HEMA Tutorial

Privacy Policy

Effective date: May 2026

HEMA Tutorial is the trading name of HEMA Tutorial Partners LLP, registered in England and Wales. Registered address: 54 London Road, London, SM4 5BE.

This Privacy Policy explains how HEMA Tutorial Partners LLP (“HEMA”, “we”, “us”, “our”) collects, uses, stores and protects personal information relating to parents, guardians, students and users of our website.

This Privacy Policy should be read alongside our Terms and Conditions, available at: www.hematutorial.com/terms-and-conditions.

If you have any questions about this Privacy Policy, please contact us at admissions at hematutorial.com.

1. Who We Are

1.1 HEMA Tutorial Partners LLP is the data controller for the personal data described in this Privacy Policy. This means we determine how and why your personal data is used.

1.2 For all data protection enquiries, please contact us at admissions at hematutorial.com. We aim to respond to all data-related requests within one calendar month, as required by UK data protection law.

2. The Data We Collect

2.1 We may collect and process the following categories of personal data:

Parent and guardian information

name
address
email address
telephone number
payment and billing information
communication records

Student information

name
age and year group
school or academic information, where relevant
attendance records
submitted work, homework, assessments and feedback
educational progress information

Emergency and medical information

emergency contact details
GP or surgery name and address
allergies
illnesses, medical conditions or relevant health information
vaccine information, where requested for health and safety purposes in connection with in-person attendance (for example, during a public health situation requiring additional safeguards)

Website and technical information

IP address
browser and device information
website usage data
date, time and frequency of visits
how users interact with our website

2.2 Some medical and health information is classified as special category data under UK data protection law. We collect this only where necessary for student safety, safeguarding, health, and emergency purposes, and we handle it with additional care. See Section 5 for our legal bases for processing this data.

3. How We Collect Data

3.1 We collect personal data when you:

register or enrol a student with HEMA Tutorial
complete a medical or emergency contact form
contact us by email, phone, website form or any other communication method
purchase online sessions, products or materials
submit student work or assessments
use our website

3.2 We may also collect limited technical data automatically when you use our website. See Section 11 for more information about cookies.

4. How We Use Your Data

4.1 We use personal data to:

provide tuition services and manage enrolment
communicate with parents and guardians
provide homework, classwork, feedback and assessments
manage payments and billing
protect student health and safety
respond to emergencies
manage safeguarding concerns
improve our website and services
handle complaints or enquiries
comply with our legal and regulatory obligations

4.2 We do not sell personal data to any third party, for any purpose.

5. Our Legal Bases for Processing

5.1 We process personal data under one or more of the following legal bases:

Contract

To provide tuition services, manage enrolment, communicate with parents and process payments.

Legitimate interests

To operate and improve our tuition business, manage communications, maintain records, handle disputes and protect our services, where these interests are not overridden by your rights.

Legal obligation

Where we must process information to comply with applicable laws or regulatory requirements, including HMRC obligations and safeguarding duties.

Consent — optional communications

Where we rely on your permission for optional communications such as newsletters, promotional updates, or marketing. You may withdraw this consent at any time by contacting us.

Consent — health and medical information

Where we rely on your explicit consent to collect sensitive health, medical or vaccine information beyond what is strictly required for safety. You may withdraw this consent at any time, though this may affect our ability to safely accommodate your child.

Vital interests

Where processing is necessary to protect someone’s life or physical safety in an emergency.

5.2 For special category data — including health, medical, allergy or vaccine information — we process this only where necessary and where an appropriate condition under UK data protection law applies, such as explicit consent, safeguarding, health and safety, or vital interests in an emergency.

6. Children’s Data

6.1 HEMA Tutorial provides services to children and young people. Most student data is provided to us by parents or legal guardians, who are responsible for ensuring that the information provided is accurate and kept up to date.

6.2 We take extra care when handling children’s personal data. We only collect information that is relevant and necessary for providing tuition, safeguarding, health and safety, administration, and communication with parents.

6.3 We do not use children’s personal data for marketing or profiling purposes.

7. Medical, Emergency and Vaccine Information

7.1 We collect medical, emergency contact and vaccine information only where relevant to student safety, safeguarding, emergency response, or safe attendance at in-person tuition.

7.2 This information may be used to:

identify allergies, illnesses or medical needs relevant to safe attendance
contact emergency contacts where necessary
assist in responding to a medical or safety emergency
make reasonable adjustments to ensure student safety
manage attendance safely during public health situations

7.3 Access to this information is restricted to those within HEMA who reasonably need it for tuition, safeguarding, health, safety or administration purposes.

