White Collar Data Protection Policy

1. Introduction

White Collar is committed to handling personal data in compliance with data protection laws, including the General Data Protection Regulation (GDPR). This policy outlines our principles, responsibilities, and procedures to ensure personal data is processed lawfully, securely, and transparently.

2. Data Protection Principles

All personal data processing at White Collar follows these principles:

• Lawfulness, Fairness, and Transparency

  • Personal data is processed lawfully and transparently.
  • Individuals receive clear, accessible information about data processing.
  • The Data Privacy Manager ensures compliance.

• Purpose Limitation

  • Data is collected for specific, legitimate purposes and not used for unrelated reasons.

• Data Minimization

  • Only data necessary for processing is collected and stored.
  • The Data Privacy Manager reviews data collection methods annually.

• Accuracy

  • Personal data is kept up to date.
  • Members must notify Explore Learning of any changes.

• Storage Limitation

  • Data is stored only as long as necessary.
  • After retention periods, data is securely anonymized or deleted.

• Security

  • Personal data is protected against unauthorized access, loss, or destruction.

• International Transfers

  • Data is not transferred outside the European Union (EU) unless adequate protection is ensured.

3. Personal Data We Collect

White Collar collects personal data for tuition services, safeguarding, and communication, including:

• Parents/Guardians: Name, contact details, payment information.
• Children: Name, age, school, special educational needs, medical conditions.
• Emergency Contacts: Names and phone numbers.
• Marketing Preferences: Opt-in data for promotions.

4. Data Processing & Retention

We process data to:

• Deliver tuition services.
• Ensure child safety.
• Manage administrative and financial operations.
• Comply with legal requirements.

Retention Periods:

• Membership records: 2 years after cancellation.
• Attendance records: 3 years from the last recorded session.
• Archived member data: Anonymized after 3 years.

5. Data Subjects’ Rights

Individuals have rights over their data, including:

• Access: Request a copy of personal data.
• Correction: Request updates to inaccurate data.
• Erasure (“Right to be Forgotten”):
  • For non-members: Data is deleted within 30 days of request.
  • For former members: Data is deleted after 2 years, per Ofsted regulations.
• Objection: Prevent certain types of processing (e.g., marketing).
• Data Portability: Request data in a machine-readable format.

To exercise these rights, contact info@whitecollartutors.com

6. Data Security Measures

• Employees must ensure that personal data is kept secure.
• Unauthorized access or disclosure is strictly prohibited.
• Manual records should be stored securely and shredded when no longer needed.
• PC screens and terminals must not be visible to unauthorized individuals.

7. Complaints & Contact Information

For concerns about personal data handling, individuals may:

1. Contact Explore Learning at info@whitecollartutors.com
2. Complain to the Information Commissioner’s Office (ICO).