​GDPR Privacy Policy (Updated 27/01/26)

1. Introduction
● Bedford Tutor collects, stores, and processes personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Privacy and Electronic Communications Regulations (PECR) 2003.
● We respect your privacy and are committed to handling personal data responsibly, securely, and transparently. Personal information will not be shared with third parties without explicit consent unless required by law.

2. Who We Are
● Bedford Tutor provides one-to-one tuition for children aged 5–16 years.
● Bedford Tutor is operated by two directors:
□ Annabel Louise Walker
□ Helena Judith Walker

● Annabel Louise Walker is the designated Data Controller.
Contact details:
Email: bedfordtutor@outlook.com
Telephone: 07757 355484

3. What Personal Data We Collect
● Information collected via our websiteCollected through a secure online form:
□ Full name of the Client
□ Full name of the Student
□ Student’s date of birth
□ Client email address(es)
□ Client mobile telephone number(s)
● The Bedford Tutor website is hosted by a UK-based provider. The website CMS (WordPress) operates on servers within the UK.

● Information collected verbally or at meetings
​Collected via telephone or introductory meetings:
□ Student’s school
□ Special educational needs (if applicable)
□ Medical conditions or allergies (if applicable)

● Information collected during tuition
□ Updates to contact details
□ Changes to learning or support needs

4. How We Use Personal Data
● Personal data is used solely for the operation of Bedford Tutor, including:
□ Delivering and personalising tuition
□ Communicating with Clients
□ Scheduling and managing lessons
□ Monitoring progress and planning learning
□ Meeting safeguarding and insurance requirements
● Personal data is never used for unrelated marketing purposes.

5. Legal Basis for Processing Personal Data
● We process personal data under the following lawful bases:
□ Contract: data required to deliver tuition services
□ Consent: where explicit permission has been given
□ Legal obligation: where required by law
□ Vital interests: to protect a child’s wellbeing
□ Legitimate interests: to operate our business fairly and safely

6. Sharing Personal Data
● Personal data will not be shared with third parties without explicit consent unless required by law (for example, by HMRC or law enforcement agencies).
● Where sharing is requested, Clients have the right to refuse, and this decision will be respected.

7. Where Personal Data Is Stored
● Website dataData submitted via the website is stored in GDPR-compliant systems.

● Paper-based records
Paper records use first names only and a surname initial where required.

● Progress & planning records
Lesson planning and progress records:
□ use first names only (with an initial if needed)
□ are stored securely
□ are backed up to Microsoft OneDrive and Google Drive (servers outside the UK)
No full identifying information is stored in these records.

● Client & Student records
Each Student has a secure digital record containing:
□ Client name and contact details
□ Student name and date of birth
□ School details
□ SEN information (if applicable)
□ Medical/allergy information (if applicable)
□ Tuition format (visiting, online, or hybrid)
These records are stored on:
□ password-protected business computers
□ a password-protected external hard drive
□ a UK-based encrypted cloud backup service

● Communications
Most communication takes place via WhatsApp, chosen for its end-to-end encryption. This includes:
□ lesson reminders
□ invoices and receipts
□ progress voice notes
Emails are used only for:
□ initial enquiries
□ official correspondence
□ formal documents
Email accounts are reviewed and audited regularly.

8. Data Protection Principles
● Bedford Tutor processes personal data in line with the seven GDPR principles:
1. Data is processed lawfully, fairly, and transparently
2. Data is used only for its original purpose
3. Data collection is limited to what is necessary
4. Data is kept accurate and reviewed periodically
5. Data is not kept longer than necessary
6. Data is stored securely
7. We remain accountable for compliance

9. International Data Transfers
● Some data may be processed or stored outside the UK or EEA due to the use of cloud services or website platforms.
● By submitting personal data, Clients acknowledge and accept this position.

10. Data Retention
● Some data must be retained after tuition ends to meet legal or insurance requirements.
● Bedford Tutor reviews stored data regularly and disposes of information securely when it is no longer required.

11. Data Breaches
● In the event of a suspected data breach:
□ affected parties will be informed promptly
□ the Information Commissioner’s Office (ICO) will be notified within 72 hours where required
□ a record of the breach will be maintained

12. Your Rights
● Under GDPR, Clients have the right to:
□ request access to personal data
□ request correction or deletion of data
● Requests will be acknowledged within 
14 days and completed within 
28 days, unless data must be retained by law.

13. Changes to This Policy
● This Privacy Policy may be updated from time to time.
● Clients are encouraged to review it periodically.

14. Contact
● ​For any questions or concerns regarding personal data, please contact:
​Annabel Louise Walker
Email: bedfordtutor@outlook.com
Telephone: 07757 355484