top of page

Privacy Policy

Last updated: 2 December 2025

Birchwood Education Ltd (“we”, “us”, “our”) is committed to protecting your privacy and handling personal information responsibly. This policy explains what data we collect, how we use it, and your rights under UK data protection law.

1. Who We Are

Birchwood Education Ltd
Company number: 15661760
Registered address: 154 Burnham Road, Hullbridge, Hockley, Essex SS5 6HJ
Email: admin@birchwood-ed.co.uk
Phone: 07740354217

We are the Data Controller for the information we collect.

2. Information We Collect

Parents, guardians, and students

  • Contact details (name, address, phone number, email)

  • Student year group, school, academic needs, and educational goals

  • Any safeguarding-relevant information you choose to provide

  • Session notes and progress information

  • Payment details and invoicing records

Tutors and applicants

  • Contact details and application information

  • Qualifications, CVs, interview notes

  • DBS status

  • Right-to-work documentation

Website and communication data

  • Enquiry form submissions

  • Email and message correspondence

  • IP address and browser data (if cookies are enabled)

3. How We Use Your Information

We use personal data to:

  • Deliver tuition services

  • Match students with suitable tutors

  • Communicate with families and tutors

  • Manage invoicing and payments

  • Ensure safeguarding and compliance

  • Improve and manage our website and services

  • Meet legal and regulatory obligations

4. Legal Bases for Processing

We process data under one or more of the following bases:

  • Contract: to provide tuition and related services

  • Consent: for optional activities such as marketing

  • Legal obligation: for safeguarding, tax, and accounting requirements

  • Legitimate interests: to run and improve our business

5. Sharing Your Information

We share personal data only when necessary, including with:

  • Tutors working with your child

  • Payment and invoicing services

  • IT and email service providers

  • Professional advisers (e.g., accountants)

  • Safeguarding bodies or authorities when required

We never sell personal data.

6. International Transfers

If data is transferred outside the UK by any of our service providers, we ensure appropriate safeguards—such as ICO-approved international transfer mechanisms—are in place.

7. Data Retention

We keep personal data only as long as needed:

  • Enquiries: up to 12 months

  • Tuition records: up to 6 years after services end

  • Financial information: 6 years

  • Tutor application data: typically 12 months unless hired

  • Safeguarding records: retained in line with statutory guidance

8. Your Rights

You have the right to:

  • Access the personal data we hold

  • Request corrections

  • Request deletion (where appropriate)

  • Restrict or object to processing

  • Request data portability

  • Withdraw consent at any time where consent is the basis for processing

To exercise your rights, contact us using the details above.

9. Data Security

We use appropriate technical and organisational measures to keep personal data safe from loss, misuse, unauthorised access, alteration, or disclosure.

10. Cookies

Our website may use cookies to improve functionality and user experience. You can manage or disable cookies through your browser settings. A separate cookie notice can be provided if required.

11. Updates to This Policy

We may update this policy from time to time. Any changes will be published on this page with an updated revision date.

12. Complaints

If you have concerns about how we handle your data, please contact us.
You may also raise a complaint with the Information Commissioner’s Office: www.ico.org.uk.

bottom of page