Powology Privacy Notice
Last updated: 29 September 2026
This Privacy Notice explains how Powology collects, uses, stores and protects personal information.
Powology is run by Jazz Pow, based in Taunton, Somerset.
Contact: tutoring@powology.com
1. Who This Notice Applies To
This notice applies to:
- parents and guardians who enquire about or arrange tutoring;
- students who receive tutoring;
- adult students;
- people who contact Powology through the website, email, forms or social media.
2. What Information Powology Collects
Powology may collect and use the following information:
- parent or guardian name and contact details;
- student name, age, year group and school context where relevant;
- contact preferences;
- information about the student's learning needs, goals, strengths, interests and preferences;
- information about SEND, access needs, medical needs or wellbeing concerns where this is relevant to tutoring or safeguarding;
- lesson notes, attendance records and progress information;
- booking, cancellation and payment information;
- email messages, form responses and other communications;
- safeguarding information, if a concern arises;
- basic technical information connected with online tutoring or website use.
Powology only asks for information that is reasonably needed to provide safe, appropriate and personalised tutoring.
3. How Information Is Collected
Information may be collected when:
- you complete an enquiry form, onboarding form or consent form;
- you email or message Powology;
- you book or attend a lesson;
- a parent, guardian or student shares information during an initial meeting or tutoring session;
- Powology creates lesson notes, planning notes or progress records.
4. Why Powology Uses Personal Information
Powology uses personal information to:
- respond to enquiries;
- arrange, deliver and manage tutoring;
- personalise lessons to the student's needs and goals;
- communicate with parents, guardians and students;
- manage bookings, cancellations, payments and records;
- support student safety and wellbeing;
- meet safeguarding responsibilities;
- comply with legal, tax, accounting and data protection obligations;
- improve Powology's services.
5. Lawful Bases for Using Information
Under UK data protection law, Powology must have a lawful basis for using personal information.
Depending on the situation, Powology may rely on:
- contract, where information is needed to arrange and provide tutoring;
- legitimate interests, where information is needed to run Powology responsibly and provide effective tutoring;
- legal obligation, where information must be kept for tax, accounting, safeguarding or legal reasons;
- consent, where consent is appropriate, such as optional direct communication with a student or optional use of certain information;
- vital interests, in rare situations where information must be used to protect someone's life or safety.
Some information, such as details about health, SEND, disability or safeguarding, may be special category data. Where this is used, Powology will only use it where there is a clear reason, such as providing appropriate support, meeting safeguarding responsibilities or with explicit consent where required.
6. Safeguarding
If a safeguarding concern arises, Powology may need to record and share relevant information with a parent or guardian, school, local authority safeguarding team, police, medical professional or another appropriate service.
In a safeguarding situation, the safety and welfare of the student will take priority over confidentiality.
Powology will only share information that is relevant and necessary.
7. Sharing Information
Powology does not sell personal information.
Information may be shared only where necessary, including with:
- parents or guardians;
- the student, where appropriate;
- safeguarding services or emergency services, where needed;
- professional advisers, insurers or legal advisers, if necessary;
- payment, email, calendar, video call, form, website or cloud storage providers used to run Powology;
- HMRC or other authorities where legally required.
Where external service providers are used, Powology aims to use reputable services with appropriate privacy and security measures.
8. Direct Communication With Students
For students under 18, administrative communication will normally take place with the parent or guardian.
Where useful for learning, Powology may communicate directly with a student about lesson content or provide resources through an agreed platform, with the knowledge and consent of the parent or guardian.
Powology will never use personal social media accounts to communicate privately with students.
9. How Long Information Is Kept
Powology keeps personal information only for as long as needed.
General enquiry information may be deleted if tutoring does not go ahead.
Tutoring records, contact details, lesson records and payment information may be kept while tutoring is ongoing and for a reasonable period afterwards for administrative, legal, tax, insurance or safeguarding reasons.
Safeguarding records may need to be kept for longer where this is necessary to protect a child or respond to future concerns.
When information is no longer needed, Powology will delete it securely where possible.
10. How Information Is Protected
Powology takes reasonable steps to protect personal information, including using password-protected accounts, limiting access to information, keeping records organised and using appropriate digital services.
No online system can be guaranteed to be completely secure, but Powology will take care to reduce risk and respond appropriately if a data issue occurs.
11. Your Rights
Under UK data protection law, you may have the right to:
- ask what personal information Powology holds about you or your child;
- ask for inaccurate information to be corrected;
- ask for information to be deleted in some circumstances;
- object to certain uses of information;
- ask for use of information to be restricted in some circumstances;
- withdraw consent where consent is the lawful basis for using information.
These rights are not absolute and may depend on the situation, especially where safeguarding or legal obligations apply.
To make a request, contact tutoring@powology.com.
12. Concerns or Complaints
If you have concerns about how Powology uses personal information, please contact tutoring@powology.com first so the issue can be looked into.
You also have the right to complain to the Information Commissioner's Office, the UK's data protection regulator.
ICO website: https://ico.org.uk
13. Changes to This Notice
Powology may update this Privacy Notice from time to time.
The latest version will be made available on the Powology website or provided on request.