Privacy

Privacy And Data Policy For Website Users

Arising Tutoring is committed to protecting the privacy and security of visitors to our website. Please note that this privacy policy applies only to use of this website.

Cookie policy

A cookie is a small file which asks permission to be placed on your computer’s hard drive when you access a website. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used, and to see if any online advertising we use is bringing people to our website. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for analysis purposes.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

Via your browser settings, you can block or allow all cookies, as well as delete them:

Disabling and enabling cookies

You have the ability to accept or decline cookies by modifying the settings on your internet browser. This website www.wikihow.com/Disable-Cookies tells you how to remove cookies from your browser. However, please note you may not be able to take full advantage of the functionality of Arising Tutoring or the Website if you do so.

• All Arising Tutoring employees, contractors and third-party service providers are informed of their obligations under the DPA and the restrictions in place on their use of the personal data.
All Arising Tutoring servers are hosted within the European Union (EU) using GDPR compliant hosting facilities that meet industry security standards.

Data collection

We automatically collect usage data, such as the number of visitors and frequency of visits to this site, via Google Analytics. This data may include information about your entry and exit point from the website, your IP address and what browser you are using. This information allows us to gauge our website user demographics and the popularity of different pages on our website, including where our visitors are going, and how much time they spend there.

What personal data we collect and why we collect it

We will only use your information where we have a legal basis to do so and will always respect your rights. Where we use your information, it is generally because you have consented to us doing so in order to provide a service to you or it may be because we consider we have a legitimate interest to do so. Where we rely on a legitimate interest to use your information, we will always ensure that this is done in a way so as not to be intrusive and that respects your rights. Other reasons may include using information because we have a legal obligation to do so or because we have to fulfil contractual obligations

What personal data do we process?

We process the following types of personal data about you when you use Arising Tutoring:

Information provided by you – We collect personal data, such as your name and email address, when you register to either become a volunteer or member of staff with us, if you have enrolled your child for tuition, or make a general enquiry. As part of your personal profile, you may choose to submit additional information such as your gender and your location. In accordance with the Children’s Online Privacy Protection Act (“COPPA”), where you indicate you are under 16 we may additionally collect your date of birth when you register.
Information provided by your child – Where your child is under 16 years of age, your child may choose to submit your email address so that we can send you a parental approval request for them to use the site.
Information provided by you as parent/guardian – We collect personal data, such as your name and email address when you approve use of the site by your child should they be less than 16 years of age.
Information relating to your use of Arising Tutoring – We collect and process information relating to your use of Arising Tutoring, including opportunities you have applied to, and hours and comments you record around your volunteering activity.
Information collected automatically – Arising Tutoring receives and stores information which is transmitted automatically from your computer when you browse the Internet. and use Arising Tutoring. This includes information from cookies (which are described in the section on Cookies), your IP address and browser type. Your IP address is the unique address of your computer which is automatically provided to other computers when your web browser requests a web page from those computers on the Internet.

How do we use your personal data?

We will use your personal data in order to deliver the service to you. This includes using your personal data to:

Manage your child/children’s records.
Provide you with recommendations of useful opportunities for your child/children which you may find interesting.
Send you newsletters, notices, or letters of correspondence.
Send you an invite to join.
Send you a link to a parental approval form, where a child is less than 16 years of age.
To respond to or fulfil any requests, complaints or queries you make to us.

We may use your email address to contact you from time to time about changes to Arising Tutoring’s service, to confirm with you when you register your interest in a volunteering opportunity and notify you when you have been shortlisted for an opportunity. We may also use it for security reasons to confirm that you are who you say you are. We also may use the information collected automatically, such as your IP address and information stored via cookies, to gather statistics about the number of people who visit Arising Tutoring’s website and to customise its content, layout and services.

We may share this information, on an aggregate and anonymised basis, with third parties to help us improve Arising Tutoring and better serve our users. If you contact us directly, including raising a support ticket, we will use the information you give to us to handle your enquiry or request. This may include responding to your query or feedback or sending you relevant information. We may also keep a record of conversations we have with you, feedback you provide and any marketing or support materials we send out to you. This can help us to handle queries more efficiently.

