Legal
Privacy Policy
We are committed to protecting the personal data of our students, parents, and guardians in accordance with UK GDPR and the Data Protection Act 2018.
Introduction
Nexus Academy (“we”, “us”, “our”) is committed to protecting the privacy and personal data of our students, parents, guardians, and website visitors. This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and the rights you have in relation to it.
This policy applies to all personal data collected through our website at nexusacademyuk.com, through our booking and enquiry forms, through communications with our team, and through the delivery of our tutoring services.
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. These are the laws that apply to how organisations in the United Kingdom handle personal data.
If you have any questions about this policy or about how we handle your personal data, please contact us at inquiries@nexusacademyuk.com.
1. Who We Are
- Data Controller
- Nexus Academy
- Address
- London, United Kingdom
- Website
- nexusacademyuk.com
As the data controller, Nexus Academy determines the purposes and means by which personal data is processed. We are responsible for ensuring that your data is handled lawfully, fairly, and transparently.
2. What Personal Data We Collect
We collect the following categories of personal data depending on how you interact with us:
2.1 Information you provide directly
From parents and guardians:
- Full name
- Email address
- Phone number or WhatsApp number
- Location or timezone
- Communications sent to us by email, WhatsApp, or contact form
From students (where applicable):
- First name
- Year group or academic level
- Subject or subjects being studied
- Exam board
- Current grade or performance level
- Target grade or score
- Any additional learning needs or preferences disclosed voluntarily
From IELTS and TOEFL students:
- Current band score or test score
- Target score
- University or institution being applied to
- Application timeline
2.2 Information we collect automatically
When you visit our website, we may automatically collect:
- IP address
- Browser type and version
- Pages visited and time spent on pages
- Referring URL
- Device type
This information is collected through cookies and similar technologies. Please see Section 9 (Cookies) for more detail.
2.3 Information generated through delivery of services
During the course of tutoring, we may create and retain:
- Session notes and progress records
- Monthly progress reports
- Assessment and diagnostic results
- Records of session attendance and punctuality
- Correspondence between parents, guardians, and Nexus Academy
3. Why We Collect Personal Data and Our Lawful Basis
Under UK GDPR, we are required to have a lawful basis for processing personal data. We collect and use personal data for the following purposes:
| Purpose | Lawful Basis |
|---|---|
| To deliver tutoring services and manage your account | Performance of a contract |
| To match students with appropriate tutors | Performance of a contract |
| To send monthly progress reports to parents and guardians | Performance of a contract |
| To communicate with you about your sessions and account | Performance of a contract |
| To send service updates, scheduling communications, and administrative notices | Legitimate interests |
| To respond to enquiries submitted through our website or contact channels | Legitimate interests |
| To improve our website and services | Legitimate interests |
| To comply with legal obligations | Legal obligation |
We do not use your personal data for automated decision-making or profiling.
4. Special Category Data
We do not routinely collect special category data (such as health information, ethnicity, or religion) about students or their families.
Where a parent or guardian voluntarily discloses information about a student's learning needs, medical circumstances, or additional support requirements for the purpose of improving the quality of tutoring, this information is treated with the highest level of care and confidentiality. It is used solely to ensure the tutor is appropriately informed and is not shared with any third party.
5. Children's Data
Nexus Academy provides services to students who may be under the age of 18. We take our responsibilities in relation to children's personal data seriously.
Where a student is under 18, all contractual and administrative communications are conducted with the parent or guardian. We do not collect personal data directly from students under 13 without verifiable parental consent.
Parents and guardians may request access to, correction of, or deletion of their child's personal data at any time by contacting us at inquiries@nexusacademyuk.com.
6. How We Share Your Personal Data
Nexus Academy does not sell, rent, or trade personal data with any third party for marketing purposes.
We may share personal data in the following limited circumstances:
With tutors
We share relevant student information (name, subject, level, exam board, learning needs) with the tutor assigned to the student for the sole purpose of delivering effective tutoring sessions.
