Privacy Policy
A Star Learning Services Ltd is committed to protecting your privacy and handling your personal data responsibly. This policy explains what information we collect, why we collect it, and how we keep it safe.
We are registered with the Information Commissioner’s Office (ICO) as a Data Controller (registration number ZB944327).
What Information We Collect
We may collect and use the following types of information:
- Student details — name, date of birth, school, educational history, tutoring records and reports
- Parent/guardian contact details — name, phone number, email address, and home address
- School or local authority contacts — names and contact details of relevant staff
- Payment information — bank details used solely to process payments
- Special category data — such as learning disabilities, medical conditions, or safeguarding concerns, collected only where necessary and with your explicit consent where required
We only collect information that is genuinely needed to provide our services.
Why We Use Your Information
We use your personal data to:
- Deliver tutoring and mentoring services effectively
- Communicate with students, parents, and schools or local authorities
- Meet our legal and safeguarding responsibilities
- Manage billing, payments, and invoicing
- Monitor and improve service quality and equality of access
Our Legal Basis for Processing
We process your data lawfully under one or more of the following grounds:
- Contract — to carry out the tutoring or mentoring service you’ve engaged us for
- Legal obligation — to meet safeguarding and other statutory duties
- Legitimate interests — to maintain service records and improve our provision
- Consent — for sensitive information such as special educational needs; you may withdraw consent at any time without affecting anything already processed lawfully
Who We Share Your Data With
We may share your information with:
- Associate tutors or mentors delivering your sessions
- Schools, trusts, or local authorities for funding, assessments, or safeguarding purposes
- Trusted third-party providers (e.g. online tutoring platforms, payment processors) under written data protection agreements
- Regulatory or law enforcement bodies where required by law
We will never sell your data. In safeguarding situations where a child or vulnerable person may be at risk, we may share information without consent where there is a lawful basis to do so.
How Long We Keep Your Data
| Type of record | Retention period |
|---|---|
| Student records | Up to 2 years after the last session |
| Financial records | 6 years (tax compliance) |
| Safeguarding records | As required by law |
Once data is no longer needed, it is securely deleted or destroyed.
How We Protect Your Data
We take security seriously. Our measures include:
- Password-protected and encrypted electronic records
- Access restricted to those who need it
- Secure cloud systems with appropriate access controls
- Safe disposal of paper and digital records
- Regular security reviews and staff training
Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Correct any inaccurate or incomplete data
- Request erasure of your data in certain circumstances
- Restrict or object to how we process your data
- Receive a copy of your data in a portable format (where applicable)
To exercise any of these rights, you can submit a Subject Access Request (SAR) in writing to us. We will acknowledge your request within 48 hours and respond fully within one calendar month (this may be extended by up to two months for complex requests).
If you believe your data has been handled unlawfully, you have the right to complain to the ICO at ico.org.uk or by calling 0303 123 1113.
Data Breaches
If a data breach occurs, we will assess its impact, notify affected individuals where necessary, and report significant breaches to the ICO within 72 hours. All breaches — including near misses — are recorded in our internal breach log.
Contact Us
If you have any questions about this policy or how your data is used, please get in touch:
Justin Talbot, Director
A Star Learning Services Ltd
Foundry, 10 Dolphin Centre, Poole, BH15 1SR
justin@astarlearningservices.com
This policy is reviewed annually to ensure it remains up to date with data protection law.