Grid Education Ltd (Trading as London Tutor Club) Customer Privacy Notice

This privacy notice tells you what to expect us to do with your personal information. For the purposes of UK data protection law, the data controller is Grid Education Ltd (Company Number: 16438874), trading as London Tutor Club.

• Contact details

• What information we collect, use, and why

• Lawful bases and data protection rights

• Where we get personal information from

• How long we keep information

• Who we share information with

• Sharing information outside the UK

• How to complain

 

Contact details

Email: info@londontutorclub.com

Registered Office Address: 54 Bletchley Court, Letchworth Road, Stanmore, HA7 1FR

 

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

• Date of birth

• Next of kin and emergency contact information

• Dietary requirements (including vegetarian, vegan, gluten free and religious requirements)

• 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 also collect or use the following special category information for student education and welfare. This information is subject to additional protection due to its sensitive nature:

• Health 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

• Witness statements and contact details

• Relevant information from previous investigations

• Financial transaction information

• Information relating to health and safety (including incident investigation details and reports and accident book records)

• 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

• Alumni records

We collect or use the following information to comply with legal requirements:

• Health and safety information

• Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)

• Safeguarding information

• Any other personal information required to comply with legal obligations

We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature:

• Health information

 

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. 

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Your right to erasure - You have the right to ask us to delete your personal information. 

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. 

• Your right to object to processing - You have the right to object to the processing of your personal data. 

• 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.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. 

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.

• Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• 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.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

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.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

• Legal obligation - we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

 

Where we get personal information from

• Directly from you

• Parents or carers

• Publicly available sources

• Payment Service Providers

 

How long we keep information

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period, we consider the nature of the data and our legal obligations. Our retention periods are:

• Financial & Tax Records: We keep all records relating to income, expenses, and payments for 6 years from the end of the financial year they relate to. This ensures full compliance with HMRC’s legal requirements for statutory limited company records.

• Contracts & Student Progress Records: We keep your contract, lesson notes, and progress reports for 6 years after our professional relationship ends. This is the statutory limitation period for "simple contracts" under the Limitation Act 1980, ensuring we have records available should any legal dispute arise.

• Safeguarding & Child Protection Records: Where a safeguarding concern has been raised, we are legally required to keep these records until the child reaches the age of 25 (or for 10 years after the incident, whichever is longer).

• Marketing Data: We keep your contact information for marketing purposes only for as long as you remain an "active" subscriber. If you unsubscribe, we will remove you from our mailing lists immediately. We also delete data for subscribers who have not engaged with us for 24 months.

• Unsuccessful Enquiries: If you contact us about tuition but do not eventually book a session, your personal information will be deleted after 12 months.

 

Who we share information with

Data processors

Payment Service Providers

This data processor does the following activities for us: Process customer payment information, handle secure transactions, and provide billing\/invoice records.

Cloud Service Providers

This data processor does the following activities for us: Provide secure cloud storage for recordkeeping.

Others we share personal information with

• Parents and carers

• Organisations we need to share information with for safeguarding reasons

• Legal bodies or authorities

• Organisations we’re legally obliged to share personal information with

• Professional consultants

Acuity Scheduling (Squarespace Ireland Ltd)

This data processor provides our online booking platform, manages scheduling, and collects initial student/parent intake information.

 

Sharing information outside the UK

Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Microsoft Corporation

Category of recipient: Cloud Storage and Email Service Provider

Country the personal information is sent to: USA

How the transfer complies with UK data protection law: The country or sector has a UK data bridge (also known as Adequacy Regulations)

Organisation name: Stripe, Inc.

Category of recipient: Payment Processing Services

Country the personal information is sent to: USA

How the transfer complies with UK data protection law: The country or sector has a UK data bridge (also known as Adequacy Regulations)

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Squarespace, Inc. (Acuity Scheduling)
Category of recipient: Scheduling and Booking Software Provider
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: The country or sector has a UK data bridge (also known as Adequacy Regulations) or uses Standard Contractual Clauses (SCCs).

 

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:           

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

 

Last updated: 15/05/2026