Privacy Policy

Last updated 28 October 2026

1 Who this notice is for

This notice explains how Edunion UK Limited uses personal information about website visitors, people who contact us, applicants, students, parents and guardians. It covers direct enrolment and lessons arranged through educational partners. It explains what we collect, why we use it, who receives it and your rights.

If you are a child or young person, your information and privacy rights belong to you. We use information to organise your lessons, help you learn and keep people safe. Ask us or a trusted adult if you would like any part of this notice explained.

Reading this notice, using our services or signing an agreement does not give blanket consent to the use of your information.

Our separate Privacy notice for partners teachers and staff explains personal information used during a working relationship with us.

2 Who is responsible and how to contact us

Edunion UK Limited, company number 09587724, is the controller where we decide why and how personal information is used. Our ICO registration reference is ZC115641.

Our registered office is 21 Navigation Business Village, Navigation Way, Ashton-On-Ribble, Preston, PR2 2YP, United Kingdom.

For privacy questions, rights requests or complaints, email info@edunionuk.co.uk for the attention of Sean Hughes, or write to our registered office. For recruitment enquiries, email hr@edunionuk.co.uk.

For some partner-arranged teaching, we use student information only on the educational partner’s documented instructions and act as its processor. The partner is then responsible as controller for that activity. A partner may also use information for its own purposes, and its privacy notice may apply. Responsibilities depend on the activity, rather than one label for the whole relationship.

3 Information we collect and where it comes from

We receive information from you, parents or guardians, educational partners and teachers, and through our website and teaching services. Depending on your relationship with us, it includes:

Names or student identifiers, age or age group, contact details, enrolment, lesson schedules, attendance and service correspondence.
Homework, assessments, learning progress, feedback and relevant information needed to support participation.
Lesson video and audio, participant contributions and relevant lesson communications when lessons are recorded.
Enquiries, agreements, invoices, payment-related records and relevant technical, cookie or service-use information.
Recruitment information described in section 5, including application materials and assessment records.
Relevant health, disability or other support information disclosed by students, parents, guardians or teachers where it relates to a student’s learning experience. We do not prompt for this information, but record relevant disclosures.
Relevant information from criminal-record checks requested as part of teacher recruitment, as described in section 5.

Please share only information relevant to the service or enquiry. We record relevant disclosures rather than unnecessary medical or family detail. Safeguarding records may contain ordinary personal information, sensitive information or allegations, depending on the concern.

4 Why we use information and our lawful bases

Where we act as controller, we use personal information for the purposes and on the lawful bases set out below. Where an educational partner is the controller and we act only on its instructions, that partner is responsible for the lawful basis for its activity.

Direct parent enrolment and payments: contract, where information is necessary to enter into or perform our agreement with the parent or guardian. This includes requested steps before an agreement is made.
Student teaching and learning records: we rely on legitimate interests to use the student information necessary to arrange and deliver lessons, set and review homework, record attendance and provide learning feedback. These interests are providing suitable teaching, supporting each student’s progress and administering lessons reliably. We limit the information used and give particular weight to children’s privacy and interests.
Enquiries and ordinary service administration: legitimate interests in responding to requests and running our services, or contract where the request concerns the individual’s own agreement.
Service security, proportionate quality review, complaints and necessary legal claims: legitimate interests in protecting people and services, improving teaching and resolving concerns.
Accounting, tax and data-protection duties: legal obligation where a specific duty applies to the information and activity.
Recruitment assessment and administration: we rely on legitimate interests to assess applications fairly, communicate with candidates and administer recruitment. Our interests are selecting suitable people for available roles, keeping a proportionate record of the process and resolving recruitment queries. Application videos are used for recruitment assessment only.

We rely on legitimate interests to record and replay lessons for learning review and proportionate teaching-quality checks. Our interests are helping students revisit learning, checking the quality of teaching and addressing teaching-related concerns. Access and reuse are limited to those purposes and the recipients described in section 6.

We rely on the recognised legitimate interest safeguarding condition when we use or share information necessary to protect children under 18 from neglect or physical, mental or emotional harm, or to protect their physical, mental or emotional wellbeing. This may include assessing a safeguarding concern, preserving relevant evidence and contacting appropriate safeguarding recipients. Routine teaching, learning support and recording are not automatically covered by this condition.

We use relevant health or disability information disclosed in connection with learning for our legitimate interests in making teaching accessible and responsive to individual needs. We limit the information recorded and access to those who need it for the relevant support. We apply the additional legal conditions for sensitive information; volunteering information is not, by itself, explicit consent to every use.

For criminal-record checks in teacher recruitment, we rely on legitimate interests in safer recruitment and protecting students. We restrict access to those who need the information for that assessment and limit our use of criminal-offence information to processing authorised by UK law.

Where consent is the basis, we explain the specific choice and how to withdraw it. Our ordinary legitimate interests must not override your interests or fundamental rights. You can object as explained in section 12.

