Privacy Policy

Privacy Policy

TUITIONSOFT LIMITED (“We”) are committed to protecting and respecting Your privacy.

This policy (together with Our Terms of Service and any other documents referred to in there) sets out the basis on which any personal data We collect from You, or that You provide to Us, will be processed by Us.

This policy relates to personal data about Our customers and their employees and any other authorised users (“You”), which is entered on Our system.

Please read the following carefully to understand Our views and practices regarding Your personal data and how We will treat it. By visiting our website you are accepting and consenting to the practices described in this policy.

Under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA 2018), TuitionSoft Limited is a processor of Your personal data for the purpose of providing You with a software system and consultancy and advisory services.

Our registered office is at 1 Fernheath Way, DA2 7PE. Our Privacy Officer is Rosie K, who can be contacted at Our registered office address or via e-mail privacy@dynamics11plustuition.co.uk

INFORMATION WE MAY COLLECT FROM YOU

We may collect and process the following data about You:

• Information You or Your Organisation give Us. Your organisation will have given Us some information about You either when You started working with them or when they started using Our service. In addition, We store information about You which We get from someone filling in forms on Our site or by corresponding with Us by phone, e-mail or otherwise. This includes information provided when You or Your educational register to use Our service, and when You report a problem with Our site. The information You give Us may include Your name, address, e-mail address and phone number, employment information, personal description and photograph, and any other personal data stored on Our system which is included in Your organisation’s Privacy Notice.

• Information we collect about you. With regard to each of Your visits to Our site We may automatically collect the following information:

1. technical information, including the Internet protocol (IP) address used to connect Your computer to the Internet, Your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
2. information about Your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from Our site (including date and time); page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call Our customer service number.

USES MADE OF THE INFORMATION

We use information held about You in the following ways:

• Information You give to Us. We will use this information:

1. to ensure that content from Our site is presented in the most effective manner for You and for Your computer.
2. to carry out Our obligations arising from the contract for services entered into between Your organisation and Us;
3. to notify You about changes to Our service;

• Information We collect about You. We will use this information:

1. to administer Our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
2. to improve Our site to ensure that content is presented in the most effective manner for You and for Your computer;
3. to allow You and Your organisation to participate in interactive features of Our service, when You or Your organisation choose to do so;
4. as part of Our efforts to keep Our site safe and secure.

DISCLOSURE OF YOUR INFORMATION

We may disclose Your personal information to third parties:

• if TuitionSoft Limited or substantially all of its assets are acquired by a third party, in which case data including its list of customers will be one of the transferred assets but individual data will not be disclosed.

• if We are under a duty to disclose or share Your personal data in order to comply with any legal obligation, or in order to enforce or apply Our Terms of Service and other agreements; or to protect the rights, property, or safety of TuitionSoft Limited, Our customers, employees or others.

WHERE WE STORE YOUR PERSONAL DATA AND KEEPING IT SECURE

We work hard to keep Our site as secure as possible. We have Our service constantly monitored and carry out regular “penetration tests” to test Our security processes. We use online security specialists for this work and regularly review which companies We use here in order to stay as up to date as We can with changes in online security. We believe that Our security is sufficiently strong that Your information is more secure with Us than it would be in a traditional organisation’s office filing system.

The data about You that is provided to or collected by Us will be stored in the United Kingdom with a secure data hosting company which will be subject to local data protection laws and GDPR. Data stored with the hosting company is in encrypted form, and the hosting company are not authorised to access, use or disclose personal data stored with them. All information You provide to Us is stored on Our secure servers. Our system is hosted on a secure, UK-based server provided for Us by a dedicated hosting company which also hosts websites for government and financial institutions. We regularly review Our hosting in order to continue to host and store this data as securely as We can.

Our IT support company has access to Our server when needed to perform their obligations to provide Us with technical IT support, but has no authorisation to access, use or disclose personal data stored on the secure servers, which is all password protected.

We back Our data up to one separate secure physical location in the UK and another separate physical location in the UK.

We encrypt all data transmitted between Our servers and the devices Our users use to access Our website.

We use specialist third parties for all payment transactions, which are also encrypted using SSL technology.

