Privacy Notice

1. Who we are

11 Plus XL provides 11+ tuition and related educational services.

11 Plus XL is operated by 11 Plus XL LTD, which is the data controller responsible for the personal information described in this notice.

You can contact us at:

2. Information we collect

We collect personal information that is necessary to provide and manage our tuition services.

About pupils

This may include:

• name;
• date of birth;
• school and year group;
• home address;
• class and enrolment information;
• attendance records;
• assessment results and progress information;
• relevant tuition notes; and
• limited medical, allergy, medication or emergency information where necessary for the child's safety.

About parents, guardians and emergency contacts

This may include:

• name;
• relationship to the child;
• email address;
• telephone number;
• address;
• emergency contact information;
• correspondence with us; and
• tuition payment information.

Website and account information

When you use our website or Parent Portal, we may also process limited technical information such as:

• login and account activity;
• IP address;
• browser or device information;
• session information; and
• security logs.

3. How we use personal information

We use personal information to:

• manage enquiries, applications and registrations;
• enrol pupils and manage classes;
• provide tuition;
• record attendance;
• monitor learning and progress;
• communicate with parents and guardians;
• operate the Parent Portal;
• manage tuition fees and payments;
• maintain appropriate business and accounting records;
• keep pupils safe while attending tuition; and
• operate and secure our website and systems.

We process personal information where it is necessary to provide our services, take steps before entering into a tuition agreement, comply with legal obligations, or pursue our legitimate interests in operating and protecting the business.

4. Medical and emergency information

We may collect limited health information where it is relevant to a pupil's safety while attending tuition.

This may include information about:

• allergies;
• medical conditions;
• medication requirements; or
• emergency instructions.

We do not maintain general medical records.

Where health information is provided, we ask for explicit consent to use that information for the purpose of keeping the pupil safe while attending tuition.

Access to health and emergency information is restricted to authorised staff who need it.

Consent may be withdrawn at any time by contacting us. Where information is necessary for us to safely accommodate a pupil, withdrawal may affect our ability to provide tuition safely.

5. Children's information

We take particular care when handling children's personal information.

We only use children's information where it is reasonably necessary to provide tuition, administer classes, monitor progress, communicate with parents or guardians, maintain appropriate records or protect the child's safety.

We do not sell children's personal information or use it for advertising.

6. How we obtain information

Most information is provided directly by parents or guardians through:

• registration forms;
• the Parent Portal;
• email;
• telephone;
• WhatsApp; or
• other communications with us.

We also create records in the course of providing tuition, including attendance records, progress information and assessment results.

7. Who we share information with

We do not sell personal information.

We use third-party service providers where necessary to operate our services. These may process limited personal information on our behalf.

Our current service providers include:

• DigitalOcean, for website, application and database hosting;
• Postmark, for transactional email delivery;
• Microsoft, where used for business email; and
• WhatsApp/Meta, where WhatsApp is used to communicate with parents and guardians.

We may also share personal information with accountants, insurers, legal advisers or other professional advisers where necessary.

We may disclose information where required by law, where necessary to protect someone's safety, or where required by an appropriate public authority.

8. International transfers

Some of our service providers may process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we take appropriate steps to ensure that suitable safeguards are in place in accordance with applicable data protection law.

9. How long we keep information

We keep personal information only for as long as it is reasonably required for the purpose for which it was collected or to meet legal and regulatory obligations.

Our usual retention periods are:

We may retain information for longer where necessary because of an ongoing complaint, dispute, safeguarding matter, legal claim or legal obligation.

When information is no longer required, it will be deleted or anonymised where appropriate.

10. How we protect information

We take appropriate steps to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures include:

• access controls;
• authenticated user accounts;
• restricted administrative access;
• encrypted connections;
• secure hosting;
• database access controls;
• backups; and
• limiting access to people who need the information for their role.

11. Email and WhatsApp

We may use email and WhatsApp to communicate with parents and guardians about tuition and related administrative matters.

When these services are used, the relevant service provider may process information such as names, contact details and message content.

We do not use the 11 Plus XL tuition contact list for unrelated promotional marketing.

12. Cookies

Our website may use cookies or similar technologies that are necessary for functions such as:

• secure login;
• maintaining user sessions; and
• protecting the website against misuse.

We do not currently use non-essential advertising or behavioural tracking cookies on the 11 Plus XL tuition website.

If this changes, we will update this notice and provide any required controls.

13. Your rights

Depending on the circumstances, you may have the right to:

• request a copy of the personal information we hold;
• ask us to correct inaccurate information;
• request deletion of information;
• ask us to restrict how information is used;
• object to certain types of processing;
• request certain information in a portable format; and
• withdraw consent where we rely on consent.

These rights do not apply in every circumstance. We may also need to retain some information where we have a legal obligation to do so.

Where a request relates to a child's information, we may need to confirm the identity or authority of the person making the request.

To exercise any of these rights, contact:

privacy@11plusxl.co.uk

14. Changes to this notice

We may update this privacy notice from time to time where our services, systems or use of personal information changes.

The most recent version will be published on our website with the date it was last updated.

15. Contact and complaints

If you have any questions about this notice or how we use personal information, contact:

If you have a concern about how your personal information has been handled, please contact us so that we can investigate it.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK regulator responsible for data protection.