Privacy Policy
How Dominis Collects, Uses and Protects Your Personal Information
At Dominis Learning, we take the privacy of our students, parents, carers, website visitors and customers seriously.
This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, when we may share it, how long we keep it and the rights available to you under UK data-protection law.
This policy applies when you
- Visit the Dominis website.
- Enquire about our services.
- Register or enrol a student.
- Book a free demo or assessment.
- Attend online or in-centre tuition.
- Take part in assessments, mock tests or other programmes.
- Contact our Academic Support Team.
- Subscribe to communications or marketing.
- Use other Dominis services that refer to this Privacy Policy.
01Who We Are
For data-protection purposes, the organisation responsible for deciding how and why your personal information is used is:
Where applicable, Dominis acts as the data controller for the personal information described in this policy.
This policy explains why we process personal information and the lawful bases we rely on, and sets out your rights, how long we keep information, who we share it with and how to make a complaint.
- Organisation
- Dominis Learning
- Address
- 16 Vernon Close, Sutton Coldfield, England, B74 4EA
- Telephone
- +44 7709 252005
02Information We May Collect
The information we collect depends on how you interact with Dominis.
Parent or Carer Information
We may collect
- Name
- Email Address
- Telephone Number
- Alternative Contact Number
- Home Address
- Billing Information
- Communication Preferences
Student Information
We may collect
- Student Name
- Date of Birth / Age
- Year Group
- School, Where Relevant
- Subjects
- Curriculum or Exam Board
- Target School, Where Relevant
- Current Academic Level
- Target Grades
- Assessment Results
- Attendance Records
- Homework and Assignment Records
- Tutor Feedback
- Learning Progress Information
Learning & Academic Information
Where needed to provide tuition, we may process
- Class Notes
- Session Records
- Mock-Test Results
- Past-Paper Performance
- Learning-Gap Assessments
- Academic Progress Reports
- Parent–Tutor Feedback
03Information About Additional Learning or Support Needs
Parents may choose to provide information relevant to their child’s learning, safety or educational support.
This could include information about
- SEND
- Learning Difficulties
- Accessibility Requirements
- Relevant Health or Support Information
Some of this information may constitute special category personal data under UK data-protection law.
Where we process special category information, we will only do so where we have an appropriate lawful basis and an additional legal condition where required.
We ask parents to provide only information that is genuinely relevant to the student’s education, safeguarding or support.
04Website & Technical Information
When you visit our website, certain technical information may be collected automatically.
This can include
- IP Address
- Browser Type
- Device Type
- Operating System
- Pages Visited
- Time and Date of Visit
- Website Interaction Information
- Referral Source
This information may help us
- Keep the website secure.
- Understand how visitors use the website.
- Diagnose technical problems.
- Improve website performance.
- Measure the effectiveness of our services and marketing.
05How We Collect Personal Information
We may obtain information:
- Directly from You
- For example when you:
- Complete a Registration FormBook a DemoContact UsEnrol a StudentSubmit an AssignmentMake a PaymentSubscribe to Communications
- From Parents or Carers
- Because many Dominis students are children, parents or carers may provide information on their behalf.
- Through Our Learning Services
- For example through:
- LessonsAssessmentsMock TestsHomeworkTutor FeedbackProgress Reviews
- Automatically
- Through website technologies such as cookies, analytics, security logs and similar technologies.
- From Other Sources
- Where appropriate and lawful, information may also be provided by another person or organisation — for example where a parent, school or authorised representative provides information relevant to the student’s learning.
06Why We Use Your Information
We may use personal information to:
- Provide Tuition & Educational Services
- Creating student accountsArranging lessonsMatching students with suitable tutorsCurriculum or exam-board-specific teachingManaging homework and assignmentsDelivering assessments and mock tests
- Understand Student Needs
- Current Academic LevelLearning GapsSubject RequirementsTarget GradesSupport Requirements
- Track Academic Progress
- We may use student performance information to:
- Review ProgressProvide FeedbackIdentify Weak AreasPlan Future TeachingPrepare Progress Reports
- Communicate with Parents & Students
- Lesson InformationSchedulesAcademic FeedbackSession LinksProgramme UpdatesImportant Service Notices
- Manage Our Services
- EnrolmentCustomer SupportPaymentsTimetablingAttendanceAdministrative Records
- Keep Our Services Safe
- We may process information where necessary for:
- Student SafeguardingFraud PreventionAccount SecurityInvestigation of MisuseTechnical Security
- Improve Dominis
- We may analyse appropriate information to understand how our programmes and website are being used and identify areas for improvement.
