If you have a question about this notice or about how we handle information, email info@witfindacademy.com and mark it for the attention of our Data Protection Owner.
2. What this notice covers
This notice is written for parents and guardians. It explains what information we collect about you and about your child, why we collect it, who we share it with and what rights you have. Separate notices cover cookies on our website and the terms that apply when you use the site or enrol on a course. Links are at the bottom of this page.
3. Information we collect
Information about you, the parent or guardian
Your name, email address and telephone number
Your country, and your billing address where a payment requires it
The courses you enrol your child on, and your payment plan
Messages you send us, and notes of calls with us
Whether you have asked to receive updates about new courses
Information about your child
Their first name or a username, used to identify them in class
Their age or age band, so we place them on the right course
Attendance, homework, quiz results and tutor notes on progress
What they type in the lesson chat
Their voice, when a tutor unmutes them for a short spoken contribution
Any information you choose to tell us about additional needs, so we can support them
Lesson recordings
Every live lesson is recorded. Recordings capture the tutor, the teaching materials, the lesson chat and any spoken contributions from students. Student cameras are off at all times, so recordings do not contain images of children.
Payment information
Payments are processed by Stripe. We do not receive or store your full card number. We hold a record of what was paid, when, and which plan it relates to.
Technical information
When you use our website we collect information needed to keep your account secure and the site working, such as your login session and basic device information. Our Cookie Policy explains this in more detail.
Please do not send us more than we need. Do not upload documents or type information into chat about health, religion, ethnicity or anything else sensitive unless we have specifically asked for it. If you need to tell us about a health condition or additional need, email us rather than putting it in the lesson chat.
4. Why we use it, and our lawful basis
We must have a lawful basis under UK GDPR for everything we do with personal information. This table sets out ours.
What we do
Lawful basis
Set up your account and enrol your child
Performance of our contract with you
Deliver lessons, mark homework and report on progress
Performance of our contract with you
Take payment and keep financial records
Performance of our contract, and legal obligation for tax and accounting records
Record lessons so students can catch up
Performance of our contract with you
Keep children safe online and act on safeguarding concerns
Legal obligation, and substantial public interest for any sensitive information involved
Answer your enquiries and provide support
Legitimate interests, being the running of a responsive service
Improve our courses and teaching
Legitimate interests, being the improvement of what we teach
Send you marketing about new courses
Your consent, which you can withdraw at any time
Where we rely on legitimate interests, we have considered whether our interest is outweighed by your rights, and we have concluded it is not. You can ask us to explain that assessment.
We do not use your information, or your child's, to make automated decisions that have a legal or similarly significant effect. We do not profile children for marketing, and we do not sell personal information to anyone.
5. Children's information
Our courses are for children, so we take extra care. We follow the Information Commissioner's Age Appropriate Design Code.
Accounts are opened by a parent or guardian, not by the child
Children are identified in class by a first name or username, not a full name
Student cameras stay off at all times
Children are asked not to share personal contact details in the lesson chat
Tutors do not contact children privately or outside our platform
We do not use children's information for advertising or behavioural profiling
Minimum ages differ by course. Yoruba and Coding Foundational are for children aged 10 and over. Financial Literacy is for children aged 11 and over. Coding Advanced is for age 14 and over. Where a child under 10 is taught, this is one-to-one with a parent or guardian present.
If your child tells a tutor something that suggests they may be at risk of harm, we will act on it. That can mean sharing information with the local authority, the police, or other agencies, and we may do so without telling you first if telling you would put the child at greater risk. Our Designated Safeguarding Lead can be contacted through safeguarding@witfindacademy.com.
6. Who we share information with
We share information only with organisations that need it to help us run the service. They act on our instructions and cannot use it for their own purposes.
Who
What they do
What they see
LearnWorlds
Hosts our website, accounts, course materials and recordings
Account and enrolment details, course progress, recordings
Google Meet
Delivers the live lessons
Display name in class, lesson chat, audio when unmuted
Stripe
Processes payments
Your name, email, telephone number and enquiry history
GoHighLevel
Manages enquiries and our email communications with you
Your name, email, telephone number and enquiry history
Tutor supplier
Supplies and manages the tutors who teach our courses
Limited class information needed to teach, as described below
What tutors can see
Tutors are supplied to us under contract by a partner organisation. They are given the minimum needed to teach. That is your child's first name or username, their course and age band, their progress and homework, and what happens in the lesson itself. Tutors are not given your child's full name, date of birth, home address, photograph or contact details, and they are not given your payment information.
We may also share information where the law requires it, for example with a regulator, the police or a local authority, or where we need to establish or defend a legal claim. If our business were ever sold or reorganised, information could pass to the buyer, who would have to continue to protect it in the way described here.
7. Sending information outside the UK
Some of our tutors work outside the United Kingdom, currently in Nigeria and India. When they teach a lesson they access limited information about your child from where they are based. Under UK data protection law that counts as a transfer, even though the information itself stays on our platform.
Some of the companies listed above also store or process information outside the UK.
Where information leaves the UK, we put safeguards in place that the law recognises. For our tutor supply arrangements we use the UK International Data Transfer Agreement, supported by an assessment of the risks in the receiving country. For our technology suppliers we rely on their standard data protection terms, which use the same safeguards.
8. How long we keep it
What
How long
Account and enrolment records
While your child is enrolled, then two years
Lesson recordings
Until 31 August 2027 for the 2026 to 2027 academic year, then deleted. The deletion date resets for each academic year
Progress, homework and quiz results
While your child is enrolled, then two years
Payment and financial records
Six years from the end of the financial year, as required for tax
Enquiries and correspondence
Two years from your last contact with us
Marketing consent records
Until you withdraw consent, then a record that you did so
Safeguarding records
In line with statutory guidance, which can require records to be kept well into adulthood
If you cancel, access to recordings and course materials ends at the point your contract ends, even where the files themselves are not yet due for deletion.
9. How we keep it secure
Accounts are protected by a password and access to our systems is limited to the people who need it. Our suppliers are chosen partly on the strength of their security. Tutors access our systems using individual accounts, and access is removed as soon as a tutor stops working with us.
No online service can promise perfect security. If something goes wrong and there is a risk to you or your child, we will tell you and we will report it to the Information Commissioner where the law requires.
10. Your rights
You have rights over the information we hold about you, and you can exercise your child's rights on their behalf. Older children can also exercise their own rights.
Access. Ask for a copy of the information we hold
Correction. Ask us to correct anything that is wrong or incomplete
Erasure. Ask us to delete information, where there is no continuing reason to keep it
Restriction. Ask us to pause using information while a question about it is resolved
Objection. Object to us using information where we rely on legitimate interests
Portability. Ask for information you gave us in a portable format
Withdraw consent. Stop marketing at any time, using the link in any email or by contacting us
Email info@witfindacademy.com to make a request. We will respond within one month. There is no charge. We may ask you to confirm who you are before we release information about a child.
11. How to complain
If you are unhappy with how we have handled your information, tell us first by calling us +44 7343 086860 or email us info@witfindacademy.com so we can put it right.
You can also complain to the Information Commissioner's Office, the UK regulator for data protection, at ico.org.uk/make-a-complaint or on 0303 123 1113. Complaining to us first does not affect your right to go to the Information Commissioner.
12. Changes to this notice
We update this notice when what we do changes. The effective date at the top of the page tells you which version applies. If we make a change that affects you or your child significantly, we will email you.
Questions about your information?
Email us and we will explain anything in this notice in plain terms.
