Privacy Notice

1. Who we are

ACADEMIQMAESTRO LTD is the controller of the personal information described in this notice.

Address: Apartment 38, 11 Clarence Street, Salford, M7 1BU, United Kingdom.

ICO registration reference: ZC222153.

Privacy, support and data-rights contact: admin@academiqmaestro.com.

2. Who this notice applies to

• Students and learners, including children.
• Parents and guardians.
• Tutors and tutor applicants.
• Website visitors, tutoring-platform users, learning-app users and customers.
• People who contact us, join a waitlist or receive permitted marketing.
• Contractors and other people whose information is processed through our services.

3. Information we may collect

• Identity and contact information, such as name, email address and other contact details.
• Account/profile information, including account identifiers, role, date of birth where collected, school year/academic level, exam board, target grade and profile details where provided.
• Parent/guardian information and links between parent/guardian and child/student accounts.
• Tutor recruitment and vetting information, including applications, qualifications, right-to-work information, evidence relating to DBS/PVG or other appropriate background checks, references, contracts and video demonstrations where applicable.
• Bookings, cancellations, lesson dates/times, attendance and other tutoring records.
• Recordings of tutoring sessions. A recording may capture image and voice, screen-sharing activity, whiteboard/lesson content, chat or other information visible or communicated during the session.
• Platform communications, tutor/student messages, support messages, enquiries and relevant operational correspondence.
• Payment and transaction information. Payment processing may be carried out by payment providers; we retain operational/financial records needed to administer transactions and meet legal obligations.
• Learning-app information, including questions attempted, answers, scores, grades, streaks/points, challenges, progress and learning history.
• AI-assisted learning interactions, including prompts/questions, generated responses, feedback, relevant learning context and associated technical metadata; images/files where the feature permits upload.
• Technical/security information, such as login timestamps, account identifiers, roles/permissions, IP/security metadata, application/server logs, audit/access records and security-event records.
• Marketing preferences, subscription/unsubscribe records and consent evidence where relevant.
• Cookie, storage/access and analytics identifiers and device/usage information where enabled and permitted.
• Safeguarding concerns, incident reports, actions and relevant communications where necessary to protect children or others.

4. Why we use information

We use personal information only where we have an appropriate purpose and lawful basis. The main purposes and bases are summarised below.

5. Tutoring session recordings — tutoring platform only

All tutoring sessions delivered through Academiq Maestro’s tutoring platform are recorded. This does not apply to ordinary use of the separate learning app, which does not provide tutoring sessions.

We record tutoring sessions for monitoring, safeguarding, safety and quality assurance. Recordings may also be reviewed where reasonably necessary to investigate a safeguarding concern, complaint, dispute, suspected misconduct or quality issue.

Recordings are not intended for advertising, social media or other marketing use without separate appropriate permission. Access is restricted to authorised persons who need it for the stated purposes.

Academiq Maestro currently uses Zoom technology for online tutoring. If our classroom provider changes, we will review the associated privacy, security and processor arrangements and update this notice where appropriate.

Our policy retention period for tutoring-session recordings is 90 days after the session, unless a particular recording needs to be retained for longer because of a safeguarding matter, complaint, dispute, legal requirement or documented legal hold.

6. Children and privacy

Academiq Maestro is an educational service likely to be accessed by children. We aim to put children’s best interests first, use high-privacy defaults, minimise collection and explain important uses of information in age-appropriate language.

We do not rely on a child giving consent where another lawful basis is more appropriate for providing the service. Where UK law requires parental authorisation because consent is relied upon for an online service offered directly to a child under 13, we will obtain that authorisation.

Children and parents should also receive short, prominent explanations at the point important processing occurs. For tutoring, users should be clearly told before entering a lesson that the session will be recorded and why.

7. AI-assisted learning features

Academiq Maestro provides AI-assisted educational features designed to help learners understand questions, receive hints and practise relevant material. Information sent to these features may include a learner’s question, answer, feedback and relevant learning context. Where enabled, an uploaded image or file may also be processed.

We aim to minimise the personal information supplied to AI systems and do not intend to send identifying student information where it is not necessary to provide the feature. Users should not upload unnecessary personal information about themselves or another person.

