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                  Data Protection and Privacy Policy

Effective from January 2025

At WordWise Tutoring, I am committed to protecting and respecting your privacy. This Data Protection and Privacy Policy explains how I collect, use, store, and safeguard your personal data in compliance with the General Data Protection Regulation (GDPR) 2018.

1. Data Collection

a. I collect personal data, including names, contact details, and relevant background information, solely for the purpose of providing specialist dyslexia assessments and tuition services.

b. For assessments, with explicit consent, I may also collect background information via pre-assessment questionnaires completed by parents/guardians and input from schools, where applicable. This data is integral to forming a comprehensive assessment and will be included in the diagnostic report where relevant. Parents may discuss any information they prefer not to be included in the final report.

c. I do not collect sensitive personal data (e.g., medical history) unless provided explicitly by the parent/guardian and deemed necessary for conducting the assessment or tuition.

d. I ensure that all personal data provided by tutors, clients, and prospective clients is kept private and secure.

e. The data collected enables me to:

  • Manage and deliver assessment and tutoring services.

  • Communicate relevant information.

  • Provide reports and recommendations tailored to individual learning needs.

2. Legal Basis and Purpose of Processing

a. Personal data is processed based on the necessity of providing my assessments and tuition services and fulfilling contractual obligations.

b. I may process data for legitimate interests, such as improving services or communicating essential updates.

c. Information provided as part of an assessment questionnaire will be summarised in the final diagnostic report, which is a formal document that may be used for educational support and reasonable adjustments.

3. Visual Difficulties Screening, Test Security, and Data Retention

a. As part of the dyslexia assessment process, a Visual Difficulties Screening Protocol is used to identify symptoms such as text blurring, movement, headaches, or light sensitivity. These symptoms may affect reading accuracy, fluency, or comprehension. This is a precautionary, non-diagnostic tool aligned with 2025 SASC guidance.

b. Where significant symptoms are identified, you may be advised to seek input from an optometrist, orthoptist, or relevant specialist before proceeding. The assessment may be paused or rescheduled to protect the validity and accuracy of test outcomes.

c. All test materials are handled in line with the British Dyslexia Association’s (BDA) policies on assessment security and GDPR data minimisation principles.

d. Raw test materials (e.g. test papers, record forms, working notes, questionnaires) are securely destroyed once the final report has been issued and delivered to the client.

e. Final diagnostic reports are securely stored for seven years, or until the learner reaches the age of 24, whichever is later. After this point, they are permanently deleted.

f. Raw test materials are protected by copyright and cannot be shared; however, all test results and recommendations are clearly explained in accessible terms within the report and feedback session.

g. Clients are encouraged to keep a personal copy of their final report, as it may not be available after the retention period.

4. Data Sharing

a. I do not sell, rent, or share personal data with third parties without explicit consent, except where required by law.

b. Personal data may be shared with:

  • Trusted service providers involved in assessment administration or tutoring.

  • Schools, only when a parent/guardian has given explicit consent for input on the assessment.

c. If there is a legal requirement (e.g., safeguarding concerns), I may be obligated to share personal data with the appropriate authorities.

5. Data Security

a. Appropriate technical and organisational measures are in place to safeguard personal data from unauthorised access, loss, or misuse.

b. Security protocols are regularly reviewed and updated to maintain confidentiality and integrity.

6. Your Rights

Under GDPR, you have the right to:

a. Access your personal data.
b. Rectify any inaccurate or incomplete information.
c. Request erasure of your data when it is no longer necessary.
d. Restrict or object to processing under certain conditions.
e. Withdraw consent at any time (without affecting lawful processing before withdrawal).

Requests regarding your rights will be responded to within one month.

7. International Data Transfers

a. If necessary for service delivery, I may transfer and process personal data outside the European Economic Area (EEA).

b. I ensure appropriate safeguards are in place to protect personal data in compliance with GDPR regulations.

8. Contact Information

For any questions, concerns, or requests regarding personal data or this Privacy Policy, please contact:

📧 Email: info@wordwisetutor.com

📅 Reviewed: January 2025

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