Privacy & Safety Policy

Effective from: 1 March 2025
Reviewed annually or as required by legal or ethical changes.

GTG Educate is committed to upholding the highest standards of privacy, confidentiality, and ethical practice in all aspects of our educational, tuition, and wellbeing consultation services. We comply with the principles set out by the Welsh Government's educational standards, NHS frameworks on mental health and wellbeing, and the British Psychological Society's (BPS) Code of Ethics and Conduct, particularly in relation to privacy, confidentiality, data protection and safeguarding responsibilities.

1. Our Commitment

GTG Educate respects the dignity, autonomy and rights of every individual we support. All personal information is handled with care, sensitivity, and discretion. Clients are fully informed about how their data will be used. The Director is enhanced DBS certified and adheres to all safeguarding and ethical requirements.

2. Scope of this Policy

This policy applies to personal information shared with GTG Educate during:

  • One-to-one or group tuition

  • Wellbeing consultations or guidance sessions

  • Completion of feedback, intake or evaluation forms

3. Key Principles

a. Respect for Privacy and Confidentiality

  • Information shared during sessions is confidential unless explicit informed consent is given for it to be shared.

  • Efforts are made to ensure clients are not personally identifiable in any form of public documentation or anonymised data, unless consent for identification has been obtained.

b. Informed Consent

  • We seek clear, specific, and informed consent before collecting, storing, or using personal data.

  • Parents or guardians must provide consent for any individual under 16 years of age.

  • Consent may be withdrawn at any time.

c. Limits of Confidentiality

While confidentiality is fundamental, it may be breached in exceptional circumstances, including:

  • Where there is a risk of serious harm to the client or others

  • If there is a safeguarding concern (e.g., abuse, neglect, exploitation)

  • If a crime is disclosed, or we are legally required to share information (e.g., court orders)

Any necessary breach of confidentiality will be managed carefully and, where possible, discussed with the client beforehand, unless doing so would increase risk.

4. Safeguarding and Ethical Duty of Care

GTG Educate follows a Pause, Reflect, Refer safeguarding approach:

  • Sessions may be paused if safeguarding concerns arise.

  • Time is taken to reflect on the appropriate course of action.

  • Referrals are made to the appropriate services or authorities if a Duty to Report arises.

Our safeguarding procedures are aligned with Welsh Government guidance and the NHS’s principles of child and adolescent mental wellbeing. The Director is fully DBS checked and experienced in handling sensitive disclosures.

5. Your Rights

Clients (or their parents/guardians) have the right to:

  • Request access to data held about them

  • Ask for corrections or updates

  • Request deletion of data where applicable

  • Withdraw from services at any time

  • Be informed if any breach of data security occurs

6. Data Storage and Security

GTG Educate ensures secure and responsible handling of all personal data:

  • Paper-based records are kept in locked storage

  • Digital data is encrypted and protected by secure passwords

  • Access is restricted to authorised personnel only

7. Record Keeping

  • Records are maintained to monitor progress, provide continuity of support, and comply with legal and professional requirements.

  • Records are held only for as long as necessary, in accordance with data protection regulations.

  • Clients may request copies of the information held about them.

8. Anonymity and Research Use

If client experiences or feedback are used for training, service improvement, or publication:

  • Individuals will remain anonymous, unless explicit written informed consent is given to be identified.

  • All information is handled in line with ethical and legal standards for privacy.

9. Withdrawal and Feedback

Clients are free to withdraw from GTG Educate services at any time. Refunds are available if requested within the specified period, or where services have not been delivered. They may also request:

  • Access to relevant data and session records

  • Removal of their personal information, where legally permissible

Feedback is welcomed through our Likert scale consultation forms, and all responses are treated with respect and used to improve our services.

10. Contact and Further Information

For queries or data requests, please contact:

GTG Educate
Email: info@gtgeducate.co.uk
Website: www.gtgeducate.co.uk
Registered in Wales | Director: Enhanced DBS Certified

GTG Educate is committed to delivering tuition and wellbeing services rooted in safety, respect, and ethical care. Your trust is our priority.