Humanitas Learning Privacy Policy
Privacy Statement
Humanitas Learning Ltd is committed to safeguarding the privacy of all our clients, this Privacy Policy outlines how we use the personal information we collect from you, how we process it, your rights in relation to your personal information, and how to contact us or a supervising authority should you need to.
Who we are
Humanitas Learning Ltd is registered in England and Wales with company number 15019208.
Our registered address is 4 Albourne Court, Henfield Road, Albourne, West Sussex BN6 9BD.
We are registered as a Data Controller with the Information Commissioners Office (ICO) under reference ZB735034
How to contact us
Email: jamessherrard@humanitaslearning.co.uk
You can also write to us at our registered address: Humanitas Learning Ltd 4 Albourne Court, Henfield Road, Albourne, West Sussex BN6 9BD
How we use your information
We feel strongly that in providing our tuition services (hereafter referred to as “services”), trust is extremely important. This means we will be completely transparent about the way in which we hold and use your data, as well as the reasons for asking for the particular data that we do ask for. It is important to know that we only ask for information that is strictly relevant for delivering the service that you ask us to deliver.
We will use personal information to:
Contact you regarding your enquiry.
Provide you with our services, including passing necessary information to third parties who perform part of any service. We may not be able to provide or services if you do not disclose the required personal information.
Provide you information relevant to your enquiry and your interest in specific areas of education.
Given the lawful basis detailed above: provide marketing communications, relating to our business, which are relevant to the service engaged by yourself. This may be by post, email, or similar technology.
The legal bit
We operate our data protection and privacy policies and processes according to the UK’s Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). We may act as a Data Controller or a Data Processor depending on the nature of services that we are providing to you.
The primary basis for processing your information is the mutual intent to provide tutoring services.
Where you have made an enquiry without engaging us, we will apply a legitimate interest basis to continue to provide you with information relevant to your enquiry. There is a reasonable period following your enquiry during which there is relevant contact and marketing activity.
Where we process your information solely for direct marketing outside of the reasonable period we will ask for your consent.
There may be circumstances where we have a legal obligation or regulatory requirement to collect and process your information.
What information we collect - parents and potential students
When we receive an enquiry we make up a file containing your details, including your gender, name, address and reason for seeking tuition. In order to introduce an appropriate tutor for your child, we will ask for their name, school attended, age and date of birth and information about their academic profile.
We also ask how you heard about Humanitas Learning; this is so that we can thank any people who referred you and direct our advertising efficiently. We will only use the personal information we collect to process the enquiry and source an appropriate tutor. We share some of this information with the potential tutor but only the information that is necessary in order to make a successful introduction. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
What information we collect - tutors and potential tutors
When we receive an enquiry from a potential tutor we ask for you to send in a copy of your CV. If selected, we will invite you to interview. We keep data such as your gender, name, address, schools attended, interests, employment history, contact details, email address, a photograph and your age on file. We also ask for detailed information about your skills, interests and qualifications. Without this information, we are unable to match you to suitable roles.
If you are successful we use this information to build a profile, that may appear on our website and be directly accessible by the public. Public-facing profiles on our websites contain your photograph, name and brief details of your qualifications and teaching experience but do not include any of your contact details. We use simple decision-making criteria to match your skills and qualifications with placements that are suitable for you. We keep a record of your bank details to allow us to transfer payments for your tuition time to you. We also a keep database showing your references (we always ask for you to send us email addresses for two referees, thereby giving us your permission to contact these referees). We keep sensitive data such as your DBS certificate number on our internal database, which is password protected. All tutors who work with us are required to hold a valid DBS. We believe this is a ‘legitimate interest’ in our business model because parents and students normally only want to work with tutors who can prove they do not have a criminal record.
Where we want to disclose information to a third party, other than your referees or obtain a ‘disclosure’ from the Disclosure and Barring Service, where you do not already have a DBS certificate number, we will not do so without informing you beforehand unless the disclosure is required by law.
We share essential information such as your profile and information that shows why you would be a good tutor with the potential parent or student. We will not normally ask your specific permission before doing this, we assume that by applying for the job, you are happy for us to put your details forward in this way. We will at all times, use our discretion to supply basic information to discuss your suitability for a job with a parent or student. If the parent or student decides to go forward and arrange a meeting, call or interview with you, we will share your basic contact information with them.
