Privacy Policy
11 Plus Wirral is committed to being transparent about how it collects and uses the personal data of its members and parents and to meeting its data protection obligations. This policy sets out the organisation’s commitment to data protection, and individual rights and obligations in relation to personal data.
11 Plus Wirral is committed to complying with data protection legislation and good practice including:
- Processing personal information only where this is strictly necessary for legitimate organisational purposes
- Collecting only the minimum personal information required for these purposes and not processing excessive personal information
- Providing clear information to individuals about how their personal information will be used and by whom
- Only processing relevant and adequate personal information.
- Processing personal information fairly and lawfully
- Keeping personal information accurate and, where necessary, up to date
- Retaining personal information only for as long as is necessary for legal or regulatory reasons or, for legitimate organisational purposes.
- Respecting individuals’ rights in relation to their personal information, including their right of subject access
- Keeping all personal information secure.
Responsibilities under the General Data Protection Regulation (GDPR)
- The Manager is responsible for developing and encouraging good information handling practices within the organisation.
- The Manager is responsible for ensuring that compliance with data protection legislation and good practice is adhered to.
The kind of information that is held.
As a tuition provider, 11 Plus Wirral is responsible for the personal information it handles to deliver our service. This information is only used for delivering tuition and for safeguarding purposes.
When you express interest in your child attending one of our tuition classes, we collect and process the following data from you:
- your name
- email address which will be used to send you a confirmation email
- contact telephone numbers which will be used to send you a confirmation SMS and
- confirmation call
- child’s name, age, school and reason for interest in tuition
When your child starts tuition with us, we will collect and process the following data from you:
- Parent/Guardian’s name, postal and email address, contact phone numbers
- Emergency contact’s names and phone numbers
- Child/ren’s name, age and name of school.
- Information about any medical conditions, allergies or Special Educational Needs of child/ren
How we will use information about you
We need the above categories of information primarily to allow us to perform our contract with you and to enable us to comply with legal obligations. In some cases, we may use your personal information to pursue legitimate interests, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below.
- For the purpose of delivering tuition and for improving that tuition service;
- To safeguard members’ health and welfare and provide appropriate pastoral care;
- For the purposes of management planning and forecasting, research and statistical analysis
- To carry out or cooperate with any external complaints, disciplinary or investigation process
In addition, we will on occasion need to process special category personal data in accordance with rights or duties imposed on it by law, including as regards safeguarding, or from time to time by explicit consent where required. These reasons will include:
- To safeguard students’ welfare and provide appropriate pastoral (and where necessary, medical) care, and to take appropriate action in the event of an emergency, incident or accident, including by disclosing details of an individual’s medical condition or other relevant information where it is in the individual’s interests to do so: for example for medical advice, for social protection, safeguarding, and cooperation with police, medical or social services;
- To provide educational services in the context of any special educational needs of a member.
The data of customers of 11 Plus Wirral will additionally be used for the following purposes, subject to consent:
- You have the option of allowing us to use your child’s photo for the purpose of promotion on social media and official website during the tuition period.
Who will your personal information be shared with?
For the most part, personal data will be collected and stored by the tutor only responsible for the child’s tuition.
How long we keep personal data
We will retain personal data securely and only in line with how long it is necessary to keep for a legitimate and lawful reason.
- Upon termination of tuition, your data will be stored safely and securely. We will retain your personal data for a minimum of 2 years and a maximum of 3 years following cancellation of your membership to comply with relevant safeguarding bodies.
- Accident/Incident reports and Administration of Medication records will be kept indefinitely.
Security of data
All tutors of 11 Plus Wirral are responsible for ensuring that any personal data held, and for which they are responsible, is kept securely and is not under any conditions disclosed to any third party unless that third party has been specifically authorised to receive that information and has entered into a confidentiality agreement. Care must be taken to ensure that PC screens and terminals are not visible except to Tutors. Manual records may not be left where they can be accessed by unauthorised personnel and may not be removed from tutor premises without explicit authorisation. As soon as manual records are no longer required for day‐to‐day support, they should be archived. Personal data may only be deleted or disposed of in line with the Data Retention Procedure. Manual records that have reached their retention date are to be shredded and disposed of as ‘confidential waste’.
Rights of access to data
Data subjects have the right to access any personal data (i.e. data about them) which is held in electronic format and manual records which form part of a relevant filing system.
To obtain a copy of the personal information we hold about you, please email enquiries@11pluswirral.com.
Policy Last Updated date: January 2025
Reviewed and updated by Wendy Chapman, Manager of 11 Plus Wirral.