Data protecton

Helicon Project is committed to protecting and respecting the privacy of our students, parents, carers, and staff. This policy explains how we collect, use, store, and protect personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Helicon Project
We provide educational support and tutoring services to students aged 11–18. For the purposes of data protection law, Helicon Project is the Data Controller for the personal data we process.

Contact details:
Email: Chris-marlow1@proton.me

2. The Personal Data We Collect

We may collect and process the following types of personal data:

Students:

  • Name, date of birth, and age

  • School and year group

  • Academic information relevant to tutoring

  • Session attendance and progress notes

  • Safeguarding or wellbeing information (where necessary)

Parents/Carer:

  • Name and contact details (email, phone number, address)

  • Emergency contact information

  • Payment and invoicing details

Tutors / Staff:

  • Name and contact details

  • Qualifications and experience

  • DBS status and safeguarding records

  • Contractual and payment information

We only collect data that is necessary for the delivery of our services.

3. How We Collect Data

We collect personal data when:

  • when parents or carers contact us via our website, email, telephone, or enquiry forms

  • when parents or carers register a student for tutoring or educational services

  • when information is provided directly by parents, carers, or students during onboarding or ongoing support

  • through completed consent, safeguarding, or emergency contact forms

  • during tutoring sessions, including attendance records, academic notes, and progress feedback

  • when tutors or staff record relevant educational or safeguarding information

  • through payment and invoicing processes

  • via communication with parents, carers, or students by email or approved messaging platforms

4. How We Use Personal Data

Helicon Project uses personal data to:

  • provide tutoring and educational services

  • communicate with parents, carers, and students

  • manage bookings, attendance, and progress

  • ensure safeguarding and student wellbeing

  • meet legal and regulatory obligations

  • manage payments and accounts

We do not sell personal data or use it for unrelated marketing purposes to any third party.

5. Lawful Basis for Processing

Under UK GDPR, we process personal data on the following lawful bases:

  • Contract – to deliver agreed tutoring services

  • Consent – where required, particularly for children’s data

  • Legal obligation – safeguarding, financial, or regulatory requirements

  • Legitimate interests – to manage and improve our services (without overriding individual rights)

6. Children’s Data

We take special care when processing children’s personal data. Information is collected directly from parents or carers wherever possible and used only for educational, safeguarding, and operational purposes.

7. Data Sharing

We may share personal data only when necessary, including with:

  • tutors delivering Helicon Project services

  • safeguarding or regulatory authorities where legally required

  • professional advisers (e.g. accountants)

All third parties are required to handle data securely and in accordance with data protection law.

8. Data Storage and Security

We store personal data securely using appropriate technical and organisational measures, including:

  • password-protected systems

  • restricted access to sensitive data

  • secure storage of digital and paper records

We retain data only for as long as necessary for the purposes for which it was collected, or as required by law.

9. Your Rights

Under UK GDPR, individuals have the right to:

  • access their personal data

  • request correction of inaccurate data

  • request deletion of data (where applicable)

  • restrict or object to processing

  • request data portability

  • withdraw consent at any time (where processing is based on consent)

Requests can be made by contacting us using the details above. We will respond within one month.

10. Complaints

If you have concerns about how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO):

ICO Website: ico.org.uk
ICO Helpline: 0303 123 1113

11. Changes to This Policy

Helicon Project may update this policy from time to time. Any changes will be published on our website and, where appropriate, communicated directly.

Last updated: [07/02/2026]