Privacy & Data Protection Policy

Woodford Education Ltd

1. Introduction

At Woodford Education Ltd, we are committed to ensuring that all personal data collected and processed is handled with the utmost care, in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We respect the privacy and rights of the families, pupils and staff we work with. This policy outlines how we collect, use, store and protect personal data.

2. Who We Are

Woodford Education Ltd is an education consultancy offering academic assessments, tutoring and educational advisory services for children.

For the purposes of data protection, Woodford Education Ltd is the Data Controller, meaning we determine how and why personal data is processed.

Woodford Education Ltd is registered in England and Wales.
Company Number: 17030246

Woodford Education Ltd is registered with the Information Commissioner’s Office (ICO) in accordance with UK data protection legislation.

3. Types of Personal Data We Collect

We may collect the following personal data when families enquire about or register for our services.

Children’s Information

• Full name

• Date of birth

• Gender (where relevant)

• Educational information

• Assessment information and reports

• Medical details where relevant (such as allergies or medical conditions)

• Emergency contact information

• Photography consent preferences

Parent or Guardian Information

• Full name

• Email address

• Telephone number

• Postal address

• Emergency contact information

Staff and Tutors

• Full name

• Contact details

• Professional qualifications and employment information

• DBS check information (where required)

• Emergency contact details

4. Website Enquiries and Communications

When you contact Woodford Education Ltd through our website enquiry form, email or mailing list, we may collect the information you provide, such as:

• name

• email address

• phone number

• details relating to your enquiry

This information is used solely for the purpose of responding to enquiries and providing information about our services.

5. Legal Basis for Processing Personal Data

We process personal data under the following lawful bases:

Contractual Necessity
Processing is necessary to provide educational services such as tutoring programmes, assessments and consultations.

Legal Obligation
We may process data where required to meet legal responsibilities including safeguarding and health and safety obligations.

Legitimate Interests
We may process data where it is necessary for legitimate educational or operational interests, provided this does not override individuals’ rights.

Consent
Where required, we will obtain consent before processing personal data. For example:

• photography or video use

• marketing or promotional materials

Consent can be withdrawn at any time.

6. How We Use Personal Data

Personal data may be used for the following purposes:

• processing programme registrations

• delivering educational services and tutoring programmes

• conducting academic assessments and producing reports

• ensuring health and safety of pupils

• communicating with parents regarding programmes or schedules

• supporting pupil welfare and wellbeing

• responding to enquiries

• marketing and promotional materials (where consent has been given)

Information relating to pupils is collected solely for the purpose of delivering educational services and safeguarding their welfare.  

Some personal data may also be processed where necessary to meet safeguarding responsibilities and to protect the safety and wellbeing of children.

As part of our educational services, Woodford Education Ltd may record professional observations, assessment outcomes and educational recommendations relating to a pupil’s academic development. Such records are created solely for the purpose of supporting the child’s learning and informing discussions with parents or guardians.

7. Data Security

Woodford Education Ltd takes appropriate measures to protect personal data.

These measures include:

• secure digital storage systems

• restricted access to authorised personnel only

• staff awareness of data protection responsibilities

• secure disposal of paper records

• encryption of sensitive digital information where appropriate

8. Sharing Personal Data

Woodford Education Ltd does not sell or distribute personal data to third parties.

Personal data may only be shared where:

• it is necessary to protect the safety or welfare of a child

• it is required by law

• it is necessary for emergency medical treatment

• the individual has given explicit consent

9. Data Retention

Personal data is retained only for as long as necessary.

Typical retention periods include:

Data Type| Data Type | Retention Period |

|| General enquiries | Up to 12 months |

| Assessment reports and programme information | Up to 2 years |

| Financial records | Up to 6 years (legal requirement) |

| Safeguarding information | Retained as required by safeguarding obligations |

When data is no longer required it will be securely deleted or anonymised.

10. International Data Transfers

Woodford Education Ltd does not routinely transfer personal data outside the United Kingdom.

Where third-party systems are used, we ensure appropriate safeguards are in place to protect personal data.

11. Data Breaches

In the unlikely event of a personal data breach, Woodford Education Ltd will follow appropriate procedures to investigate the breach and take corrective action.

Where required, the breach will be reported to the Information Commissioner’s Office and affected individuals will be informed.

12. Cookies

The Woodford Education website may use cookies to improve website functionality and user experience.

Cookies help us understand how visitors use the website and allow certain features to operate effectively.

Users can manage cookie preferences through their browser settings.

13. Your Rights

Under UK data protection law, individuals have the right to:

• request access to personal data

• request correction of inaccurate data

• request deletion of personal data where appropriate

• restrict how data is processed

• request transfer of data in a structured format

• object to certain types of data processing

Requests relating to personal data should be made using the contact details below.

14. Contact Information

If you have any questions regarding this policy or how personal data is handled, please contact:

Woodford Education Ltd
Email: info@woodfordeducation.co.uk