When you register your interest in a volunteering opportunity, we will forward your details to the recruiter. If the opportunity is advertised through a broker, such as a Volunteer Centre or recruitment agency, your details will be available to both the broker and the organisation providing the opportunity in order to take your application forward. Unless you choose to tick the relevant boxes to sign up to our newsletter and other email updates, you will not receive any further mailings other than a reply to your enquiry from the opportunity provider or opportunity host. If you would like to stop receiving further mailings from us, you can uncheck the relevant box on your profile, or unsubscribe from our newsletters using the unsubscribe link on every email newsletter. You can also choose to delete your account.

How long we keep your data

Your details are automatically removed from our database if we are unable to contact you or you do not confirm your email address.

Disclosure to third parties

We may provide your personal data and the data generated by cookies and the aggregate information to the vendors and service agencies that we may engage to assist us in providing you with a highest quality service. Such third party entities will be obligated to use your personal data solely to provide services to us in connection with Arising Tutoring’s service, and for no other purpose. We will disclose your personal data if we reasonably believe we are required to do so by law, regulation or other government authority or to protect the rights and property of Arising Tutoring, its affiliates or the public. We may also cooperate with law enforcement agencies in any official investigation and we may disclose your personal data to the relevant agency or authority in doing so. We reserve the right to transfer your personal data in the event of a transfer of ownership of Arising Tutoring, such as acquisition by or merger with another company.

Your rights

Under the General Data Protection Regulations (GDPR) you have the following rights:

Information Right – The right to receive the information contained in this policy and our data collection forms about the way we process your personal data.
Personal Data Access Right – The right to know that we are processing your personal data and, in most circumstances, to have a copy of the personal data of yours that we hold. You can also ask for certain other details such as what purpose we process your data for and how long we hold it.
Personal Data Correction Right – You have the right to request that we correct inaccurate data or complete incomplete data that we hold on you.
Personal Data Erasure Right – Known as the Right to be forgotten. In certain circumstances you may request that we erase your personal data held by us.
Personal Data Restriction Right – You have the right to restrict the way we process your personal data in certain circumstances, for example if you contest the accuracy of the data, if our processing is unlawful, to pursue legal claims, where we are relying on legitimate interests to process data.
Data Processing Objection Right – You have the right to object to us processing your data for (i) direct marketing purposes (ii) research or statistical purposes and (iii) purposes of profiling related to direct marketing or based on our legitimate interests
Data Portability Right – You have the right to receive a copy of certain personal data or to have it transferred to another organisation in some circumstances

Right to withdraw Consent at any time

Right to complain to the Information Commissioner’s Office (ICO)

Where we use your personal information based on your prior consent, such as where you have given us permission to send you marketing communications by email, mobile messaging or by direct message on social media, you can withdraw your consent at any time by contacting us.
You have the right to be confident that Arising Tutoring handles your personal information responsibly and in line with good practice.

If you have a concern about the way we are handling your information, then in the first instance you should raise this with us. We will take your concern seriously and work with you to try to resolve it. However, if you are still unhappy with our response you can raise a concern with the ICO, the UK data protection regulator – see the links below for details:

ico.org.uk/for-the-public/raising-concerns
ico.org.uk/concerns

Copyright

No part of this website, including information, images, logos, photos, and overall appearance of the site, may be copied, republished, broadcast or reproduced without the prior written permission of the copyright holders, except for your own personal or non-commercial use.

Website content

All reasonable efforts are made to maintain the accuracy of the content on this website; however, we cannot take responsibility for omissions or errors. If you identify inaccurate information, please contact us with the details provided below and we will rectify the content.

Links to other websites

Our website may contain links to other websites of interest, including our social media pages. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Acceptance of the terms in this privacy policy

By using this site, you signify consent to the arrangements outlined in this policy. If you do not agree with this privacy policy, please do not use our site. We reserve the right, at our discretion, to change, add or remove portions of this policy at any time. Your continued use of this website following changes to this policy means you accept the changes we make.

Changes to this Privacy Policy

We reserve the right to modify this privacy policy at any time, so please review it frequently. If we make material changes to this policy, we will notify you by means of a notice on our home page.

Privacy Notice for Schools, Pupils, Parents, and Guardians

1. About Arising Tutoring

Arising Tutoring (we, us, our) is a community interest company, that provides tuition for disadvantaged pupils to help with raising their academic attainment and to maximise their full potential.

We provide tuition for pupils ages 5-18 in Maths, English, Science and Drama. We provide an exceptional learning experience within an inclusive, nurturing environment where pupils can develop the skills they need to become lifelong learners.

We aim to break the barriers of social deprivation by creating access to educational support which will help to raise the academic attainment for disadvantaged pupils. We achieve this by delivering the highest possible academic standards and creating a high-quality learning experience which will encourage pupils to strive for excellence and to value their achievements.

2. Purpose of this privacy notice

The current version of this notice is effective from 4th January, 2022.

This notice intends to make the following points clear to schools, pupils, parents and guardians about the information (data) we ask schools who we support to share with us about pupils who may access our provision and the information we collect independently:

why we ask schools who we support to share information with us and why we collect some additional information independently (section 3.)
what information we ask schools who we support to share with us and what information we collect independently (section 4.)
where we store the information and who can access it (section 5.)
how long we keep the information (section 6.)
what information we share with other parties (section 7.)
our legal basis for processing the information (section 8.)
security of personal information (section 9.)
transfers outside of the EEA (section 10.)
how to control your information and rights (section 11.)
how to contact us (section 12.)

3. Data Purpose – why we ask schools we support to share information with us and why we collect some additional information independently

Arising Tutoring asks the schools we support to provide information about the pupils they put forward for or tuition support, and we collect some additional information independently, for the following reasons:

to effectively coordinate the delivery of our provision;
to meet safeguarding responsibilities;
to enable the evaluation of our impact and improve the future delivery of our provision;
to demonstrate our provision reaches the pupils who need it

4. Data Collection – what information we ask schools we support to share with us and what information we collect independently

We ask the schools who we support to provide us with the following information about all pupils who receive support through our provision , via a password-protected spreadsheet or email encryption software: full name, school, school year, gender, date of birth, unique pupil number, subject ability, pupil premium status SEND status.

Optionally, the school may also choose to provide additional engagement-related guidance for our consideration.

We will independently record: pupil attendance and engagement, pupil assessment results, pupil survey responses.

We may ask schools we support to provide, via a password-protected spreadsheet or email encryption software: pupils’ final GCSE results in English, Maths, Science and Drama ,or final SAT results in reading, writing and maths.

For pupils who are accessing the tutoring sessions online, video recordings of tutoring sessions are made. For those pupils accessing the tutoring session online from an at-home setting, we may ask if the pupil has access to the necessary IT at home to participate in the sessions, and provide the following information for a responsible adult such as a parent or guardian: full name, mobile number, email address, relation to pupil.

We may also request parent or guardian contact details from the school we support in order to introduce ourselves to the parents and guardians of Arising Tutoring pupils, and to keep them updated on their child(ren)’s attendance where this is requested or deemed appropriate.

5. Data Storage and Access – where we store the information and who can access it

For pupils who are accessing the tutoring sessions online, video recordings of tutoring sessions are stored on the online tutoring platforms Google Classroom and Vedamo. Access to the platforms are password-protected and only Arising Tutoring staff can view session video recordings. Some video recordings may be temporarily transferred to an external hard drive.

For pupils who complete assessments or surveys online, their names, results and responses may be stored on the webform platform, FormAssembly. The platform is password-protected and access is limited to specific Arising Tutoring staff.

Information about pupils and their parents/guardian may also be recorded in other formats, such as in emails, word processing and spreadsheet applications. Information in these formats may be stored on Arising Tutoring devices or in Google Workspace applications such as our Google Drive cloud storage. Access to these devices and cloud applications is password-protected and restricted to Arising Tutoring staff.

6. Retention – how long we keep the information

We work to ensure that your personal data is only retained for the period that Arising Tutoring needs it for, or in accordance with laws, regulations and professional obligations that we are subject to.

Pupil and parent/guardian records on our central database, Salesforce, containing information provided by schools we support, alongside additional information we have captured independently, are pseudonymised approximately two academic years after a pupil moves on from Arising Tutoring. This involves removal of all information from a record which could be used to identify an individual pupil or their parent/guardian. This process can only be reversed by specific members of the Arising Tutoring team and only under reasonable circumstances, such as to facilitate a safeguarding enquiry.

Video recordings of online tutoring sessions completed on Google Classroom and Vedamo are kept for approximately one full academic term after the term in which the session took place.

The names, results and responses of pupils who completed assessments or surveys using the webform platform will be archived approximately two academic years after a pupil moves on from Arising Tutoring.