8. Sharing Your Data

8.1 We may share personal data with trusted third parties where necessary to operate our services, including:

payment processors
website hosting providers
email and communication platforms
online tuition platforms
IT and administrative service providers
professional advisers (such as accountants or legal advisers), where necessary
emergency services, medical professionals or safeguarding authorities where required by law or where necessary to protect someone’s safety

8.2 We only share personal data where necessary and appropriate. We do not sell or rent personal data to third parties.

8.3 Where third-party providers process personal data on our behalf, we take reasonable steps to ensure they protect it and use it only for the purposes agreed with us.

9. Payments

9.1 Payments are processed through third-party payment providers. HEMA does not store full payment card details on its own systems.

9.2 Payment providers process personal data in accordance with their own privacy policies, which we encourage you to review.

10. Keeping Data Secure

10.1 We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss, or misuse.

10.2 These measures may include:

password-protected and access-controlled systems
restricted access to student and medical information
secure email and storage systems
limiting access to staff who need the information to carry out their role
periodically reviewing and updating records

10.3 If you suspect any misuse, loss, or unauthorised access to personal data, please contact us immediately at admissions at hematutorial.com.

11. Cookies

11.1 Our website may use cookies and similar tracking technologies to help us understand how visitors use the site and to improve your experience.

11.2 Cookies we may use include:

Strictly necessary cookies — essential for the website to function correctly.
Analytics cookies — to help us understand how visitors interact with our website (for example, via Google Analytics). These are used on an anonymised basis where possible.
Functional cookies — to remember your preferences and improve your experience.

11.3 Where required by law, we will ask for your consent before placing non-essential cookies. You can manage or withdraw your cookie preferences at any time through your browser settings or our cookie consent tool.

11.4 For more detail on the specific cookies we use, please refer to our Cookie Policy or the cookie consent tool on our website.

12. Data Retention

12.1 We keep personal data only for as long as necessary for the purposes described in this Privacy Policy. As a general guide, our indicative retention periods are:

Active student records

Retained for the duration of enrolment, plus up to two years after the student’s final session.

Financial and billing records

Retained for seven years in accordance with HMRC requirements.

Safeguarding records

Retained in accordance with applicable safeguarding guidance and statutory requirements.

Medical and emergency contact information

Reviewed regularly and deleted or updated when no longer needed. Parents are encouraged to notify us promptly of any changes.

12.2 We may retain records for longer where required by law, for dispute resolution, compliance, or legitimate business purposes. Data may remain in backups or archives for a limited period after deletion from active systems.

13. Your Rights

13.1 Under UK data protection law, you may have the right to:

access the personal data we hold about you or your child (Subject Access Request)
request correction of inaccurate or incomplete data
request deletion of personal data (“the right to be forgotten”)
request restriction of processing in certain circumstances
object to processing based on legitimate interests
request data portability in certain circumstances
withdraw consent at any time where we rely on consent as our legal basis

13.2 These rights may be subject to legal limits — for example, where we are required to retain information for safeguarding, legal, regulatory, or accounting purposes.

13.3 To exercise any of your rights, please contact us at admissions at hematutorial.com. We will respond within one calendar month of receiving your request, as required by UK data protection law.

14. Complaints

14.1 If you are unhappy with how we handle personal data, please contact us first at admissions at hematutorial.com so that we can try to resolve the issue. We will respond within 10 working days.

14.2 You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

Website: www.ico.org.uk
Helpline: 0303 123 1113

15. Links to Other Websites

15.1 Our website may contain links to external websites. We are not responsible for the privacy practices, content, or security of those websites and encourage you to review their privacy policies before providing any personal data.

16. Changes of Business Ownership or Control

16.1 If HEMA Tutorial Partners LLP is sold, transferred, merged, restructured, or changes ownership or control, relevant personal data may be transferred as part of that process.

16.2 We will take reasonable steps to ensure that personal data continues to be protected in accordance with this Privacy Policy and applicable law. Where required, we will notify you of any such change.

17. Changes to This Privacy Policy

17.1 We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal obligations.

17.2 Updated versions will be published on our website and will take effect from the date of publication. Where changes are significant, we will endeavour to notify enrolled families by email in advance.

18. Contact Details

For privacy questions, data requests, or concerns, please contact:

Name: HEMA Tutorial Partners LLP

Address: 54 London Road, London, SM4 5BE

Email: admissions at hematutorial.com

Website: www.hematutorial.com

HEMA Tutorial Partners LLP • 54 London Road, Mitcham, SM4 5BE • admissions at hematutorial.com • www.hematutorial.com