [email protected]

This privacy policy explains what personal information we collect from you, how and when it is used, how we protect it, and who has access to it. It also incorporates our Cookie Policy.

Psychology University Tutor recognises the importance of confidentiality and the safeguarding of personal information. This privacy policy complies with the UK Data Protection Act 2018 (DPA) and the UK General Data Protection Regulation (GDPR).

We may update this Privacy Policy from time to time. If significant changes occur, we may provide additional notice (e.g., on the homepage or via email). We encourage you to review this policy regularly to stay informed about our information practices and how you can help protect your privacy.

What Is Personal Information?

Personal information refers to information about an identifiable individual or data that allows an individual to be identified. This does not include business contact information (such as a name, title, business address, or business phone number) when used solely for business communications.

How We Collect, Use, and Disclose Personal Information

We collect and process personal information only as necessary to achieve the purposes outlined in this policy. We do not collect or retain personal information indiscriminately. All personal data will be securely deleted or anonymised within six years of the termination of service, except for data retained for tax or regulatory purposes, where longer retention periods apply.

Collection of Personal Information

Psychology University Tutor typically collects personal information directly from the individual, such as when you provide information through our website, email correspondence, or other interactions. In some cases, we may obtain personal information from other sources, such as publicly accessible records, government bodies, or third parties like employers, references, or service providers, where permitted by law.

If the purpose of collecting your personal information is unclear, you may ask a Psychology University Tutor representative to explain the reason for data collection. Additionally, you can request access to all personal information we hold about you by contacting us in writing at [email protected].

Purpose of Data Collection

The primary purpose of collecting personal information from clients, tutors, and other stakeholders is to establish and maintain our professional and contractual relationships and facilitate the provision of psychology tutoring and consultancy services.

Specifically, we collect personal information to:

Facilitate the delivery of academic support and consultancy services.
Enable clear and efficient communication between clients, tutors, and administrative staff.
Maintain records, including mailing lists, for organisational purposes.

We may also use personal information to:

Respond to comments, queries, and requests, providing effective customer service.
Communicate updates about services, offers, or news that may interest you. Marketing communications will only be sent with your explicit consent, as required by GDPR regulations.
Manage your account and send administrative messages, technical notices, and updates.
Analyse trends, usage, and activity to improve our services.
Combine information obtained from various sources to better understand and address your needs.
Fulfill any other purpose for which the information was collected, as specified at the time of collection.

Consent and Disclosure of Personal Information

Where appropriate, Psychology University Tutor will obtain explicit consent for the collection, use, and disclosure of your personal information. Consent may be given in writing, orally, or through actions such as continued use of our services, depending on the context and sensitivity of the information.

Under the UK Data Protection Act 2018 (DPA) and the UK General Data Protection Regulation (GDPR), we may disclose personal information to third parties without your explicit knowledge or consent in certain situations, including:

To consultants or service providers who require the information to perform work on our behalf, such as legal advisors or contracted educational professionals.
In response to requests from law enforcement agencies, courts, or other governmental bodies, where disclosure is required by applicable law.
For safeguarding purposes, including background checks or other measures to ensure safety and compliance.
In cases of suspected academic misconduct, to relevant educational institutions or awarding bodies.
To protect the rights, property, or safety of Psychology University Tutor, its clients, or any third party.
During negotiations or transactions involving the sale, merger, or transfer of the business or its assets to another entity.
With your explicit consent or at your direction.

Sharing and Processing of Information

We may also share aggregated or de-identified information, which cannot reasonably be used to identify you.

Generally, personal information provided to us is confidential, and we do not disclose it to unconnected third parties except with your explicit or implied consent, or as permitted or required by law. We do not exchange or sell personal information to third parties.

From time to time, Psychology University Tutor may use third-party service providers to perform certain functions on our behalf, such as data storage, document scanning, or shredding. We require all such service providers to protect your personal information to the same standard that we uphold and to use it only as directed by us.

Compliance with Data Protection Laws

Psychology University Tutor complies with data protection regulations established under the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018. These laws require an “adequate level of protection” for the transfer and processing of personal data, ensuring that your information is handled securely and lawfully.

