Privacy Policy

Introduction

The Website prep4all.co.uk (referred to in this Notice as "our", "us", "Prep4All" and "we") is offered from the United Kingdom by D&J TECHNOLOGY SOLUTIONS LIMITED, a company registered in England and Wales (Company number 15890088). Our email address is contact@prep4all.co.uk.

We are committed to protecting and respecting your privacy. This Privacy Notice (together with any other documents referred to herein, such as our Terms and Conditions) sets out the basis on which the personal data collected from you, or that you provide to Us, will be processed by Us in connection with Our website and general enquiries processes. Please read the following carefully to understand Our views and practices regarding your personal data and how We will treat it.

For the purpose of the General Data Protection Regulation (“GDPR”) and the UK Data Protection Act 2018:

• Where data is inputted directly by parents or individual users, D&J TECHNOLOGY SOLUTIONS LIMITED (trading as prep4all.co.uk) is the Data Controller.
• Where data is uploaded or managed by a school or similar institution (our enterprise client), the school or institution is the Data Controller and D&J TECHNOLOGY SOLUTIONS LIMITED (trading as prep4all.co.uk) is the Data Processor.

Please note: where you apply for a job opening posted by Us, these Privacy Notice provisions will apply to Our processing of your personal information.

Your Personal Information

Information We Collect From You

We collect and process some or all of the following types of information from you:

• Information that you provide when you create a user account (e.g., pupil, parent, or teacher/tutor), including but not limited to: name, email address, telephone number, postal address, age/date of birth of the pupil, current school, intended school(s) for 11+ exams, and relevant exam dates. When you create an account for a child, you confirm that you have the authority and the consent of the relevant data subjects (or their parent or guardian, if you are a tutor or school representative) to do so.
• Information that you provide when you submit an enquiry to Us. This includes information provided through our contact forms, via email, via phone, and/or by any other method. In particular, We process personal details such as name, email address, telephone number, postal address, your role (e.g., parent, student, educator), the organization you may represent, and details about your requirements or any other information you provide.
• If you contact Us for support or any other reason, We may keep a record of that correspondence.
• Details of all actions that you or authorized Users (e.g., children under your account) carry out through the use of Our Services, including performance on tests, lessons completed, games played, and other learning activities.
• Details of your visits to the prep4all.co.uk Website including, but not limited to, traffic data, location data (if enabled), weblogs, and other communication data, the site that may have referred you to Our Website, and the resources that you access.
• Information related to payments for subscriptions or services. Please note that payment processing is handled by third-party payment processors (e.g., Stripe, PayPal), and we do not store full credit card details. We will receive transaction confirmations and details necessary to manage your subscription.

Information We Collect From Other Sources

We may have the facility to link the data you provide to Us with other publicly available information about you that you have published on the Internet – this may include sources such as professional networking sites (e.g., LinkedIn if relevant for tutors or school contacts) or other public directories. This is done to better understand your needs or to verify information where appropriate and lawful.

Uses Made Of Your Information

Lawful Basis for Processing

We rely on the following lawful bases on which We collect and use your personal data:

• Contractual Necessity: To fulfil Our contract with you when you subscribe to Our services or create an account. This includes providing access to the platform, tracking progress, and managing your account.
• Legitimate Interests: For purposes such as responding to your enquiries, improving Our services, ensuring the security of Our platform, and for Our commercial interests in providing and promoting Our educational services. We always balance our legitimate interests against your rights and freedoms.
• Consent: In some specific situations, we may rely on your explicit consent (e.g., for certain types of marketing communications). You can withdraw your consent at any time.
• Legal Obligation: To comply with our legal and regulatory obligations.

Purposes of Processing

We use information held about you in the following ways:

• To fulfil Our contractual obligations to you: This includes creating and managing individual logins for each user (pupil, parent, teacher/tutor), allowing them to access the Prep4All platform. This enables teachers/tutors and parents to explore content, assign tasks, and review progress. It enables pupils to access content, and to have their performance tracked for analysis by teachers/tutors and parents.
• To communicate with you effectively, including responding to your enquiries, providing customer support, and sending important service-related announcements.
• To personalize and improve your experience on Our platform and website.
• To enhance any information that we receive from you with information obtained from third-party data providers or public sources, where permissible.
• To help improve the usefulness and effectiveness of Our website, learning materials, and marketing channels.
• To provide you with further information about Our services, features, or offers that may be of interest to you (where you have consented or where we have a legitimate interest and it is permissible by law).
• For processing payments. As mentioned, all payments are typically processed by secure third-party payment providers like Stripe or PayPal.
• For internal record keeping, analysis, and service improvement.
• To monitor usage of our platform to ensure compliance with our Terms and Conditions and to protect the security of our services.

How We Store Your Personal Data

Security

We take appropriate technical and organizational measures to ensure that all personal data is kept secure, including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those employees, agents, contractors, and other third parties who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator (such as the Information Commissioner's Office) of a suspected data security breach where We are legally required to do so.

Unfortunately, the transmission of information via the internet is not completely secure. Although We will do Our best to protect your personal data, We cannot guarantee the security of your data transmitted through any online means; therefore, any transmission remains at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Where We Store Your Personal Data

The data that We collect from you is primarily stored on secure servers within the United Kingdom (UK) or the European Economic Area ("EEA").

In some instances, it may be necessary to transfer your personal data outside of the UK or EEA, for example, if our service providers are based elsewhere. If we do transfer your personal data out of the UK/EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK government or European Commission.
• Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK/EEA.

If you would like further information on the specific mechanism used by us when transferring your personal data out of the UK/EEA, please contact Us via contact@prep4all.co.uk.

How Long We Keep Your Personal Data

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

For example, account information is typically kept for as long as the account is active and for a reasonable period thereafter (e.g., 6 years after inactivity to comply with general legal and tax obligations, or as otherwise needed to resolve disputes or enforce our agreements).

Your Rights

Under data protection law, you have a number of important rights free of charge. In summary, those include rights to:

• Access to your personal data: You have the right to request a copy of the personal data We hold about you and to certain other supplementary information that this Privacy Notice is already designed to address.
• Correction of your personal data: Require Us to correct any mistakes in your information which We hold.
• Erasure of personal data: Require the erasure of personal data concerning you in certain situations ("the right to be forgotten").
• Receive the personal data: Receive the personal data concerning you which you have provided to Us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations (data portability).
• Object to processing: Object at any time to processing of personal data concerning you for direct marketing.
• Automated decision-making: Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you.
• Object in other situations: Object in certain other situations to our continued processing of your personal data.
• Restrict processing: Otherwise restrict our processing of your personal data in certain circumstances.
• Claim compensation: Claim compensation for damages caused by our breach of any data protection laws.

Further Information and Exercising Your Rights

If you have any questions, comments, or complaints about this Privacy Notice or wish to: (i) exercise any of the rights described above; (ii) make any other type of request in relation to the processing of your Data; or (iii) report a concern or complaint related to the processing of your Data; you should contact us.

You can contact us by email at contact@prep4all.co.uk or by post to:

Data Protection Enquiries
D&J TECHNOLOGY SOLUTIONS LIMITED
Email: contact@prep4all.co.uk

We hope that We will be able to address any of your requests or concerns. However, you also have the right to make a complaint at any time about the processing of your personal data to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. The ICO's contact details are: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or via their website at www.ico.org.uk.

Changes to Our Privacy Notice

We may update this privacy policy from time to time. Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail or through a notice on our platform. The updated version will be indicated by an updated "Last updated" date and the updated version will be effective as soon as it is accessible. We encourage you to review this privacy policy frequently to be informed of how we are protecting your information.