We may communicate with You or Your organisation from time to time over email and using Our third party “help desk software” and this communication might occasionally contain some of Your personal information. Data will be deleted by Us in accordance with Your organisation’s current Data Retention Policy.

When Your organisation first starts to use Our software, it might send Us Your personal information within a spreadsheet via email or via Our secure website. We might store a password-protected version of this spreadsheet on Our server in Our Head Office for a short period of time while We set Your organisation up, after which We will delete it from Our server. The only members of Our staff who would have access to Your information on Our server would be the team which processes Your information for the purposes of setting it up on Our software system, and their access is also password protected.

Where We have given You (or where You have chosen) a password which enables You to access certain parts of Our site, You are responsible for keeping this password confidential and for complying with all other requirements for setting a robust password and regularly changing it to make sure Your password is effective, contained in Your organisation’s Data Security Policy.

Unfortunately, the transmission of information via the internet is not completely secure. Although We will do Our best to protect Your personal data, We cannot guarantee the security of Your data transmitted to Our site; any transmission is at Your own risk. Once We have received Your information, We will use strict procedures and security features to try to prevent unauthorised access.

By submitting Your personal data, You and Your organisation agree to these transfers and storing. We will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this privacy policy. A list of Our current sub-processors can be found here and any changes will be notified to You in advance. Please refer to Our Terms of Service for more information.

REMOVAL OF YOUR DATA

Organisations are required to maintain employment records for their current and former staff, and We provide that service to Our customers. Data will be deleted in accordance with Your organisation’s current Data Retention Policy.
When a customer ceases to use Our service, they are able to request that We delete any data of theirs which We have stored, and this will in any event be carried out upon the expiry of 6 months from the date when We ceased to provide services under the Terms of Service, or upon the expiry of 1 month from the suspension of a Free Trial account for those who don’t go on to become customers.

YOUR RIGHTS

You have the following rights, in certain circumstances, in relation to Your data:

• The right to be informed about the collection and use of Your data

• The right to request access to the data We hold about You

• The right to request correction if any data We hold about You is inaccurate or incomplete

• The right to object to Your data being processed for specific purposes

• The right of erasure, or the right to be forgotten.

• The right to restrict processing of Your data

• The right of data portability (obtaining a copy of Your personal data to re-use with another service or organisation when You leave Our customer’s employment)

• Rights in relation to automated decision making and profiling.

More details about Your rights in relation to Your personal data can be found in Your Privacy Notice provided by Your organisation.

You can seek to exercise Your rights under local data protection law or GDPR at any time by contacting Your organisation, or alternatively by contacting Us at: Customer Services, TuitionSoft Limited at 1 Fernheath Way, Dartford, DA2 7PE, or emailing Us at privacy@dynamics11plustuitionco.uk. If You are dissatisfied with Your organisation’s or Our response, You can make a complaint to the Information Commissioner’s Office at https://ico.org.uk/

USE OF COOKIES

Certain features of Our Site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary” to enable Us to provide Our services to You. These Cookies are needed by Us to manage Your session and they will be deleted when the browser is closed. These Cookies, by themselves, do not tell Us Your e-mail address or other personally identifiable information and We do not share the Cookie with any other company. Your consent will not be sought to place these Cookies, but it is still important that You are aware of them. You may still block these Cookies by changing Your internet browser’s settings, but please be aware that Our Site will not work properly if You do so. We have taken great care to ensure that Your privacy is not at risk by allowing them.

We also use Google Analytics Cookies which are analytical/performance Cookies which allow Us to recognise and count the number of individual visits to the website and see how You move around Our website when You are using it. This helps Us to improve the way Our website works, for example, by ensuring that users are finding what they are looking for easily. The data used is anonymised. Here is a link to more information and the opportunity to opt out of these analytical/performance Cookies.

CHANGES TO OUR PRIVACY POLICY

Any changes We may make to Our privacy policy in the future will be posted on this page and, where appropriate, notified to You by e-mail. Please check back frequently to see any updates or changes to Our privacy policy.

CONTACT

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to Customer Services, TuitionSoft Limited at 1 Fernheath Way, DA2 7PE, or emailed to Us at privacy@dynaics11plustuition.co.uk.

Last updated: April 2021