Privacy Notice

This privacy notice explains how Helen Kirby, trading as Helen Kirby English, collects, uses and stores personal information when you make an enquiry, book tuition or use the website.

Who is responsible for your information?

Helen Kirby, trading as Helen Kirby English
Email: tuition@helenkirbyenglish.co.uk

Who does this notice apply to?

This notice applies to parents, guardians, prospective clients, students and website users whose personal information is collected in connection with Helen Kirby English.

What information may be collected?

Depending on the nature of the enquiry or tuition arrangement, I may collect and use:

  • parent or guardian names and contact details

  • student names, ages or year groups

  • school or educational context

  • information shared in an enquiry, consultation or tuition booking

  • information submitted through the website contact form

  • lesson records, session notes and feedback records

  • attendance and scheduling information

  • payment information connected with bank transfers, such as payer name, payment reference, amounts paid and invoice records

  • relevant medical, SEND or safeguarding information where necessary to provide tuition safely and appropriately

  • limited website usage information, including technical information collected through cookies, similar technologies, or embedded website features.

How information is used

Personal information is used to:

  • respond to enquiries

  • arrange and provide tuition

  • communicate with families about lessons, progress, and practical arrangements

  • keep teaching and attendance records

  • manage invoicing and payments

  • maintain appropriate safeguarding records where necessary

  • comply with legal, regulatory, and safeguarding responsibilities

  • operate, secure, and improve the website and related services

Lawful bases

I process personal information under one or more of the following lawful bases:

  • Contract: where processing is necessary to take steps before entering into a tuition agreement or to provide the agreed tuition service

  • Legal obligation: where processing is necessary for tax, accounting, safeguarding or other legal responsibilities

  • Legitimate interests: where processing is necessary for the day-to-day administration of the tutoring service, record-keeping, communication with families, operating the website, and maintaining a safe and well-organised service, provided the rights and freedoms of the individual do not override those interests.

  • Vital interests: where exceptionally necessary to protect someone’s life or safety.

Where I process health, SEND or other sensitive information, I will only do so where there is a valid lawful basis and an additional condition under UK data protection law.

Who is information is shared with?

Personal information is not sold or shared for marketing purposes.

Information may be shared, where necessary, with:

  • Squarespace, which hosts the website and contact form

  • my bank, for the purpose of receiving payment by bank transfer

  • Google, where Google Maps is embedded on the website

  • professional advisers such as an accountant or bookkeeper, where relevant

  • safeguarding agencies, children’s services, the police, regulators or other authorities where there is a legal or safeguarding reason to do so.

How long is information kept?

Personal information is kept only for as long as it is reasonably needed for the purpose for which it was collected, including tuition, record-keeping, accounting and safeguarding.

In general:

  • enquiry records may be kept for up to 12 months

  • Tuition records and related correspondence may be kept while tuition continues and for up to 6 years afterwards

  • invoicing and financial records may be kept for up to 6 years in line with tax and accounting requirements

  • safeguarding records may be kept for as long as reasonably necessary in line with safeguarding responsibilities

Do you have to provide information?

Some personal information is needed so that I can respond to enquiries, arrange tuition, communicate properly with families, invoice for lessons and meet safeguarding responsibilities. If this information is not provided, I may not be able to offer or continue tuition.

Automated decision-making

I do not use automated decision-making or profiling to make significant decisions about individuals.

Your rights

Under UK data protection law, you may have rights including:

  • the right to access your personal data

  • the right to have inaccurate personal data corrected

  • the right to request erasure in some circumstances

  • the right to request restriction of processing in some circumstances

  • the right to data portability in some circumstances

  • the right to object in some circumstances

Where processing is based on legitimate interests, you have the right to object to that processing.

How to make a request

If you would like to ask about your personal data or exercise your rights, please contact:

tuition@helenkirbyenglish.co.uk

Complaints

If you are unhappy with how your personal data has been used, please contact me using the email address above.

You also have the right to complain to the Information Commissioner’s Office (ICO).

Website, cookies and embedded services

This website is built on Squarespace and includes a contact form.

Last updated

April 2026