Privacy Policy - Education and Childcare
Maths With No Fear customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
- How long we keep the information
Contact details
What information we collect, use, and why
We collect or use the following information for student education and welfare:
- Names and contact details for students/children
- Names and contact details for parents, guardians, carers
- Gender
- Pronoun preferences
- Date of birth
- Payment details and financial information including transactions
- Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)
- Attendance and reason for absence data
- Account access information
- Exam results and qualifications
- Progress reports
- Information relating to compliments and complaints
- Exclusion, suspension and behavioural information
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Addresses
- Payment details
- Account login or user information
- Purchase or service history
- Call recordings
- Financial transaction information
- Correspondence
- Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)
- Attendance and reason for absence data
We collect or use the following information for information updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Website and app user journey information
- IP addresses
- Records of consent, where appropriate
We collect or use the following information to comply with legal requirements:
- Safeguarding information
- Any other personal information required to comply with legal obligations
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
- Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information for student education and welfare are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Where we get personal information from
- Directly from you
- Parents or carers
How long we keep information
Personal Information Retention Policy
Data Retention Periods
In accordance with UK GDPR and the Data Protection Act 2018, we retain personal information only for as long as necessary to fulfill the lawful purposes for which it was collected:
Educational Records:
- Student enrollment and academic records: 6 years after course completion (in line with educational sector guidance)
- Assessment results and certificates: Permanently retained to verify qualifications
- Attendance and progress records: 3 years after course completion
Financial Records:
- Payment and billing information: 7 years from the date of transaction (HMRC requirements)
- Refund requests and processing: 6 years after resolution
Communication and Marketing:
- Email communications and marketing consent: Until consent is withdrawn or 2 years from last engagement
- CCTV footage (if applicable): 30 days unless required for incident investigation
Legal and Regulatory Compliance:
- Safeguarding records: In accordance with statutory guidance (minimum 25 years or until the individual reaches age 25, whichever is longer)
- Health and safety incidents: 3 years from date of incident
- Complaints records: 3 years after resolution
Lawful Basis for Retention: We retain personal data under the following lawful bases:
- Contract performance and legitimate interests (educational services)
- Legal obligation (financial and regulatory compliance)
- Vital interests (safeguarding and health/safety)
Secure Disposal: Personal information is securely deleted or anonymized when retention periods expire, using methods that ensure data cannot be reconstructed or accessed.
Your Rights: Under UK GDPR, you have the right to:
- Request information about retention periods for your specific data
- Request erasure of personal data (subject to legal exemptions)
- Object to processing based on legitimate interests
For retention queries or to exercise your rights, contact our Data Protection Officer at [contact details].
Review: This retention policy is reviewed annually and updated in accordance with legal requirements and best practice guidance.
Who we share information with
Others we share personal information with
- Parents and carers
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:          Â
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