AI-generated responses may be inaccurate and should be treated as educational support rather than a guaranteed authoritative answer. The current AI infrastructure uses AWS Bedrock in the London region (eu-west-2), with an Anthropic Claude model configured by environment.

8. Who we share information with

• Hosting/infrastructure and technology providers needed to operate and secure the service, including AWS-hosted infrastructure and authentication/identity services such as Auth0.
• Zoom and any other approved technology providers used to deliver and record online tutoring sessions.
• Payment providers where required to process payments.
• Authorised developers/technical contractors where access is necessary to develop, maintain, secure or troubleshoot the service and subject to contractual confidentiality/data-protection controls.
• Tutors, students and parents/guardians to the limited extent needed to provide the tutoring relationship and platform functions.
• Professional advisers, insurers, regulators, law-enforcement bodies, courts or other authorities where necessary or legally required.
• Other processors/service providers only where there is a lawful reason and appropriate contractual protection.

9. International transfers

Our primary production AWS infrastructure is hosted in the UK (London region, eu-west-2). Authorised development personnel located in Sri Lanka may remotely access UK-hosted systems where necessary for approved development, maintenance or support.

Where that access constitutes a restricted transfer under UK data-protection law, Academiq Maestro uses an appropriate transfer safeguard. A UK-to-Sri Lanka Transfer Risk Assessment/data protection test has been completed and an International Data Transfer Agreement has been executed with the three authorised developers, together with supplementary technical and organisational controls.

You can contact us at admin@academiqmaestro.com for further information about safeguards used for international transfers and, where applicable, to request a copy of the relevant safeguards.

10. How long we keep information

We keep information only for as long as needed for the purpose for which it is held, including legal, safeguarding, accounting, security and dispute requirements. Retention periods are governed by the Academiq Maestro Data Retention Schedule. Different records have different periods and are deleted or anonymised where appropriate after the applicable period.

Tutoring-session recordings are retained by policy for 90 days after the session, subject to longer documented retention where needed for a safeguarding matter, complaint, dispute or legal requirement. Safeguarding material may require a separate retention decision and is not automatically deleted simply because an account closes.

Uploaded recruitment evidence, including DBS/right-to-work/qualification files, should follow the retention period applicable to the underlying record type rather than remaining available indefinitely.

11. Cookies and similar technologies

Strictly necessary storage/access technologies may be used for security, authentication and core functions. Other technologies are used only where permitted under applicable law and, where required, after valid consent. Further information is provided in the Academiq Maestro Cookies & Storage/Access Technologies Policy and consent controls.

12. Your rights

• Ask for access to your personal information.
• Ask us to correct inaccurate or incomplete information.
• Ask for deletion where the right applies.
• Ask us to restrict processing in certain circumstances.
• Object to processing based on legitimate interests in certain circumstances. You have an absolute right to object to direct marketing.
• Ask for eligible information in a portable format.
• Withdraw consent where processing is based on consent.
• Complain to the Information Commissioner’s Office (ICO).

Children have data-protection rights in their own right. A parent or guardian may sometimes exercise rights on a child’s behalf depending on the circumstances and the child’s competence. Contact us at admin@academiqmaestro.com.

13. Information you need to provide

Some information is required so that we can create an account, arrange tutoring, make or receive payments, or provide particular features. Where required information is not provided, we may be unable to provide the relevant service. Other fields are optional and will be identified as such where appropriate.

14. Automated decision-making and profiling

We do not intend to use solely automated decision-making that produces legal or similarly significant effects on users. Learning recommendations, AI-generated educational responses, scores, streaks or practice suggestions are educational features and are not intended to make legally significant decisions about a learner.

15. Security

We use organisational and technical measures designed to protect personal information, including controlled access, authentication, logging/security measures, contractual controls for authorised developers and backup/recovery arrangements. No system can be guaranteed completely secure.

16. Find Maestro campaign

The Find Maestro campaign has separate privacy information explaining the child journey, venue participation, prize draw, voting, campaign analytics and any optional camera/AR functionality. Please see the Find Maestro Privacy Notice for details.

17. Changes

We may update this notice when our services, providers, retention arrangements, legal requirements or data uses change. Material changes will be brought to users’ attention in an appropriate way.