With service providers
We use third-party tools and platforms to operate our business — including video conferencing software (such as Zoom or Google Meet), email communication tools, and payment processors. These providers act as data processors on our behalf and are contractually required to handle your data securely and only for the purposes we specify.
Where required by law
We may disclose personal data where required to do so by law, court order, or regulatory authority, including for the purposes of safeguarding.
Safeguarding
Where we have a concern about the safety or welfare of a child, we may be required to share information with relevant statutory authorities. The safety of children always takes precedence.
We do not transfer personal data outside the United Kingdom except where necessary to use third-party platforms (such as video call services) that operate internationally. Where data is transferred internationally, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.
7. How Long We Keep Your Personal Data
We retain personal data for as long as is necessary for the purposes set out in this policy and to comply with our legal obligations.
| Data type | Retention period |
|---|---|
| Account and contact information | Duration of tutoring relationship + 2 years |
| Session records and progress reports | Duration of tutoring relationship + 2 years |
| Financial records and invoices | 6 years (as required by UK tax law) |
| Enquiry and contact form submissions | 12 months from last contact |
| Website analytics data | 26 months |
After the applicable retention period, personal data is securely deleted or anonymised.
8. Your Rights Under UK GDPR
Under UK GDPR, you have the following rights in relation to your personal data:
Right of access
You have the right to request a copy of the personal data we hold about you. We will respond to all access requests within one calendar month.
Right to rectification
You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.
Right to erasure
You have the right to request that we delete your personal data in certain circumstances — for example, where the data is no longer necessary for the purpose it was collected, or where you withdraw consent and there is no other lawful basis for processing.
Right to restrict processing
You have the right to request that we limit how we use your personal data in certain circumstances.
Right to data portability
Where we process your personal data on the basis of consent or contract, you have the right to receive your data in a structured, commonly used, and machine-readable format.
Right to object
You have the right to object to processing based on legitimate interests. We will cease processing unless we can demonstrate compelling legitimate grounds that override your interests.
Rights related to automated decision-making
We do not carry out automated decision-making or profiling. If this changes, we will update this policy accordingly.
To exercise any of these rights, please contact us at inquiries@nexusacademyuk.com. We will respond within one calendar month. In complex cases we may extend this period by a further two months, in which case we will notify you.
You will not be charged a fee to exercise any of your rights unless your request is manifestly unfounded or excessive.
Right to complain
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) — the UK's data protection regulator.
ico.org.uk · 0303 123 1113
10. Data Security
We take the security of your personal data seriously. We have implemented appropriate technical and organisational measures to protect your data against unauthorised access, loss, alteration, or disclosure.
- Use of encrypted communication channels (HTTPS) on our website
- Password protection and access controls on all systems containing personal data
- Limiting access to personal data to those who need it to carry out their role
- Using reputable third-party platforms with their own security certifications
While we take all reasonable steps to protect your data, no method of transmission over the internet is completely secure. If you believe your personal data has been compromised, please contact us immediately at inquiries@nexusacademyuk.com.
In the event of a personal data breach likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and affected individuals without undue delay, in accordance with our obligations under UK GDPR.
11. Third-Party Links
Our website may contain links to third-party websites, including exam board websites, university information pages, and educational resources. This Privacy Policy applies only to nexusacademyuk.com. We are not responsible for the privacy practices of third-party websites and encourage you to read their privacy policies before providing any personal data.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will update the “Last updated” date at the top of this page.
Where changes are material, we will notify existing clients by email. We encourage you to review this policy periodically to stay informed about how we protect your personal data.
13. Contact Us
If you have any questions about this Privacy Policy, about how we handle your personal data, or if you wish to exercise any of your rights, please contact us:
We aim to respond to all privacy-related enquiries within 5 working days.
Nexus Academy · Privacy Policy · Version 1.0 · April 2026. This policy is governed by the laws of England and Wales and complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
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