Our best practice for any pupil and parent/guardian information temporarily stored in other formats, such as word processing or spreadsheet applications, is to delete this information as soon as the purpose for processing the information in the alternative format is complete.

Pupil records and any related parent/guardian information are permanently deleted 25 years after their Date of Birth, or at an estimated point where Date of Birth information was withheld.

If you would like to find out how long any other information is being retained, please contact us via the details provided in section 12 of this policy.

7. Data sharing – what information we share with other parties

The following information about pupils may be shared with specific tutors before and during the programme to help them tailor their tutoring sessions: full name, school, school year, gender, subject ability, SEND status, assessment results, attendance and engagement notes,and any other information the pupil’s school has voluntarily provided to us which is deemed relevant for the tutor to be made aware of.

The following information may be shared with tutors, but only in relation to those pupils they directly supported: pupils’ final GCSE results in English, Maths, Science, and Drama or final SAT results in reading, writing and maths.

Unless consent is sought, or an agreement of confidentiality is in place, information about pupils or their parents/guardians will not be intentionally shared with other third parties.

Anonymous and aggregated data relating to pupils may be published on the Arising Tutoring website and used in published materials, such as Arising Tutoring’s annual report for funders.

8. Legal basis – our legal basis for processing the information

To lawfully process the information outlined in this notice, we may rely on:

Legitimate interests: where information we request or collect independently about pupils or their parents/guardians is used to effectively coordinate the delivery of our tuition provision in or work with schools, enable the evaluation of our impact, improve the future delivery of our tuition provision , and demonstrate that our tuition provision reaches the pupils who need it,
Examples: pupil full name, subject ability, pupil premium status, unique pupil number, exam results, survey responses

Legal obligation: where we may need to use or share information we hold about pupils or their parents/guardians in order to comply with a legal obligation, such as to facilitate the investigation of a safeguarding concern with a local authority.

Consent: in order to facilitate any additional processing of information beyond which is outlined in this privacy notice, we will seek consent from the relevant individuals in order to do so.

9. Security of personal information

We take the responsibility for protecting your privacy very seriously and we will ensure your data is secured in accordance with our obligations under the Data Protection laws. We have in place technical and organisational measures to ensure personal information is secured and to prevent your personal data from being accessed in an unauthorised way, altered or disclosed. We have in place a robust access control policy which limits access to your personal data to those members staff, contractors and other third parties who only have a business need to know. The processing of your personal data will only take place subject to our instruction.

We have procedures to handle any potential data security breaches. Data subjects, third parties and any applicable regulators will be notified where we are legally required to do so. If you become aware of a potential data breach involving your personal data, please contact us immediately using the details provided at the end of this notice.

10. Transfers outside of the EEA

In this section, we provide information about the circumstances in which your personal data may be transferred and stored in countries outside the European Economic Area (EEA).

We may share personal information to third parties outside of the European Economic Area (EEA). Any personal information transferred will only be processed on our instruction and we ensure that information security at the highest standard would be used to protect any personal information as required by the Data Protection laws.

Where personal data is transferred outside of the EEA to a country without an adequacy decision, we will ensure appropriate safeguards are in place prior to the transfer. These could include Standard Contractual Clauses.

For more information about transfers and safeguarding measures, please contact us using the information in section 12.

11. How to control your information and your rights

Arising Tutoring is committed to accommodating your rights under the General Data Protection Regulation, which include:

Your right to be fully informed on how the information we ask you to share with us and the information we collect independently is processed by Arising Tutoring. If you have any questions about the guidance provided in this policy notice, or would like further detail on specific sections, then please address your query to the contact details provided below.
Your right to access the information we have asked you to share with us and the information we collected independently. If you require a copy of this information, please make this request using the contact details provided in this notice and the information will be provided to you in an electronic format as soon as possible, within one month at the latest. We will need to confirm your identity to provide this information.
Your right to rectify the information we have asked you to share with us and the information we collected independently if it is inaccurate or incomplete. If you believe that any of the information is inaccurate or incomplete, please contact us as soon as possible using the contact details provided below. We will promptly correct any information found to be incorrect.
Your right to erase the information we have asked you to share with us and the information we collected independently. You may request that this information be placed under restricted access, pseudonymised or deleted where there is no compelling reason for it to be kept. However, we may need to retain some information as stated in section 6. Retention – how long we keep the information.
Your right to restrict or object to the further processing of the information we have asked you to share with us and the information we collected independently. Please use the contact details provided to inform us of any wish to restrict or object to the further processing of this information. Note that we may need to retain some key information in order to respect your restriction or objection in future.

