Lernovatic Tutoring: Data Retention Policy
1. Introduction
This Data Retention Policy outlines how Lernovatic Tutoring Centre (“Lernovatic,” “we,”
“us,” or “our”) manages the retention and disposal of personal data collected from
students, parents/guardians, and website visitors. This policy ensures compliance with
the General Data Protection Regulation (GDPR) and other relevant legislation
2. Principles of Data Retention
● Lawfulness: We will retain data only for lawful purposes and in accordance with
our Privacy Policy.
● Purpose Limitation: We will retain data only for as long as necessary to fulfill the
purposes for which it was collected.
● Data Minimization: We will not retain excessive data. We will only collect and
retain the minimum amount of data necessary for the specified purpose.
● Accuracy: We will ensure that the data we retain is accurate and up-to-date.
● Security: We will protect personal data from unauthorized access, use, or
disclosure through appropriate technical and organizational security measures.
● Disposal: We will dispose of personal data securely and in accordance with legal
requirements.
3. Data Retention Schedule
The following table outlines our data retention periods for different categories of
personal data:
| Data Category | Retention Period | Legal Basis | Purpose |
|---|---|---|---|
| Student name, address, contact details | 7 years after the student leaves Lernovatic | Legal obligation (Education Act 1996) | Maintaining student records |
| Academic records, assessments, progress reports | 7 years after the student leaves Lernovatic | Legitimate interests (monitoring student progress, providing references) | Tracking academic progress, providing feedback, supporting future learning |
| Special categories of data (e.g., health information) | Only for as long as necessary for the specific purpose for which it was collected and with explicit consent | Consent, Legal obligation (if required for health and safety) | Meeting specific needs, ensuring safety |
| Parent/Guardian name, contact details | 7 years after the student leaves Lernovatic | Contract (for communication and service delivery) | Communicating with parents, managing enrolments |
| IP address, browser type, pages visited (collected via cookies) | 1 year | Legitimate interests (analyzing website traffic, improving user experience) | Website analytics, improving our online services |
| Financial records | 6 years | Legal obligation (tax purposes) | Maintaining financial records |
| CCTV footage | Specify duration, e.g., 30 days | Legitimate interests (security, preventing and investigating incidents) | Ensuring the safety and security of our premises |
| Safeguarding records (including concerns and allegations) | In accordance with local authority guidance and legal requirements | Legal obligation (safeguarding children) | Protecting children, complying with safeguarding procedures |
4. Data Disposal
When personal data is no longer required, it will be disposed of securely using
appropriate methods, such as:
● Secure deletion: Permanently deleting electronic files.
● Shredding: Shredding paper documents containing personal data.
● Secure disposal of hardware: Ensuring secure disposal of any hardware
containing personal data.
5. Review and Update
This Data Retention Policy will be reviewed and updated at least annually or more
frequently if required by changes in legislation or best practices.
6. Contact Information
If you have any questions about this Data Retention Policy, please contact us at:
● Lernovatic Tutoring
● Unit A Maple House, The Avenue, Tunbridge wells, Kent, TN2 3GQ
● Phone number: 01892 357109
Important Notes:
● This is a sample data retention policy. You should review and adapt it to ensure it
meets the specific needs and legal requirements of Lernovatic Tutoring Centre.
● It’s essential to ensure that your data retention practices align with your Privacy
Policy and any other relevant policies and procedures.
● You should consult with a legal professional to ensure compliance with all
applicable data protection laws and regulations.