Privacy Notice
Last updated: 4 November 2026
This notice explains what personal information Joy Learning collects, why we collect it, and your rights. We keep it short and plain because many of the people we work with are families and children.
Who we are: Joy Learning, 61 Bridge Street, Kington, HR5 3DJ.
Contact: info@joylearning.co.uk · WhatsApp 07518 384585
Joy Learning is the data controller for the information described here.
1. Information we collect
Parents and guardians
- Name, email address, phone number and the messages you send us (by enquiry form, email or WhatsApp).
- Booking and invoice details. Card payments are processed by our payment provider; we never see or store your full card number.
Students
- Name, year group, school subjects, exam boards, goals and availability.
- Any learning needs you choose to tell us about, so we can choose a suitable tutor.
- Lesson reports and progress notes written by tutors, and lesson recordings where the lesson platform records them.
Tutors
- Name, contact details, university and course, qualifications, availability and payment details.
- Identity and right-to-work documents, two written references, and enhanced DBS check information.
Website visitors
- Our website does not use analytics or advertising cookies. Our hosting provider keeps basic server logs (such as IP addresses) for security. The enquiry form is provided by our booking platform, which may use cookies that are strictly necessary for the form to work.
2. Why we use it, and our lawful basis
| What we do | Lawful basis |
|---|---|
| Reply to enquiries, match students with tutors, arrange lessons and take payment | To take steps towards, and perform, our agreement with you (contract) |
| Check tutors' identity, qualifications, references and DBS status; keep records the law requires of employment agencies; keep tax records | Legal obligation |
| Keep children safe and respond to safeguarding concerns | Legal obligation and, for sensitive information, the safeguarding of children condition in the Data Protection Act 2018 |
| Use details of a student's learning needs to choose the right tutor | Your explicit consent, which you can withdraw at any time |
| Check lesson quality, handle complaints and improve our service | Our legitimate interests in running a good, safe service |
| Ask for a review, or use a testimonial, photo or video | Your consent. We never publish a review or video without your permission |
We do not sell your information, and we do not use it for automated decision-making.
3. Who we share it with
- Your tutor or the families you teach: only what is needed to run lessons. Families may see a tutor's qualifications, references and DBS status before lessons start.
- Service providers who act on our instructions: our booking and lesson platform (TutorCruncher and its lesson tools), our payment provider (Stripe), our email provider (Google Workspace), WhatsApp (Meta) for messages, our website host (Netlify), and our DBS checking service.
- Authorities: the police, local authority, HMRC or regulators where the law requires it, or to protect a child.
Some of these providers store data outside the UK. Where they do, we rely on UK adequacy regulations or approved contract terms to keep it protected.
4. How long we keep it
| Information | How long |
|---|---|
| Enquiries that do not lead to lessons | 12 months |
| Client, lesson and invoice records | 6 years after lessons end, for tax purposes |
| Tutor check records (ID, references, qualifications) | At least 12 months after we last work together, as the law requires, and no longer than 6 years |
| DBS certificate details | We record the date, certificate number and outcome only. We do not keep copies of certificates longer than 6 months |
| Safeguarding records | As long as safeguarding guidance requires |
| Lesson recordings | Deleted by the lesson platform according to its retention settings |
5. Your rights
You can ask us to:
- give you a copy of the information we hold about you
- correct anything that is wrong
- delete your information, or stop or limit how we use it, where the law allows
- move your information to another provider
- withdraw your consent at any time, where we rely on consent
Parents can usually make requests on behalf of younger children. Older children can make requests about their own information. Email info@joylearning.co.uk and we will reply within one month.
If you are unhappy with how we use your information, please tell us first. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
6. Keeping it secure
We keep information in secure, password-protected systems, limit who can see it, and ask tutors to keep family information confidential and delete it when lessons end.
7. Changes
We will update this notice if how we use information changes. The date at the top shows the latest version.