Your personal data is not used in any automated decision making (a decision made solely by automated means without any human involvement) or profiling (automated processing of personal data to evaluate certain conditions about an individual).

Where we make an automated decision which has a legal or substantially similar effect, you have the right to speak to us and we may then review the decision, provide a more detailed explanation and assess if the automated decision was made correctly.

12. How to contact us

To contact us in relation to any of the information contained in this policy notice, to make a complaint, to pursue any rights under the General Data Protection Regulation and to contact our DPO, please email: dpo@arisingtutoring.org.uk

Or write to us at: Arising Tutoring, North London Business Hub, High Street, Southgate, London, N14 6BS.

Telephone: 0203 488 8523

If you are unhappy with the way that we have handled your Personal Information, you can make a complaint to the Information Commissioner’s Office (ICO) which is the UK authority responsible for data protection.

Privacy Notice for Tutors

1. About Arising Tutoring

Arising Tutoring (we, us, our) is a community interest company, that provides tuition for disadvantaged pupils to help with raising their academic attainment and to maximise their full potential.

2. Purpose of this privacy notice

The current version of this notice is effective from 4th January, 2022.

This notice intends to make the following points clear for our volunteer tutors about the information (data) we ask you to share with us and the information we collect independently:

why we ask you to share information with us and why we collect some additional information independently (section 3.)
what information we ask you to share with us and what information we collect independently (section 4.)
where we store the information and who can access it (section 5.)
what information we share with other parties (section 6.)
how long we keep the information (section 7.)
our legal basis for processing the information (section 8.)
security of personal information (section 9.)
transfers outside the EEA (section 10.)
how we process and use DBS checks (section 11.)
how we communicate with you using this information (section 12.)
how to control your information and your rights (section 13.)
how to contact us (section 14.)

3. Data Purpose – why we ask you to share information with us and why we collect some additional information independently

Arising Tutoring asks our volunteer tutors to provide information about themselves at the point of application, and we collect some additional information independently, for the following reasons:

to effectively coordinate the delivery of our face-to-face tuition provision and online;
to meet safeguarding responsibilities;
to tailor our volunteering opportunities to your preferences and availability;
to advertise location-specific opportunities and logistical information to you;
to manage optional additional Arising Tutoring-related communications to you;
to record your engagement with our tuition provision;
to ensure we are engaging and recruiting a diverse range of volunteers;
to enable the evaluation of our impact, improve future tuition provision delivery and undertake quality assurance activities;

4. Data Collection – what information we ask you to share with us and what information we collect independently

At the point of application to be a volunteer tutor with us, we ask you to provide the following information: full name, occupation, postal address, gender, date of birth, contact email, mobile number, overseas address history, a-level and degree qualifications details, your tutoring preferences, relevant experience, availability, how you heard about Arising Tutoring, your communication preferences, and an indication of any convictions, cautions, reprimands or final warnings that are not “protected” as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2013).

We may also ask our volunteer tutors to optionally inform us of their ethnicity, which is deemed as Special Category Data under GDPR. Where provided, we intend to use this information to form a better understanding of the diversity in our volunteer community, of which ethnic diversity is one aspect. We can then adjust our marketing approaches as we seek to build greater diversity across our organisation. Ethnicity information is in no way referenced when we review volunteer tutor applications. Please note also that we are asking about our volunteer ethnicity on a temporary basis, and so you may not be asked this question on your application form if you are applying after a certain date.

Please note some other information is also optional to provide, including your gender and date of birth.

If you are successful in applying to volunteer with us, we may request or collect the following additional information as you progress: ID documents to complete a DBS check, your DBS certificate number, DBS issue date, copy of DBS certificate, your volunteering history including pupils you have worked with, your attendance and engagement, quality assurance observation notes, surveys responses, case study content, and video/audio recordings of any sessions you deliver online.

Please see section 11. DBS checks for more details about how we process and use DBS checks.

Please note that completing surveys or providing case studies is optional.

5. Data Storage and Access – where we store the information and who can access it

We operate a central database, to help us securely store information. The database is password-protected and access to the database is limited to Arising Tutoring staff.