Website and Service Usage Data

We may process data about your use of our website and services (“usage data”). This usage data may include:

IP address
Geographical location
Browser type and version
Operating system
Referral source
Length of visit
Page views
Website navigation paths
Timing, frequency, and pattern of your website usage

The source of this usage data is tools such as Google Analytics. We process this data to analyse website usage and improve our services. The legal basis for this processing is our legitimate interest in monitoring and enhancing our platform.

Account Data

We may process information provided to set up and maintain an account with us (“account data”). This may include your name, email address, and phone number. The source of this information is the details you provide when engaging with our services.

We process account data to:

Deliver our services
Ensure the security of our website
Maintain backups of our databases
Communicate effectively with you

The legal basis for this processing is to facilitate the performance of a contract between you and us, or to take steps at your request before entering into a contract.

Profile Data

We may process information included in your personal profile on our website (“profile data”). This may include your name, address, telephone number, email address, educational and employment details, or other relevant personal information.

Profile data is processed to enable you to use our services. The legal basis for this processing is the performance of a contract between you and us, or steps taken at your request before entering into such a contract.

Service Data

We may process personal data provided during your use of our services (“service data”). This includes:

Information about your academic performance
Details about your tutoring sessions
Academic institutions attended or attended in the future
Availability for sessions and preferences for delivery

This data is collected directly from you and is processed to ensure effective delivery of our services. The legal basis for processing service data is to enable the performance of a contract between you and us.

Publication Data

If you post information for publication on our website or through our services (“publication data”), we may process this information to facilitate its publication. The legal basis for processing publication data is your consent.

Enquiry Data

We may process information contained in any enquiries you submit regarding our services (“enquiry data”). This data is used to respond to your enquiries and provide relevant information about our services. The legal basis for this processing is our legitimate interest in addressing enquiries and making our services accessible to potential clients.

Customer Relationship Data

We may process information relating to our customer relationships, including contact information (“customer relationship data”). This data may include your name, contact details, and information contained in communications between you and us. The source of this data is you.

Customer relationship data is processed to:

Manage our relationships with clients
Communicate effectively
Keep records of communications
Promote our services

The legal basis for this processing is our legitimate interest in managing customer relationships efficiently.

Transaction Data

We may process information related to transactions, including the purchase of our services (“transaction data”). This data may include:

Your contact details
Payment method information (e.g., payment card details)
Billing address
Details of the transaction itself

Transaction data is processed for:

Supplying purchased services
Maintaining accurate transaction records

The legal basis for this processing is the performance of a contract between you and us and/or steps taken at your request to enter such a contract, as well as our legitimate interest in the proper administration of our business.

Notification Data

We may process information you provide when subscribing to email notifications (“notification data”). This data is processed to send you relevant notifications, such as updates related to your use of our services, including charges or changes.

The legal basis for this processing is our legitimate interest in keeping clients informed about developments affecting their services.

Additionally, we may process information provided for subscribing to newsletters or updates about jobs, sessions, accounts, messages, or payments. This data is processed to deliver these communications, based on your consent.

Correspondence Data

We may process information contained in or related to communications sent to us and/or other users (“correspondence data”). This includes:

Content of communications
Video recordings, phone recordings, and message transcripts
Metadata associated with the communications

Metadata is automatically generated by our website when communications are made. Correspondence data is processed to:

Facilitate communication
Resolve disputes
Maintain accurate records

The legal basis for this processing is our legitimate interest in ensuring proper administration of our platform, protecting our brand, and maintaining communication integrity.

Risk Management Data

We may process personal data where necessary to:

Obtain or maintain insurance coverage
Manage risks
Report misconduct
Seek professional advice

The legal basis for this processing is our legitimate interest in protecting our business against potential risks.

Compliance and Vital Interests

In addition to the purposes outlined above, we may process your personal data to comply with legal obligations or to protect your vital interests or the interests of others. Please do not provide personal data about another person unless we specifically request it.

