Privacy policy

Last updated: 26 March 2026

Koji Kojo Ltd (“we”, “us”, or “our”) is committed to protecting your privacy and safeguarding personal data. This privacy policy explains how we collect, use and protect information about children, young people, parents and guardians, and website users.

By using our services or website, you agree to the terms of this privacy policy.

Information We Collect

We may collect and process the following types of data depending on your interaction with us:

Personal information:

Name (child or young person, parent or guardian)
Contact details (address, email, phone number)
Date of birth and age
Emergency contact details

Educational and learning information (Special Category Data):

Educational history and school details
SEN needs, learning plans and progress assessments
Information provided by parents, schools or local authorities
Records of tuition, reports and feedback

Technical information:

IP address and device details when using our website
Browser type and version
Interaction with our website (for example, forms submitted)

Communication data:

Enquiries or feedback provided through email, phone or website forms
Records of correspondence related to tuition or support services

How We Use Your Information

We use the personal data collected for the following purposes:

To provide personalised SEN support and tuition (online and face-to-face)
To assess learning needs and adapt teaching methods
To communicate with parents and guardians about progress, updates or concerns
To comply with safeguarding, legal and educational requirements
To manage bookings, invoices and payments
To improve our services and ensure a high-quality learning experience

Legal Basis for Processing

We process personal data under the following lawful bases:

Consent — where you provide explicit consent for processing (for example, sharing reports)
Contractual obligation — to deliver tuition and support services under an agreed arrangement
Legal obligation — to meet safeguarding, education or data protection laws
Vital interests — to protect the wellbeing of a child or young person in an emergency
Legitimate interests — to operate and improve our services while respecting privacy

For special category data (such as SEN or health-related information), processing is based on Article 9(2)(g) and (h) of the UK GDPR: substantial public interest and provision of health, social care or education services.

Data Security

We take appropriate measures to protect your personal data, including:

Secure and encrypted online systems
Restricted access to records — only authorised staff and tutors
Staff training in data protection and safeguarding
Secure storage of paper records where applicable

Despite our safeguards, no method of online transmission is completely secure. Please contact us if you have any concerns.

Data Retention

We keep personal data only as long as necessary to:

Deliver tuition and support services
Comply with legal, safeguarding or educational obligations
Maintain accurate records for regulatory or accounting purposes

Education and safeguarding records may be kept for up to 7 years after services end, unless a longer period is legally required.

Your Rights

Under UK data protection law, you have the right to:

Access the personal data we hold about you
Rectify inaccurate or incomplete information
Request erasure of data where it is no longer required
Restrict processing in specific circumstances
Object to processing based on legitimate interests
Withdraw consent at any time where applicable
Data portability — request a copy of your data in a transferable format

If you wish to exercise any of these rights, please contact us using the details below.

Cookies

Our website uses cookies and similar technologies to ensure it functions properly, improve user experience and analyse website traffic. We use the following categories of cookies:

Essential cookies — required for the website to operate securely and correctly. These cannot be disabled.
Analytics cookies — help us understand how visitors use our website so we can improve performance and services.
Functional cookies — enable enhanced features such as accessibility preferences and interactive tools.

When you first visit our site, you will be asked to set your cookie preferences. You can change or withdraw your consent at any time using the cookie settings available on our website. If you disable cookies, some features of the website may not function properly.

Changes to This Policy

We may update this privacy policy from time to time to reflect changes in law, regulation or our practices. Updates will be published on this page with an updated “Last Updated” date.

Contact Us

If you have any questions about this policy or how we handle data, please contact:

Koji Kojo Ltd

Unit 31, The Quad, 3rd Floor, Station Quarter, Ironmasters Way, Telford, TF3 4NT

Phone: 0333 042 8226

Email: admin@kojikojo.com

Website: https://kojikojo.com