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PRIVACY POLICY
1. Who We Are
The Alternative Learning Hub is run by Chetana Greenwood as a sole trader. We provide one-to-one and small group tutoring for young people aged 11 to 16, primarily those who are home-educated or have experienced difficulties in mainstream school.
We are registered with the Information Commissioner's Office (ICO) under the UK General Data Protection Regulation (UK GDPR).
ICO Registration Reference: ZC114241 Registration valid until: 31 March 2027 Data Protection Officer: Chetana Greenwood Email: support@thealh.co.uk Website: www.thealh.co.uk
2. What Data We Collect
When you contact us, book a session, or purchase from our shop, we may collect the following.
About you (the parent or guardian): Your name, email address, telephone number, and postal address if provided.
About your child: Their first name, age or year group, any relevant educational history, and any information about additional needs or learning differences that you choose to share with us. We handle this information with particular care.
Payment information: When you make a purchase, payment is processed securely through Wix Payments or another PCI-DSS compliant gateway. We do not store your full card details on our systems.
Website data: Like most websites, we automatically collect certain technical information when you visit, such as your IP address, browser type, and pages viewed. This is collected through Wix and Google Analytics.
3. Why We Collect Your Data and Our Lawful Basis
We only collect data we genuinely need. Here is what we use it for and the legal basis under UK GDPR.
To deliver our services to you: This includes booking and scheduling sessions, communicating with you about your child's learning, and providing the support you have asked for. Lawful basis: performance of a contract.
To process payments: We need certain information to take payment for sessions and products. Lawful basis: performance of a contract.
To send you relevant updates: With your consent, we may occasionally send information about new programmes, resources, or events that may be of interest. You can opt out at any time. Lawful basis: consent.
To improve our website and services: We use anonymised data to understand how our website is used and to make it better. Lawful basis: legitimate interest.
To comply with legal obligations: We may need to process or retain certain data to meet our legal and safeguarding responsibilities. Lawful basis: legal obligation.
4. Children's Data
Because we work with young people aged 11 to 16, we take the handling of children's personal data very seriously.
We only collect information about a child that is necessary to provide our tutoring services. This information is shared with us by a parent or guardian, and we rely on you as the parent or guardian to provide consent on your child's behalf.
We do not knowingly collect data directly from children, and we do not use children's data for marketing purposes.
If you believe we have received information about a child without appropriate consent, please contact us immediately at support@thealh.co.uk.
5. How We Store and Protect Your Data
Our website is hosted on the Wix platform, which stores data on secure servers. Wix complies with GDPR and maintains appropriate technical and organisational security measures.
We use Google Workspace for email communication and FreeAgent for bookkeeping records. Both are reputable, GDPR-compliant services.
Access to personal data is limited to Chetana Greenwood and our small support team, who are bound by confidentiality obligations.
6. How Long We Keep Your Data
Client and session records: Retained for up to three years after our working relationship ends.
Financial records: Retained for seven years in line with HMRC requirements.
Safeguarding records: Retained in accordance with our Safeguarding Policy, which may be longer where required by law.
Marketing consent: Until you withdraw your consent, or after two years of inactivity, whichever comes first.
When data is no longer needed, it is securely deleted or anonymised.
7. Who We Share Your Data With
We do not sell your data. We only share it where necessary to deliver our services, and only with trusted providers who are contractually required to handle it securely.
Wix.com: Our website and booking platform. Data may be stored on servers within the EU and US under standard contractual clauses.
Google (Workspace and Analytics): Used for email communication and anonymous website analytics.
FreeAgent: Our accounting software, used to manage invoices and financial records.
Wise: Used to process payments to our international team members. No client personal data is shared with Wise.
We may also share data where we are legally required to do so, for example with HMRC or in relation to our safeguarding obligations.
8. Your Rights Under UK GDPR
The right to access: You can ask us for a copy of the personal data we hold about you or your child.
The right to correction: If any information we hold is inaccurate or incomplete, you can ask us to correct it.
The right to erasure: In certain circumstances, you can ask us to delete your data. Note that we may need to retain some information to meet legal obligations.
The right to restrict processing: You can ask us to limit how we use your data in certain situations.
The right to object: You can object to us processing your data where we are relying on legitimate interest as our lawful basis.
The right to withdraw consent: Where we rely on your consent (for example for marketing), you can withdraw it at any time by emailing support@thealh.co.uk.
The right to data portability: Where technically feasible, you can ask us to provide your data in a commonly used, machine-readable format.
To exercise any of these rights, please contact us at support@thealh.co.uk. We will respond within one calendar month.
9. Cookies
Our website uses cookies to help it function properly and to understand how visitors use it. These include cookies set by Wix (essential for the site to work) and Google Analytics (for anonymous usage statistics). You can control cookies through your browser settings, though disabling certain cookies may affect how the website functions.
10. How to Make a Complaint
If you are unhappy with how we have handled your data, please contact us first so we can try to resolve the matter: support@thealh.co.uk
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at any time: Website: ico.org.uk/make-a-complaint Telephone: 0303 123 1113
11. Changes to This Policy
We may update this Privacy Policy from time to time. The most current version will always be available on our website. If we make significant changes, we will let active clients know by email.