Privacy Statement

Adapt Learning NI is the Data Controller responsible for determining how and why personal data is processed. We comply fully with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Client Information

• Name, date of birth, gender
• Contact details
• Educational history and learning needs
• Attendance information
• Support plans (IEPs, Statements of Need)
• Assessment results and progress data
• Behavioural, emotional, or wellbeing information
• Safeguarding information where necessary

Parent/Carer Information

• Names and contact details
• Emergency contacts
• Relevant family information for safeguarding or communication

Professional Information

• Details of teachers, SENCOs, social workers, or other professionals involved

CCTV Footage

• Internal CCTV images for safety and security
• CCTV is not used for staff monitoring

Website or Digital Data

• Cookies and analytics
• Online form submissions

We process personal data under the following lawful bases:

Contract:

To deliver tutoring and EBSNA support services.

Legal Obligation:

To meet safeguarding and regulatory requirements.

Vital Interests:

To protect a child or vulnerable person from harm.

Public Task:

When liaising with schools or statutory agencies.

Consent:

For optional activities such as marketing or sharing information with external professionals not already involved. Consent can be withdrawn at any time.

We use personal data to:

• Provide tailored tutoring and EBSNA support
• Monitor progress and adapt learning plans
• Communicate with parents/carers
• Liaise with schools and professionals when requested
• Maintain safeguarding and child protection records
• Ensure the safety and security of our premises
• Manage billing and administration
• Meet legal and regulatory obligations

We do not use personal data for automated decision-making or profiling.

We protect personal data using:

• Encrypted digital storage
• Password-protected systems
• Restricted access on a need-to-know basis
• Secure cloud-based platforms compliant with UK GDPR
• Locked physical storage for paper records
• Staff training in data protection and safeguarding
• Regular review of data retention and security practices

We only share data when necessary and appropriate, including with:

• Schools, SENCOs, and teachers
• Educational psychologists or other professionals
• Safeguarding bodies (e.g., Social Services, PSNI)
• IT service providers supporting secure systems
• Payment processors

We never sell personal data. All third-party providers must comply with UK GDPR.

Pupil records:

up to 7 years after support ends

Safeguarding records:

typically until the child is 25

Financial records:

6 years (HMRC requirement)

CCTV footage:

usually 30 days unless needed for investigation

Data is securely deleted or destroyed after the retention period.

You have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion (where appropriate)
• Restrict or object to processing
• Withdraw consent
• Request data portability
• Complain to the Information Commissioner's Office (ICO)

We may share information without consent if:

• A child is at risk of harm
• There is a legal requirement
• It is necessary to protect vital interests

We follow Safeguarding Board for Northern Ireland (SBNI) guidance.

We may update this statement to reflect changes in law or practice. The latest version will always be available on request.

For questions about this Privacy Statement or how we handle data: