Privacy Notice

Privacy Notice – Letters and Keys Limited

Last updated: 08 Dec 2025

Letters and Keys Limited (“we”, “us”, “our”) provides tuition and professional services.
We are committed to protecting your privacy and handling your personal information safely, lawfully, and transparently.

1. Who we are

Letters and Keys Limited 16896484
167-169 Great Portland Street, 5th Floor, W1W 5PF, United Kingdom
Email: hello@lettersandkeys.com

We are the Data Controller for the personal data you provide.

2. The information we collect

We may collect the following information:

For parents / adult clients

• Name

• Email address

• Phone number

• Home address

• Billing information

• Enquiry information

• Any additional information you voluntarily share with us

For children / students

• Name

• Age / date of birth

• Learning goals

• Lesson attendance

• Progress notes

• Any relevant learning needs (shared voluntarily by parents)

We do not collect or store any unnecessary or high-risk data.

3. How we use your information

We use your information to:

• Respond to your enquiry

• Provide tuition and manage lessons

• Keep records of attendance and progress

• Communicate regarding schedules, cancellations or updates

• Send invoices, receipts, and manage payments

• Maintain safeguarding and health & safety compliance

• Improve our services

We will not use your data for unrelated purposes.

4. Our lawful basis for processing

Under UK GDPR, we rely on the following lawful bases:

• Contract – to provide tuition services you have requested

• Legal obligation – for accounting, insurance, and safeguarding requirements

• Legitimate interests – to communicate efficiently with clients

• Consent – for optional things such as using photos/video for marketing
  (Consent is always optional, and you can withdraw it at any time.)

5. How we store and protect your data

We store your information securely using:

• Password-protected devices

• Encrypted cloud storage

• Restricted access (only authorised staff/family members involved in the business)

We keep information only for as long as necessary, which is:

• Lesson information: until tuition ends + 1 year

• Invoices & financial records: 6 years (legal requirement)

• Enquiry information: 12 months or until you ask us to delete it

6. Sharing your information

We do not sell, rent, or share personal data with third parties for marketing.

We may share information only when needed:

• With HMRC or accountants (financial compliance)

• With safeguarding bodies only if required by law

• With payment processing providers (e.g., bank systems)

All third parties are required to keep data secure and confidential.

7. Your rights

You have the right to:

• Access your personal data

• Correct inaccurate information

• Ask us to delete your data

• Restrict or object to certain types of processing

• Withdraw consent at any time

• Request a copy of your data in a portable format

To use any of these rights, email hello@lettersandkeys.com.

8. Children’s information

We take extra care with children’s information.
Data about students is shared only with:

• Their parents/guardians

• Staff in our family business involved in teaching or administration

We never publish children’s details without explicit parental consent.

9. How to contact us

If you have questions or concerns about this Privacy Notice or how we use your information, please contact:

Letters and Keys
Email: hello@lettersandkeys.com

If you are unhappy with our handling of your data, you can complain to the Information Commissioner’s Office (ICO): ico.org.uk.