Personal information about unsuccessful candidates will be held for so long as is reasonably necessary.
When a person has taken up a position with Humanitas Learning, we will compile a file relating to their contractual terms with us. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s contract with us. Once a person ceases working with Humanitas Learning, we will retain the file in accordance with the requirements of our retention schedule and then delete it.
Visitors to our website
When someone visits our website we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the website. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. We use Google Analytics to help analyse use of our website. This analytical tool uses ‘cookies’,
which are text files placed on your computer, to collect standard internet log information and visitor behaviour information in an anonymous form. The information generated by the cookie about your use of the website (including your IP address) is transmitted to Google. This information is then used to evaluate visitors’ use of the website and to compile statistical reports on website activity.
We will not (and will not allow any third party) to use the statistical analytics tool to track or to collect any personally identifiable information of visitors to our site. We will not associate any data gathered from this site with any personally identifying information from any source as part of our use of the Google statistic analytics tool. Google will not associate your IP address with any other data held by Google. Neither we nor Google will link, or seek to link, an IP address with the identity of a computer user. If we do want to collect personally identifiable information through our website, we will be upfront about this. We will make it clear when we collect personal information and will explain what we intend to do with it
Protecting your data
All our tutors are under a duty of confidentiality to protect the integrity of our clients’ data. They will not disclose any information of a confidential nature, unless required by law to do so.
We have extensive features in place to protect all personal data held. These include:
All computer access is secured with strong password authentication, and access to shared network drives is limited to authorised staff.
Passwords are changed periodically.
All applicant material (for all positions) is stored in a central personnel file.
Data is stored on secure and encrypted hosted infrastructure only accessible by authorised staff.
We store your information in the UK and the EU. However if data that we collect about you is transferred to, accessed, used or stored in a country outside the European Economic Area but we will make sure that any transfer, access and use of your personal data complies with the laws which apply in the UK and will continue to be governed by this privacy policy
All computers have anti-virus & anti-malware software installed which is updated regularly.
All networks are secured using firewalls to protecting incoming and outgoing traffic to the internet.
Unfortunately the transmission of data over the internet is not completely secure and although we use our best efforts to protect your data once it has been received, we cannot guarantee the security of your data while it is being transmitted, either as an email, enquiry form, phone call or other communication.
Complaints or queries
We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address at the end of this notice.
Your rights
At any time, you have the right to ask us what information we hold about you, to access and rectify this information and to erase and to restrict the processing of data we hold. You also have the right to object to any data that we hold.
Erasure of your material
At your request, we will remove all personal data held about you, with the exception of billing information, or any other information, that we are required to keep by law, or for enhanced safeguarding purposes.
Portability of your data
We can provide basic contact information in the form of a .csv. If you would like to download your detailed profile data for use with another data controller, or you can login to your account and copy and paste this information. We are unable to export complete records as we do not have the facility to do this but we can send screenshots.
Corrections to your data
You may inspect the data we hold through your client account, for which you will have a login and password. You may also call or email us to check or change any information that we hold. We ask parents, students and tutors to take responsibility for providing us with accurate, up to date information. Under your, ‘Right to rectify’, you may contact us at any time to update this information.
Restriction of data processing
If at any point you wish us to stop processing your information, for the purposes we explained previously, you may do so by emailing or writing to us.
Automated decision making
We use a simple computer system to provide an initial search of our database to match tutor with student. You may opt out of this if you wish, but please note that we will then be unable to deliver the service you asked us to.
Access to personal information
We try to be as open as possible in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ (SAR) under the Data Protection Act 1998. If we do hold information about you we will: give you a description of it; tell you why we are holding it; tell you who it could be disclosed to; and let you have a copy of the information in an intelligible form.
To make a request to us for any personal information we may hold you need to put the request in writing either via email or by writing to us at the details provided at the end of this document. If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we need to print or post documents we will do this at no charge to you. If the requests are manifestly unfounded or excessive, we may make a small charge of up to £10 for doing so. If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting us. We will provide the information requested via a SAR, within 30 days if the request is reasonable, otherwise we can extend the period to respond by up to a further 2 months. We will ask for proof of identity to ensure that we are sending your information to the correct person.