Protecting Your Personal Information

We strive to maintain your personal information in an accurate, complete, and up-to-date form, as necessary to fulfil the purposes for which it was collected. We protect personal information with safeguards appropriate to its sensitivity, regardless of format. These safeguards include:

Premises security and restricted access to files containing personal information
Technological safeguards such as security software, firewalls, and internal passwords
Security policies to prevent unauthorised access

We may disclose your personal data to our insurers and professional advisers when reasonably necessary to obtain or maintain insurance coverage, manage risks, obtain professional advice, or establish, exercise, or defend legal claims, whether in court or other procedures.

We may disclose enquiry data, profile data, service data, or correspondence data to facilitate introductions between tutors and students. This includes arranging tuition, administering the tutor-student relationship, and assisting in the performance of contracts between them. The legal basis for this is our legitimate interest in providing and managing our services.

Financial transactions relating to our website and services are handled by payment providers such as Stripe and PayPal. We will share transaction data only as necessary for processing payments, refunds, and addressing related complaints or queries. For details on their privacy practices, please refer to their websites.

We may disclose your personal data to any affiliates, subsidiaries, or group companies as reasonably necessary for the purposes outlined in this policy and as permitted by law.

Additionally, we may disclose personal data when necessary to comply with legal obligations, protect your vital interests or those of others, or establish, exercise, or defend legal claims.

Information We Collect Automatically

We automatically collect certain information about you when you use our website or transact with us, including:

Log Information: Details such as your browser type, access times, pages viewed, IP address, and referral links.
Transaction Information: Data about your use of services, including session type, date, and time.
Class Recordings: Tutoring sessions conducted via video conferencing tools (e.g., Zoom) may be recorded and stored for a limited period to ensure quality, safety, and dispute resolution.
Phone Calls: Phone calls made through our systems may be recorded and stored for monitoring, quality assurance, and dispute resolution.
Message Transcripts: Messages exchanged through our platform are stored for similar purposes.

Cookies and Tracking Technologies

Our website uses cookies to enhance user experience and improve our services. Cookies are small files stored on your device when you visit our website.

Permanent Cookies: Analyse usage patterns to improve functionality.
Session Cookies: Temporary cookies that expire when the browser is closed, used to enhance performance and monitor web trends.

Cookies may collect non-identifying information but can be linked to personal data you provide. You can disable cookies via your browser settings, but some features may not function as intended.

We use cookies for:

Authentication
Security
Personalisation
Advertising (e.g., Google, Facebook, Bing)
Analytics

Third-party cookies, including those from Google, help us track visits, analyse behaviour, and improve content. These cookies may also facilitate targeted advertising campaigns on social media and other websites. For example, after visiting our website, you may see Psychology University Tutor ads on other platforms.

Google Analytics helps us understand user behaviour, including pages visited, navigation patterns, and content downloaded, to refine our services. Google’s privacy policy is available at https://www.google.com/policies/privacy/.

If you have submitted a contact form or subscribed to our mailing list, we may use cookies to personalise email campaigns based on your preferences and interests.

Data Retention

Personal data is retained for 1-6 years, depending on its purpose.
Retention periods for specific data types are determined based on legal, business, or process review needs.

User Rights

Under data protection laws, users have the right to:

Access personal data held about them.
Rectify inaccurate or incomplete data.
Erase data under certain conditions.
Restrict Processing in specific circumstances.
Object to Processing, especially for direct marketing or research.
Data Portability, enabling users to receive their data in a structured format.
Withdraw Consent for data processing based on consent.
Complain to a supervisory authority about data handling practices.

Users can exercise these rights via their account or by contacting the Data Protection Officer.

Data Sharing

Personal data may be shared within the company’s group and with specified partner companies (e.g., Tavistock Tutors, The Profs) for legitimate business interests or legal obligations.

External Links

The company disclaims responsibility for third-party websites linked on its platform.

Access and Complaints

Users can request access to their data, subject to identity verification and a possible fee for retrieval.
Complaints about data handling can be directed to the Data Protection Officer, with investigations completed within 60 days.

Contact Information

The policy provides postal, email, and website contact details for queries or complaints.

If this is a policy you’re drafting or reviewing, it appears thorough and aligned with typical GDPR and privacy regulation requirements. Let me know if you’d like help refining it further or adding specific clauses!

Credit
This document was created using a template from SEQ Legal (https://seqlegal.com)