For tutors who are delivering tutoring sessions online, video/audio recordings of tutoring sessions are stored on google classroom and Vedamo online tutoring platforms. Access to these platforms are password-protected and only Arising Tutoring staff can view session video/audio recordings. Some recordings may be temporarily transferred to an external hard drive for storage management purposes.

Information relevant to you may also be recorded in other formats, such as in emails, word processing and spreadsheet applications. Information in these formats may be stored on Arising Tutoring devices or in Google Workspace applications such as our Google Drive cloud storage. Access to these devices and cloud applications is password-protected and restricted to Arising Tutoring staff.

6. Data sharing – what information we share or you may be asked to share with other parties

We share, or you may be asked to share information with other parties as part of your volunteering. This may include companies within our group where necessary for administrative purposes and to provide services to you, third parties that support us to provide products and services e.g. IT support, cloud-based software services, providers of telecommunications services, marketing services providers, payment service providers, recruitment service provides, professional advisors e.g. lawyers, auditors, and web analytics and search engine providers to ensure the continued improvement and optimisation of our website.

Key third parties include:

Google Classroom

If delivering tutoring sessions online, we have set up an account on this online platform. Video/audio recordings of sessions are not shared outside the internal Arising Tutoring staff team.

Vedamo

If delivering tutoring sessions online, your full name and email address will need to be used to set up an account on this online platform. Video/audio recordings of sessions are not shared outside the internal Arising Tutoring staff team.

Looop

If delivering tutoring sessions online, or being invited to on-going learning and development opportunities, your full name and email address will need to be used to set up an account on this online platform. If you leave a comment of review in Looop, your full name may be viewable by other users

Disclosure Services

It is a requirement to apply for a DBS check to volunteer with Arising Tutoring, unless you already have an eligible certificate. In order to complete an application for a DBS check, you will have to provide the following information to Disclosure Services: full name (current and any previous names), address (current and previous from last five years), date of birth, gender, nationality, NI number, email address, any conviction history and a selection of identity and proof of address documents such as passport, driving licence, bank statement, birth certificate. See section 11. DBS checks.

Zoom

If attending Arising Tutoring training sessions online, your full name and email address may need to be used to set up an account on this platform. You may also choose to log in via an existing Google, Facebook or Apple account.

TextLocal

In order to send you text messages, such as reminders about your training or tutoring sessions, your full name and mobile number may be processed on this platform. Any replies you make to these messages may also be stored on the platform for our reference.

MailChimp

In order to send you email communications, such as newsletters or event invites, your full name, email address, region, communications preferences and tutoring preferences may be processed on this platform.

We may also share your full name and DBS details, including your DBS certificate number, issue date and a copy of your DBS certificate with schools we work with where you volunteer to support pupils from that school.

Your full name may also be visible to other volunteers who are on the same tutoring session(s) as you in order for us to coordinate tutor-pupil pairings and communicate other session logistics.

If your DBS certificate has a caution or conviction, we will request further details from you in order to complete a risk assessment, which we will then ask you to approve and consent for us to share this information and a copy of your certificate with the schools we support – see section 11. DBS checks.

Unless consent is sought, or an agreement of confidentiality is in place, additional information will not be intentionally shared with other third parties, unless we are legally obligated to do so.

Anonymous and aggregated data may be published on the Arising Tutoring website and used in published materials, such as Arising Tutoring’s annual report for funders.

7. Retention – how long we keep the information

Vedamo

Your account on Vedamo will remain active while you are signed up with us as an active tutor. If you are not actively tutoring or expected to be tutoring in the near future, we will suspend your account. Video/audio recordings of online tutoring sessions are kept for up to one full academic term after a programme of tutoring has finished, unless retained by us in order to comply with a legal obligation. Further information about how long Vedamo retains records can be found in their privacy policy linked in the previous section.

Looop

We annually review and archive users where appropriate. Further information about how long Looop retains records can be found in their privacy policy linked in the previous section.

FormAssembly

A copy of your original application to volunteer with Arising Tutoring may be stored by us on our FormAssembly account for a period up to eight years.

Salesforce

Records stored on our central database containing information provided at the point of application, alongside additional information we may have captured independently, are placed under limited access at any point where you indicate you are no longer interested in volunteering with us, or after approximately two academic years of inactivity from you.