Disclosure of personal information
We may disclose information about our clients to any of our tutors or other third parties involved in the provision of our services as is reasonably necessary for the purposes set out in this privacy policy.
In addition, we may disclose information in the following circumstances:
When we are required to do so by law.
In connection with legal proceedings or prospective legal proceedings.
For the purposes of litigation
To provide regulatory bodies with reports if a breach in regulation occurs (clients will also receive notification of the details being provided prior to submission if there is any identifying data included within the report).
In the event that we sell the business, we may disclose personal information held by us to the prospective buyer of said business.
Third party websites
Our website, services and marketing communications may contain links to third parties. We are not responsible for the privacy policies or processes of said third parties. This privacy policy does not cover any links within our website linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Use of your data
We use some of your data to perform our legitimate interest of introducing tutors to parents. In the first instance, we never share personal contact details. However, when both tutor and student have agreed to work together, we share all contact details, so that the parties may arrange tuition. All of our staff are trained to vet all contacts as well as possible. Tutors are all interviewed and DBS certification details are collected.
We might use your personal data for internal analysis to identify trends in our business, for example whether or not a particular demographic or geographical area makes requests for a specific kind of tutor. This data is anonymous and will not be traceable back to you.
We do not share your personal data with any external companies.
We will always make full use of your personal data to collect any debt that is owed to us or to notify you of any changes to our service that will affect you.
We may also share limited contact information on a strictly necessary basis with partners who we work with to provide introductions to tutors, or academic advice, anything that you have asked us, and have contractually authorised us to do for you. We will only share the minimum information required and any information we share will fall under the auspice of being of ‘legitimate interest’.
News & updates
Occasionally we will contact you with information about services that we think may be of interest to you. This will usually be by email which are only sent to registered clients or to individuals who have signed up to our news and updates through our website. We send this information out, only when we believe there is a legitimate interest to do so. We will always provide you with the option to opt out of these notices and we will always ask you to opt-in or sign up for these mailings in the first instance. We will not otherwise email you with marketing information. We will never share with or sell your information to third parties.
We may also from time to time, survey you, or ask you questions in an email. Your responses are held securely and not shared with others. We may take aggregate data. We may use a comment you have made about our service in our marketing material but we will never use your name, without specifically asking you if we can.
Lawful Basis to use your data
We retain data under the Legitimate Interests basis. We use your data in a way that you would reasonably expect us to use it and which has a minimal impact on your privacy. In this case, the legitimate interest is to record your personal details in order to allow us to carry out our legitimate work of introducing a tutor to a student. If we do not have the data, we will be unable to do this work because we cannot effectively match student to tutor. We also use your data to prepare billing and other account related services. We also use it to send emails about our services. We always strive to balance the collection and use of this data against your individual rights and freedoms and only ever ask for information that we legitimately need in order to do our work for you. We assess these details in a Legitimate Interests Assessment, which is available for you to see. We hold your data for as long as is reasonably necessary, unless you ask us to remove it, as you are entitled to do.
If you are not happy about the way that we retain your data, you can contact the Information Control Officer (ICO).
Payment processing
We maintain full compliance with the Payment Card Industry Data Security Standard (PCI DSS). More information can be found at: https://www.pcisecuritystandards.org/pci_security
We use Stripe, a third-party payment processor, which is based in the [UK / EU.]
We do not retain your payment card number. Where payments are made over a number of instalments, we store a ‘token’ provided by the payment processer. This enables us to collect payments without storing your personal card.
Consent
By signing your agreement with us, you have additionally given us implicit consent to use your information in order to allow us to fulfil the terms of our agreement with you.
Data breaches
We have rigorous procedures in place to prevent data breaches. In the event of a breach that is likely to result in a high risk to the rights and freedoms of individuals, we will notify those affected directly and we will also notify the ICO.
Changes to this privacy notice
We keep our privacy notice under regular review and we will place any updates on this webpage. This privacy policy was last updated on 10/02/2025
How to contact us or make a complaint
Requests for information about our privacy policy can be emailed to us at: jamessherrard@humanitaslearning.co.uk
Or write to us at Humanitas Learning Ltd 4 Albourne Court, Henfield Road, Albourne, West Sussex BN6 9BD.
If we cannot resolve your complaint satisfactorily, you can contact the Information Commissioner’s Office www.ico.org.uk