Essential contact, enrolment and scheduling details are needed to arrange lessons and respond to requests. Required application information is explained in section 5. If you do not provide information genuinely needed for a service or legal duty, we may be unable to provide that service; we will explain the consequence. Optional information is not a condition of receiving an unrelated service.

5 Recruitment

Applying and assessment

We receive applications through our website application form and directly by email. We collect the information supplied with an application, which may include your name, contact details, teaching availability and time zone, CV, introduction video link and other relevant application materials. We also keep relevant recruitment correspondence and assessment notes. We use this information to assess your suitability, contact you and administer recruitment. The access restrictions, retention periods and deletion arrangements in this section apply equally to website and email applications.

Our teachers are engaged as independent contractors, not as employees. Teacher recruitment is the process of selecting people for those independent-contractor engagements.

As part of teacher recruitment, we request criminal-record checks to assess suitability for work involving children. We use only relevant check information for that assessment and restrict access to the people responsible for safer recruitment. The check information is not used for promotional materials or a future-opportunity talent pool.

If essential application information is missing, we may be unable to assess your application through this route. Contact hr@edunionuk.co.uk if you need an accessibility adjustment. Please do not include unnecessary health or family details, identity-document numbers or bank information in your CV or video.

Recruitment decisions are made by people. We do not use automated candidate scoring or selection. Application videos are used for recruitment assessment only. They are not reused as teacher profiles, advertisements or other promotional materials.

Access and systems

Within Edunion, recruitment review is limited to the authorised HR team, based in the UK. We use Google Workspace to receive and manage emailed applications, recruitment correspondence and working records, Wix for website applications, and a private Google Sheet for recruitment tracking. Service providers may process information to operate these systems; this is separate from access by our staff.

We view applicant videos through the links provided. Your chosen service, such as Google Drive or YouTube, controls the original video in your account. An unlisted YouTube link can be forwarded and viewed by anyone who has it. Use restricted sharing where the service permits it and give the recruitment team the access needed to review your application.

How long recruitment information is kept

We retain recruitment materials for up to six months from the date we receive them, for both successful and unsuccessful applicants. We review records at five months from receipt so that ordinary deletion is completed by six months.

We do not keep a future-opportunity talent pool. For a successful applicant, only information needed for the continuing working relationship is retained under the relevant engagement category; the whole application is not automatically kept as a personnel file.

Relevant records may be kept longer for an outstanding complaint, legal matter or data-rights request. Any such hold is limited to the records needed, with restricted access and review.

Deletion covers copies we control in email, Wix submissions and files, tracking records and other retained files. We remove video links and any copies we control, but cannot delete a video held in your own account. Restricted recovery and backup copies may remain until the applicable provider deletion cycle completes.

6 Children and lesson recordings

Students may enrol through a parent or guardian or through an educational partner. We explain our use of information in an age-appropriate way and consider the child’s understanding and interests. We involve parents or guardians where appropriate and distinguish necessary teaching and safeguarding uses from optional promotional consent.

Lessons are recorded for learning review, quality assurance and safeguarding. Recordings may contain images, voices, names, participant contributions and information about a participant’s surroundings. Access is limited to people with an appropriate educational, safeguarding or operational reason.

Ordinary lesson recordings are stored by the teaching platform for three months before automatic deletion. A specific recording needed for a safeguarding concern, complaint or legal matter may be retained separately for as long as necessary, with restricted access and review. A specific hold does not extend routine retention of every recording.

Relevant parents, guardians and educational partners may request access or a download for an authorised purpose. We assess the requester’s authority, the purpose and the privacy of other participants. A request does not give an unrestricted right to a copy containing other people’s information. We limit viewing, downloads and onward sharing to the authorised purposes and recipients.

We manage downloaded recordings separately from platform storage. For each authorised release, we specify the recipient, purpose and storage and removal arrangements. Automatic deletion by the platform does not delete exported copies. We explain any proposed use for internal training or peer review before it begins and limit that use to its stated purpose and audience. Promotional clips follow the separate consent arrangements below.

We do not use student photographs or video footage for promotion. A student’s voice may be used in a promotional course clip only with separate, optional consent for that clip. Removing a name does not necessarily make a voice anonymous, and permission to attend or record a lesson does not authorise promotional use.

We obtain and record permission for each clip before adding it to our promotional catalogue or sharing it. We obtain this through the originating educational partner and verify that it comes from the person legally able to give it, with parent or guardian permission and the child’s involvement where required. Teacher permission is obtained separately and does not cover a student’s information. Existing clips are not used for promotion unless the necessary permissions have been verified.

We record the clip, promotional purpose, recipients or audiences, channels and duration covered by each permission. We add a clip to the catalogue, share it with other partners or publish it on social media only where that use is expressly covered. Where we decide to use a clip for our own catalogue or wider promotion, we act as controller for that use. A partner’s request alone is not permission from those featured.

