PRIVACY POLICY
One Learning (“we”, “us”, “our”)

Last updated: 13 January 2026

This Privacy Policy explains how we collect, use, store and share personal information when you:
• visit our website https://www.one-learning.co.uk
• contact us or book an assessment
• use our in-centre or online tutoring services
• communicate with us (phone, email, web forms)
• apply to work with us

We provide tuition and learning support for children and young people (for example Years 1–11, including exam preparation such as 7+, 11+, SATs and GCSE).

1) WHO IS RESPONSIBLE FOR YOUR INFORMATION?
For data protection purposes, the “controller” of the personal information described in this policy is:

One Learning
Email: enquiries@one-learning.co.uk
Phone: 0208 262 0827
Postal address: 5 Princess Avenue, Woodford Green, IG8 0LL, United Kingdom

2) THE TYPES OF INFORMATION WE COLLECT

A) Information you provide (typically parent/guardian and student information)
• Parent/guardian details: name, email, phone number, relationship to the child
• Student details: name, year group, subjects, school (if provided), exam goals (e.g., 11+)
• Enquiry and booking information: details entered in forms, messages sent to us, and assessment requests
• Tuition information: assessments, attendance, homework/classwork, tutor feedback, progress notes and reports

B) Special category information (only where relevant and provided)
We may process special category information about a child (for example special educational needs, health information, allergies, accessibility needs) where it is provided to us and it is necessary to support the student appropriately and safely.

C) Recruitment (adults)
If you apply to work with us, we may collect:
• CV, employment history, qualifications, references (if provided), and communications with us.

D) Website usage information (collected automatically)
When you use our website, we may collect information such as IP address, device and browser type, pages visited, approximate location (from IP), and site usage data. We also use cookies and similar technologies (see section 7).

3) HOW WE COLLECT INFORMATION
We collect personal information:
• directly from you (e.g., email, phone, website forms)
• through a student’s participation in tutoring/assessments
• automatically through your use of our website (cookies/analytics, where enabled)

4) WHY WE USE PERSONAL INFORMATION AND OUR LAWFUL BASES (UK GDPR)
We use personal information for the purposes below, relying on these lawful bases (as applicable):

A) To respond to enquiries and provide customer support
Purpose: replying to messages/calls and handling requests
Lawful basis: legitimate interests and/or steps prior to entering a contract

B) To deliver tuition services and assessments
Purpose: assessing needs, delivering tutoring, marking work, providing feedback and progress updates
Lawful basis: performance of a contract

C) Safeguarding and safety
Purpose: safeguarding practices, incident management, ensuring safe delivery of services
Lawful basis: legal obligation and/or legitimate interests; vital interests where necessary to protect someone

D) Online tutoring delivery (where used)
Purpose: scheduling and delivering online sessions via video/online tools
Lawful basis: performance of a contract and/or legitimate interests

E) Session recordings (only if/when used)
If we record an online session, we will explain what is recorded, why, and how it will be used and stored, and we will only do this where appropriate.
Lawful basis: legitimate interests and/or performance of a contract; where required, we will obtain consent (especially where recordings involve children)

F) Administration and business operations (including fees handled offline)
We do not take payments through our website. Where we process fee administration (for example invoices/receipts, refunds if applicable, and accounting), we process relevant personal information.
Lawful basis: performance of a contract; legal obligation (tax/accounting)

G) Improve our website and services
Purpose: troubleshooting, analytics and improving the site (where enabled)
Lawful basis: legitimate interests; and/or consent for non-essential cookies/trackers

5) WHO WE SHARE PERSONAL INFORMATION WITH
We do not sell your personal information.

We may share information with:
• Our staff and tutors (to deliver tuition and support)
• Wix (our website hosting and website tools provider) and other service providers needed to run the website
• Service providers used for business operations (for example email and IT support)
• Online tutoring/video tools we use to deliver online sessions (these providers may process personal data under their own terms and privacy notices)
• Professional advisers (accountants, insurers, legal advisers) where necessary
• Regulators and authorities where required (including for safeguarding or legal compliance)

We only share what is necessary for the relevant purpose.

6) INTERNATIONAL TRANSFERS
Some service providers may store or process personal information outside the UK. Where this happens, we use appropriate safeguards to help protect your information (for example adequacy regulations or standard contractual clauses).

7) COOKIES AND SIMILAR TECHNOLOGIES
Our website uses cookies and similar technologies.

• Essential cookies: required for site security and core functions.
• Non-essential cookies (only where enabled): analytics/performance and other optional features.

Where non-essential cookies are used, we will seek consent using a cookie consent banner/settings. You can also manage cookies through your browser settings. If you disable certain cookies, parts of the website may not function properly.

8) HOW LONG WE KEEP PERSONAL INFORMATION (RETENTION)
We keep personal information only as long as necessary for the purposes described above, including legal, accounting, safeguarding and operational requirements.

Typical retention approach:
• Enquiries (no enrolment): typically up to 12 months
• Tuition and assessment records: retained for as long as needed to provide services and for legitimate business/safeguarding reasons
• Safeguarding/child protection records: retained in line with recognised UK guidance (often up to the child’s 25th birthday, and longer in specific circumstances)
• Accounting/tax records: retained for the periods required by UK tax and company law (often 5–6 years or longer depending on the business and record type)
• Recruitment: unsuccessful candidates typically up to 12 months; successful applicants’ records are retained in their personnel file in line with legal requirements

We may retain information longer if required by law or to establish, exercise or defend legal claims. We dispose of personal information securely when it is no longer needed.

9) YOUR DATA PROTECTION RIGHTS (UK GDPR)
You may have rights including:
• Access (request a copy)
• Rectification (correct inaccurate data)
• Erasure (delete data, where applicable)
• Restriction (limit processing, where applicable)
• Objection (to processing based on legitimate interests and to direct marketing)
• Portability (in certain cases)
• Withdraw consent (where we rely on consent)

To make a request, contact us using the details in section 1. We may need to verify identity.

You also have the right to complain to the UK Information Commissioner’s Office (ICO).

10) MARKETING
If we send service updates or marketing communications, you can opt out at any time by using the unsubscribe option (where available) or by contacting us.

11) CHILDREN’S INFORMATION
Our services are designed for school-age students and we expect a parent/guardian to be involved in sign-up and communications. If you believe a child has provided personal information without appropriate parent/guardian involvement, please contact us.

12) SECURITY
We take reasonable technical and organisational measures to protect personal information, including access controls and limiting access to people who need it.

13) THIRD-PARTY LINKS
Our website may contain links to third-party sites (including social media). We are not responsible for third-party privacy practices.

14) CHANGES TO THIS POLICY
We may update this policy from time to time. We will post the updated version on this page and update the “Last updated” date.

15) CONTACT
Email: enquiries@one-learning.co.uk
Phone: 0208 262 0827
Post: 5 Princess Avenue, Woodford Green, IG8 0LL, United Kingdom