07Our Lawful Bases for Processing
UK data-protection law requires an organisation to have an appropriate lawful basis for processing personal information. Depending on the purpose, Dominis may rely on:
- Contract
- Where processing is necessary to provide services you have requested or to take steps before entering into a contract.
- EnrolmentTuition DeliveryTimetablingCustomer Support
- Legal Obligation
- Where information must be processed to comply with a legal requirement.
- Legitimate Interests
- Where processing is reasonably necessary for Dominis’ legitimate business or educational interests and those interests are not overridden by the individual’s rights.
- Service AdministrationFraud PreventionService ImprovementCertain Customer Communications
- Consent
- Where consent is the appropriate lawful basis, we will request it clearly. Consent can be withdrawn, although withdrawal does not affect processing that was lawful before consent was withdrawn.
- Vital Interests
- In exceptional circumstances, information may be processed where necessary to protect someone’s life.
08Children’s Privacy
Children Are an Important Part of Our Service
Unlike a general commercial website, Dominis provides educational services directly to children and young people. We therefore take additional care when handling children’s personal information.
We aim to
- Collect only information reasonably required for education, administration, safeguarding or support.
- Explain privacy information clearly.
- Use appropriate privacy and security measures.
- Involve parents or carers where appropriate.
- Respect children’s own data-protection rights.
- Avoid unnecessary use of children’s information for marketing or profiling.
Children have privacy rights in their own right and deserve specific protection when their personal information is processed.
09Consent and Children
Where Dominis offers an online service directly to a child and relies specifically on consent as the lawful basis, UK rules contain additional requirements.
For this type of processing, a child aged 13 or over may provide their own consent; for a child under 13, consent from a person with parental responsibility is required where the relevant rule applies.
This does not mean parental consent is the lawful basis for every piece of student information we process. Other lawful bases may be more appropriate depending on the service and purpose.
10Children’s Code
Where our online services fall within its scope, we consider the Information Commissioner’s Office (ICO) Children’s Code.
The Code applies to relevant online services likely to be accessed by children, which can include educational websites and other online services.
Our approach is to provide children’s privacy information in an accessible form and, where appropriate, provide shorter explanations when information is collected.
11Lesson Recordings
Some online sessions may be recorded where required for purposes such as
- Safeguarding
- Quality Assurance
- Training
- Academic Review
where appropriate and communicated to participants.
Where recordings are used, access should be limited to authorised persons and recordings should be retained only for the period required for their stated purpose.
Lesson recordings must not be copied, downloaded, distributed or published by students, parents, tutors or other users without appropriate authority.
12Payments
Where payments are processed through a third-party payment provider, payment information may be provided directly to that provider.
Dominis should not retain complete card details where payments are handled entirely by the payment processor.
14Google Classroom, Video Conferencing & Other Learning Platforms
Dominis may use external technology platforms to deliver educational services.
Depending on the programme, these may include systems used for
- Live Tuition
- Homework
- Learning Materials
- Cloud Storage
- Assessment
These providers may process personal information according to their own data-protection terms and our contractual arrangements with them.
Parents and students should also review relevant third-party privacy information where appropriate.
15International Data Transfers
Some technology and service providers may process or store personal information outside the UK.
Where this amounts to a restricted international transfer, Dominis will use a legally recognised transfer mechanism where required, such as:
- UK Adequacy Regulations
- Appropriate Safeguards
Appropriate safeguards may include an International Data Transfer Agreement (IDTA) or appropriate contractual arrangements.
16How Long We Keep Information
We do not intend to retain personal information indefinitely.
Retention periods depend on
- Why the Information Was Collected
- Type of Information
- Legal Requirements
- Safeguarding Requirements
- Contractual Requirements
- Potential Disputes
- Operational Need
When information is no longer reasonably required, we will securely delete or anonymise it where appropriate.
