Privacy Notice
Last updated: 9 October 2026 · Version 1.0
This notice explains what personal information Alhazen Education collects, why we collect it, how we look after it, and what rights you have. We have tried to write it in plain English rather than legal language.
Who we are
Alhazen Education Limited is the data controller for the information described in this notice. We are a private limited company registered in England and Wales.
| Company number | 17368772 |
|---|---|
| ICO registration | ZC268999 |
| Registered office | 4th Floor, Silverstream House, 45 Fitzroy Street, London W1T 6EB, United Kingdom |
| Contact | [email protected] |
| Data protection contact | The Directors, at the address and email above |
We deliver our programmes at venues in west London. Each venue is a separate organisation and is responsible for its own handling of personal information.
Information we collect
If you enquire about studying with us
- Your name and contact details, and the name and school year of the student if you are enquiring as a parent or guardian
- The subjects, levels and times you are interested in
- Anything you choose to tell us in your message, including any learning needs you wish to share
- How you heard about us
If you apply to teach with us
- Your name, contact details and address
- Your qualifications, employment history and the subjects and levels you teach
- Your availability, and your right to work in the United Kingdom
- References, including from a recent employer where you have worked with children
- Information about enhanced Disclosure and Barring Service (DBS) checks, including any criminal record information disclosed
- Declarations we are required to collect as part of safer recruitment
If you attend our sessions
- Registration and attendance records
- Assessment results, progress notes and feedback
- Emergency contact details and any medical or dietary information you give us
- Safeguarding records, where these are necessary to protect a child
Where we get your information
Most of the information we hold comes directly from you. We also receive information about you from other people in three situations:
- From a parent or guardian — where they enquire or register on behalf of a child
- From referees — where you apply to teach with us and we take up references, including from a previous employer
- From the Disclosure and Barring Service — the outcome of any check we are required to carry out
Why we use it, and our lawful basis
| What we do | Lawful basis |
|---|---|
| Respond to enquiries and arrange places | Consent, and our legitimate interest in running the programme |
| Teach, assess and report on progress | Performance of our agreement with you, and legitimate interests |
| Recruit and vet staff, including DBS checks | Legal obligation, and substantial public interest in safeguarding |
| Keep children safe and make safeguarding referrals | Legal obligation, and the vital interests of the child |
| Meet health and safety and insurance duties | Legal obligation |
| Send you occasional updates about our programmes | Consent, which you may withdraw at any time |
Criminal record and safeguarding information. Information from DBS checks, and any safeguarding records, are treated as special category or criminal offence data. We handle them under the substantial public interest condition relating to safeguarding children, keep them separately with restricted access, and never use them for any other purpose.
Children’s information
Most of the children we teach are under 18, and some are under 13. Where a student is under 13, we rely on the consent of a parent or guardian rather than the child. Children have the same rights over their information as adults, and we will explain those rights in language appropriate to their age if they ask.
We do not use children’s information for marketing, and we do not share it with anyone outside the circumstances described below.
Do you have to provide it?
You do not have to give us any information. However, some of it is necessary for us to act:
- Without contact details and a student’s year group and subject, we cannot respond to an enquiry or offer a place
- Without emergency contact details, we cannot allow a child to attend a session
- Without the vetting information required by safer recruitment, including an enhanced DBS check, we cannot employ or engage you to work with children. This is a legal requirement, not a preference of ours
Who we share it with
We do not sell personal information, and we do not share it for advertising. We share it only where we need to:
- The Disclosure and Barring Service — to carry out staff checks
- Local authority safeguarding teams, the police or social services — where we are required or permitted to make a safeguarding referral
- Our service providers — for example the systems we use for email, forms, document storage and payments, who act on our instructions only
- Our professional advisers and insurers — where necessary
- The centre or venue where sessions are delivered — limited operational information such as session attendance numbers, and any safeguarding matter that arises on their premises
- Ofsted or another regulator — where we are required to do so
Some of our service providers store information outside the United Kingdom. Where that happens, we rely on appropriate safeguards such as UK adequacy regulations or standard contractual clauses.
How long we keep it
| Information | Kept for |
|---|---|
| Enquiries that do not lead to a place | 12 months from your last contact |
| Student records and assessment information | While the student is with us, then 3 years |
| Unsuccessful job applications | 6 months from the decision |
| Staff employment and vetting records | For the duration of employment, then 6 years |
| DBS certificate information | Not retained beyond the recruitment decision, save for a record that a check was carried out, its date and outcome |
| Safeguarding records | In line with statutory guidance, which may require retention into adulthood |
| Accident and incident records | 3 years, or until a child turns 21 where a child is involved |
How we protect it
- Access is limited to those who need it for their role
- Safeguarding and vetting records are held separately, with access restricted to the Designated Safeguarding Lead and the Directors
- Accounts are protected by strong passwords and two-factor authentication
- Paper records, where we hold any, are kept locked
- We review what we hold and delete what we no longer need
Your rights
Under data protection law you have the right to:
- Ask for a copy of the information we hold about you
- Ask us to correct information that is wrong or incomplete
- Ask us to delete information, where there is no good reason for us to keep it
- Ask us to restrict how we use it, or object to our using it
- Ask us to transfer it to another organisation, in certain circumstances
- Withdraw consent at any time, where we rely on consent
- Object to direct marketing at any time — this right is absolute, and we will always stop
To exercise any of these rights, write to [email protected]. We will respond within one month. If a request is complex or you have made several, we may extend this by a further two months and will tell you if we do. There is no charge.
Some rights do not apply where we are under a legal duty to keep information — safeguarding records being the clearest example.
Automated decisions
We do not make any decision about you by automated means alone, and we do not use your information for profiling. Decisions about places, progress and appointments are always made by a person.
Complaints
If you are unhappy with how we have handled your information, please tell us first and we will try to put it right. You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection, at ico.org.uk. We are registered with the ICO under reference ZC268999, and you can verify this on their public register or on 0303 123 1113.
Cookies
This website does not use cookies for advertising or tracking, and we do not run analytics on it. If we add either in future, we will update this notice and ask for your consent where required.
Some page fonts are loaded from Google’s font service. When that happens your device’s IP address is sent to Google in order to deliver the font. No cookie is set, and we receive no information about you from this.
Changes to this notice
We may update this notice as our programmes develop. The version number and date at the top will tell you when it last changed. If we make a significant change, we will say so on this page.
Alhazen Education Limited · Registered in England and Wales, company number 17368772 · [email protected]