TextLocal

We annually review and remove any ‘contact groups’ no longer in use on our TextLocal accounts which would include your full name and mobile number. Further information about how long TextLocal retains records can be found in their privacy policy linked in the previous section.

Google Classroom

If you are not actively tutoring or expected to be tutoring in the near future, video/audio recordings of online tutoring sessions are kept for up to one full academic term after a programme of tutoring has finished, unless retained by us in order to comply with a legal obligation. Further information about how long Google Classroom retains records can be found in their privacy policy linked in the previous section.

MailChimp

We annually archive mailing lists which are no longer in use. Further information about how long MailChimp retains records can be found in their privacy policy linked in the previous section.

For completed DBS applications, Arising Tutoring is able to view the information an applicant provided as part of the application on Disclosure Services for up to two years, however we can no longer view the police records or barred list information on DBS certificates six months after an application was complete.

You can email Disclosure Services for a complete copy of their Data Retention Policy: info@disclosureservices.com

Our best practice for any information temporarily stored in other formats, such as word processing or spreadsheet applications, is to delete this information as soon as the purpose for processing the information in the alternative format is complete.

However, please note that some key information may be retained in some of these platforms over on a longer-term basis in order to:

meet our responsibilities in relation to child protection and safeguarding;
maintain a record of unsuccessful applications;
maintain a record of individual requests to restrict further use or ‘processing’ of their personal information, or requests for Arising Tutoring to cease contacting them, in order to respect these requests in future;
to ensure we don’t accidentally duplicate information;
to provide references for volunteers after they have volunteered with us.

8. Legal basis – our legal basis for processing the information

To lawfully process the information outlined in this notice, we may rely on:

Legitimate interests: where information we request or collect independently is used to effectively coordinate the delivery of our tuition provision both face to face and online, to tailor our volunteering opportunities to your preferences and availability, to advertise location-specific opportunities and logistical information to you, to manage optional additional Arising Tutoring-related communications to you, to record your engagement on our tuition provision, to ensure we are engaging and recruiting a diverse range of volunteers, and to enable the evaluation of our impact, improve future programme delivery and undertake quality assurance activities;
Examples: full name, occupation, postal address, gender, date of birth, contact email, contact phone, qualifications, tutoring preferences, quality assurance observation notes

Legal obligation: where we may need to use or share information in order to comply with a legal obligation, such as to meet our safeguarding responsibilities by facilitating the investigation of a safeguarding concern with a local authority.
Examples: DBS certificate number, DBS issue date, copy of DBS certificate, volunteering history, video/audio recordings of any sessions you deliver online

Consent: in order to facilitate any additional processing of information beyond which is outlined in this privacy notice, we will seek consent from the relevant individuals in order to do so.

We also ask our volunteer tutors to optionally inform us of their ethnicity, which is deemed as Special Category Data under GDPR. This is collected under an Article 6 Legitimate interests basis, and a ‘Reasons of substantial public interest’ basis under Article 9, with a public interest condition of ‘Equality of opportunity or treatment’ under DPA 2018.

9. Security of personal information

We take the responsibility for protecting your privacy very seriously and we will ensure your data is secured in accordance with our obligations under the Data Protection laws. We have in place technical and organisational measures to ensure personal information is secured and to prevent your personal data from being accessed in an unauthorised way, altered or disclosed. We have in place a robust access control policy which limits access to your personal data to those members of staff, contractors and other third parties who only have a business need to know. The processing of your personal data will only take place subject to our instruction.

We have policies and procedures to handle any potential data security breaches. Data subjects, third parties and any applicable regulators will be notified where we are legally required to do so.

10. Transfers outside the EEA

In this section, we provide information about the circumstances in which your personal data may be transferred and stored in countries outside the European Economic Area (EEA).

For more information about transfers and safeguarding measures, please contact us using the information in section 14.

11. DBS checks – how we process and use DBS checks

To meet our responsibilities in relation to safeguarding, it is necessary for all our volunteer tutors to complete a full enhanced DBS check, of which Arising Tutoring will cover the cost (if they are based in England, Scotland or Wales, but we don’t cover the cost for NI tutors).

You will need to complete an initial online DBS application form, providing the following information to Disclosure Services: full name (current and any previous names), address (current and previous from last five years), date of birth, gender, nationality, NI number, email address, any conviction history and a selection of identity and proof of address documents such as passport, driving licence, bank statement, birth certificate.