Refusing or withdrawing promotional consent does not affect lessons. To withdraw, contact hr@edunionuk.co.uk. We stop future use, remove the clip from channels and copies we control, and notify relevant recipients to stop using it and remove their copies. Withdrawal does not affect earlier lawful use. We cannot guarantee retrieval of copies independently saved or re-shared by other people.

7 Who may receive information

Recipients depend on the purpose and may include authorised Edunion staff and contractors, the assigned teacher, the relevant student and parent or guardian, the educational partner, technology providers, professional advisers and authorities where disclosure is legally required or otherwise justified. We limit sharing to information needed for the purpose. We do not sell personal data.

Educational partners may provide enrolment information, arrange lessons and receive relevant attendance, learning feedback and authorised recordings. Where a partner decides its own purposes, it is responsible for that use and any onward sharing.

Our services include Google Workspace for email and working records, Wix for the website and recruitment form, and online teaching platforms. Applicant-provided video links may use Google Drive or YouTube. A provider may have its own controller responsibilities for some account or service activities.

8 Cookies and website technologies

Our website is hosted on Wix and uses technologies needed to operate the site and its features. We use necessary technical information for our legitimate interests in providing a reliable and secure website. For cookies or similar technologies that require consent, we ask for your choice and apply it before using those technologies. You can manage available choices through the site’s cookie settings and change your mind later; your browser may provide further controls.

Edunion has not added analytics integrations or custom tracking code. This does not mean that the website or its provider processes no technical information.

9 How long other information is kept

We keep necessary student records, including teaching-platform registration details, assessments and relevant operational learning records, for two years after the student leaves our services. We remove information that is no longer needed earlier. This period does not apply to ordinary lesson recordings or justify keeping unnecessary copies.

Recruitment information follows section 5, and lesson recordings follow section 6. We keep other information only for the period needed for its specified purpose, taking account of the relationship, applicable legal duties and any outstanding matter.

Necessary agreements, financial records, safeguarding records and evidence for complaints, legal claims or rights requests follow their own purpose-specific periods or criteria. A longer retention need applies only to relevant records, not the whole file. Redundant copies and information with no continuing purpose are removed earlier.

Deletion from active systems and final removal from restricted provider recovery or backup systems may occur at different times.

10 International processing

Educational partners operate in China, Hong Kong, New Zealand, Türkiye and the United Arab Emirates. Information may also be stored or accessed outside the UK through our technology providers.

We use Google Drive through our company Google Workspace account to store and share information. Relevant personal information may be accessed by our educational partners and independent-contractor teachers outside the UK to deliver teaching and administer our services. Overseas access can occur even where the information remains stored in Google Drive.

Access is restricted to authorised recipients who need the information for their role, and limited to the information necessary for the relevant teaching or administrative purpose. Access is reviewed and removed when no longer required.

Our policy is to make restricted transfers outside the UK only where they are covered by UK adequacy regulations, appropriate safeguards recognised by UK data-protection law, or a legally applicable exception. You can contact info@edunionuk.co.uk for details of the arrangements relevant to your information and how to obtain a copy of any applicable safeguards.

11 Keeping information secure

We use access restrictions and appropriate account permissions to limit information to authorised people with a work-related need. We take appropriate measures for secure handling and use of systems. No method of transmission or storage can eliminate every security risk.

Please report suspected loss, misuse or unauthorised disclosure of personal information to info@edunionuk.co.uk.

12 Your rights and complaints

Depending on the circumstances, you can ask to access your information, correct inaccurate information, erase it, restrict its use or receive a portable copy. You can withdraw consent where we rely on it, without affecting the lawfulness of earlier use. These rights are not all absolute.

Your right to object

You may object to processing based on legitimate interests or recognised legitimate interests for reasons relating to your particular situation. We consider your objection and stop the processing unless the law permits us to continue. For ordinary legitimate interests, this includes where we demonstrate compelling overriding grounds or need the information for legal claims. You can object to direct marketing at any time, and that use stops.

Children have their own privacy rights. When an adult makes a request for a child, we consider the child’s understanding and interests and the adult’s authority.

Send requests to info@edunionuk.co.uk. We may ask for proportionate information to verify identity or clarify a request. We respond without undue delay, normally within one calendar month, and explain any lawful extension within the original deadline.

If you have a data-protection complaint, contact us using the same address. We will acknowledge receipt within 30 days, investigate, keep you appropriately informed and provide an outcome without undue delay.

You may also complain to the Information Commissioner’s Office, the UK data protection regulator, at ico.org.uk/make-a-complaint.

13 Changes to this notice

We update this notice when our practices or requirements change and publish the revised date. We explain materially different uses before they begin and seek fresh consent where required. Updating a privacy notice is not itself consent to a new use.