17How We Protect Personal Information
Dominis takes reasonable technical and organisational steps designed to protect personal information against:
- Unauthorised Access
- Loss
- Misuse
- Alteration
- Disclosure
- Destruction
Measures may include
- Access controls
- Password and account security
- Secure cloud services
- Staff confidentiality requirements
- Controlled access to student records
- Staff training
- Data-backup and security procedures
No online or electronic system can be guaranteed to be completely secure, but we continually aim to use proportionate safeguards.
19Marketing Communications
Where permitted, Dominis may send information about
- Courses
- Events
- Free Sessions
- Academic Resources
- Special Offers
- Relevant Educational Services
Marketing email, text and similar electronic communications are subject to additional rules under the Privacy and Electronic Communications Regulations (PECR).
Generally, electronic marketing to individuals requires consent unless a valid existing-customer soft opt-in applies, and individuals must also receive a clear way to opt out.
You can unsubscribe at any time by
- Using the unsubscribe option in the communication
- Contacting Dominis
Service messages required to manage an active programme are different from optional marketing communications.
20We Do Not Sell Personal Information
Dominis does not sell student, parent or customer personal information to third parties for their own marketing purposes.
Where data is shared with a service provider, it should be limited to what is reasonably necessary for the relevant service.
21Automated Decision-Making & Profiling
Where Dominis uses technology to analyse learning or customer information, we aim to maintain appropriate human oversight.
We do not intend to make decisions about students based solely on automated processing where those decisions would have legal or similarly significant effects, without meeting the requirements of applicable data-protection law.
We take particular caution with any solely automated significant decisions involving children.
22Your Data-Protection Rights
Depending on the circumstances and lawful basis, individuals may have rights including:
- Right of Access
- To ask what personal information we hold about you.
- Right to Rectification
- To ask us to correct inaccurate or incomplete information.
- Right to Erasure
- To request deletion in certain circumstances.
- Right to Restriction
- To ask us to limit certain processing.
- Right to Object
- To object to certain processing, including some processing based on legitimate interests.
- Right to Data Portability
- To receive certain information in a portable format where applicable.
- Right to Withdraw Consent
- Where processing is based on consent.
These rights are not absolute, and their availability depends on the circumstances and lawful basis.
23Children’s Data-Protection Rights
Children have data-protection rights in their own right.
Where a request relates to a child’s information, we will consider
- The Child’s Age
- Their Understanding and Maturity
- Parental Responsibility
- The Nature of the Information
- The Child’s Best Interests
We assess whether a child is competent to exercise access rights themselves; where appropriate, a parent may exercise those rights on the child’s behalf.
24Complaints
If you have a concern about the way Dominis handles personal information, please contact us first so we have an opportunity to investigate.
You also have the right to raise a complaint with the UK’s independent data-protection regulator:
Information Commissioner’s Office (ICO)
How to make a complaint to the ICO25Links to Other Websites
Our website may contain links to
- External Educational Resources
- Social-Media Platforms
- Payment Providers
- Learning Platforms
or other third-party services. Dominis is not responsible for the privacy practices of an independent third-party website.
We recommend reviewing the privacy information provided by the relevant organisation before supplying personal information.
26Contact Us
If you have a question about this Privacy Policy, want to exercise any of your rights or would like to speak to us about how your information is used, please get in touch.
- Organisation
- Dominis Learning
- Address
- 16 Vernon Close, Sutton Coldfield, England, B74 4EA
- Telephone
- +44 7709 252005
27Changes to This Privacy Policy
We may update this Privacy Policy when necessary to reflect:
- Changes to Our Services
- New Technology
- Changes in Data-Protection Law
- Regulatory Guidance
- Changes to Our Data Practices
The latest version will be published on our website with an updated revision date.
Where a significant change materially affects how we use personal information, we may provide additional notice where appropriate.
Your privacy matters
Responsible Data. Protected Students. Transparent Learning.
Our approach is based on three principles:
- 1
Collect Responsibly
Only request information we reasonably need.
- 2
Use Transparently
Explain why information is being used.
- 3
Protect Carefully
Apply appropriate security and privacy safeguards.