You will then need to present or share your identification and proof of address documents, such as a passport, driving licence or bank statement, to a member of the Arising Tutoring team for them to cross-check and complete your DBS application. However, it is not standard practice for us to screen-shot or record the point at which you present an ID document on screen.

If your DBS certificate is clear, we will share your DBS details, including your DBS certificate number, issue date and a copy of your DBS certificate with the schools we support whose pupils you tutor.

Please note that once you have given consent for us to share details of a DBS certificate to a partner school, we cannot guarantee a school’s policy to securely store the information, or only retain the details for a limited time.

12. Communication – how we communicate with you using this information

Core information about your volunteering: You join this mailing list automatically when you apply to become a tutor, and only leave it if you let us know you no longer want to hear from us permanently. Content includes:

Our current volunteer tutoring opportunities.
Compulsory and optional training sessions for active tutors.
Logistics and important notices related to the site you are assigned to.
Essential updates about general volunteering and safeguarding policies.

With your consent, Arising Tutoring may periodically contact you via email or text with additional information, to enhance your volunteering experience. You are able to specify which topics you would like to receive communications about, including:

Our news: Receive occasional news and updates about us, our work and impact, including the termly Arising Tutoring newsletter.

Additional tutor learning and development: Join our list of supporters receiving occasional emails with: News and research about education, inequality and volunteering. / Tips, resources and articles to help you improve as a tutor. / Information about events and focus groups, to aid our work and enrich your volunteering experience.

Job and training opportunities: Receive occasional email alerts about job opportunities at Arising Tutoring, including Teach First and Now Teach training opportunities.

Other ways to support us: Hear about how you can support our mission in other ways, such as taking part in our awareness raising campaigns and fundraising activities or becoming an advocate for our pupils.

You are presented with a clear choice to opt into receiving any or all of these additional communications in your application form. If you decide at a later date that you no longer wish to receive them, our emails include clear and easy opportunities to opt-out of these mailing lists, or you can also contact us at any time via email: hello@arisingtutoring.org.uk.

You can also email us at this address if you would like no further contact from Arising Tutoring entirely, including core information about volunteering. Please allow five working days for us to process these requests.

After two years of inactivity, we will cease any further communication with you.

Email Tracking Consent: Arising Tutoring requests your consent for us to track your email activity, which helps us to learn and improve the quality of our communications. We will not track your activity unless we have explicit consent. You can opt in or out of email tracking when you apply, and at any later point by updating your communication preferences via any of the emails we send you.

13. How to control your information and your rights

Arising Tutoring is committed to accommodating your rights under the General Data Protection Regulation, which include:

Your right to be fully informed on how the information we ask you to share with us and the information we collect independently is processed by Arising Tutoring. If you have any questions about the guidance provided in this policy notice, or would like further detail on specific sections, then please address your query to the contact details provided below.
Your right to access the information we have asked you to share with us and the information we collected independently. If you require a copy of this information, please make this request using the contact details provided in this notice and the information will be provided to you in an electronic format as soon as possible, within one month at the latest. We will need to confirm your identity to provide this information.
Your right to rectify the information we have asked you to share with us and the information we collected independently if it is inaccurate or incomplete. If you believe that any of the information is inaccurate or incomplete, please contact us as soon as possible using the contact details provided below. We will promptly correct any information found to be incorrect.
Your right to erase the information we have asked you to share with us and the information we collected independently. You may request that this information be placed under restricted access, pseudonymised or deleted where there is no compelling reason for it to be kept. However, we may need to retain some information as stated in section 7. Retention – how long we keep the information.
Your right to restrict or object to the further processing of the information we have asked you to share with us and the information we collected independently. Please use the contact details provided to inform us of any wish to restrict or object to the further processing of this information. Note that we may need to retain some key information in order to respect your restriction or objection in future.

14. How to contact us

If you are unhappy with the way that we have handled your Personal Information, you can make a complaint to the Information Commissioners Office (ICO) which is the UK authority responsible for data protection.

To contact us in relation to any of the information contained in this policy notice, to make a complaint, or to pursue any of your rights under the General Data Protection Regulation, please email: dpo@arisingtutoring.org.uk.

Or write to us at: Arising Tutoring, North London Business Hub, High Street, Southgate, London, N14 6BS.

Telephone: 0203 488 8523