Clever IQ Privacy Policy

Organisation: Clever IQ
Website: cleveriq.co.uk
Contact Email: admin@cleveriq.co.uk
Date Adopted: August 2026
Review Date: August 2027

1. Introduction

Clever IQ is committed to protecting the privacy and personal information of children, parents, carers, learners, staff, tutors and website visitors.

This Privacy Policy explains how we collect, use, store and protect personal information in connection with our educational services, including:

  • academic tuition;
  • Islamic learning;
  • enrichment activities;
  • holiday clubs;
  • book clubs;
  • online learning;
  • wellbeing and family support;
  • consultations and assessments; and
  • website enquiries and bookings.

We aim to handle personal information fairly, lawfully, transparently and securely.

2. Who We Are

Clever IQ provides educational and family-support services to children, young people and families.

For the purposes of UK data protection law, Clever IQ is responsible for determining how personal information collected through its services is used and protected.

If you have any questions about this Privacy Policy or how your information is handled, please contact:

Email: admin@cleveriq.co.uk

3. Information We May Collect

The information we collect will depend on the services you use.

We may collect:

Parent and Carer Information

  • name;
  • email address;
  • telephone number;
  • home address;
  • relationship to the child;
  • emergency contact details;
  • billing and payment information;
  • correspondence and enquiries; and
  • booking information.

Child and Learner Information

  • name;
  • date of birth;
  • age;
  • school year or key stage;
  • school or educational setting;
  • academic information;
  • assessment results;
  • learning needs;
  • attendance;
  • progress records;
  • educational goals;
  • behaviour or pastoral information where relevant;
  • emergency contact information;
  • medical information where necessary for safety;
  • special educational needs or disability information where relevant;
  • photographs or videos where appropriate consent has been obtained; and
  • safeguarding information where necessary.

Website Information

When you use our website, we may also collect technical information such as:

  • IP address;
  • browser type;
  • device information;
  • pages visited;
  • date and time of visits;
  • referring website; and
  • cookie information.

4. Information About Children

Because many Clever IQ services are provided to children and young people, we take particular care when handling children’s information.

We aim to collect only information that is reasonably necessary to provide education, support learners, maintain safety and meet our legal or safeguarding responsibilities.

Where appropriate, information about children will be provided by their parent or carer.

We may also obtain information directly from a child during their participation in our educational services.

Children’s information will not be used for purposes unrelated to the provision, administration or safeguarding of our services unless there is an appropriate lawful basis to do so.

5. How We Use Personal Information

We may use personal information to:

  • respond to enquiries;
  • arrange consultations;
  • register children for programmes;
  • conduct assessments;
  • recommend appropriate learning pathways;
  • provide tuition and educational services;
  • communicate with parents and carers;
  • monitor attendance;
  • record and review educational progress;
  • personalise learning;
  • manage bookings;
  • process payments;
  • administer holiday clubs and enrichment programmes;
  • provide online learning;
  • support children with additional needs;
  • manage safeguarding concerns;
  • contact emergency services or parents where necessary;
  • recruit and manage tutors and staff;
  • maintain appropriate organisational records;
  • improve our programmes;
  • manage complaints;
  • meet legal and regulatory obligations; and
  • protect the safety and welfare of children.

6. Lawful Bases for Processing

Under UK data protection law, we must have a lawful reason for using personal information.

Depending on the circumstances, we may process information because:

  • it is necessary to perform a contract or provide a service you have requested;
  • we have a legitimate interest in operating and improving our educational services;
  • we are required to comply with a legal obligation;
  • it is necessary to protect someone’s vital interests;
  • you have provided consent; or
  • another lawful basis applies.

We will only rely on consent where it is appropriate to do so.

Where consent is relied upon, it may normally be withdrawn at any time.

7. Special Category Information

Some information is considered more sensitive under data protection law.

This may include information relating to:

  • health;
  • disability;
  • religious belief; or
  • other sensitive personal circumstances.

Because Clever IQ provides Islamic learning and may support children with additional educational or wellbeing needs, we may occasionally need to process this type of information.

We will only do so where there is an appropriate lawful basis and additional legal condition permitting its use.

We will seek to collect only the minimum information necessary.

8. Safeguarding Information

Safeguarding information is treated particularly carefully.

Where Clever IQ has a concern about the safety or welfare of a child, information may be recorded and shared where necessary with appropriate individuals or agencies.

This may include:

  • parents or carers where appropriate;
  • children’s social care;
  • the police;
  • schools;
  • healthcare professionals;
  • safeguarding partners; or
  • other organisations involved in protecting a child.

We may share safeguarding information without consent where this is necessary to protect a child or another person.

The welfare of the child will take priority where there is a conflict between confidentiality and the need to protect someone from harm.

9. Who We May Share Information With

We do not sell personal information.

We may share information where necessary with organisations or individuals such as:

  • tutors and staff working with the learner;
  • payment providers;
  • booking-system providers;
  • website and IT service providers;
  • email and communication providers;
  • accountants or professional advisers;
  • insurers;
  • schools or educational professionals where appropriate;
  • local authorities;
  • safeguarding agencies;
  • emergency services;
  • government or regulatory bodies; and
  • other organisations where we are legally required or permitted to share information.

We aim to share only the minimum information necessary.

10. Tutors and Staff

Tutors and staff may have access to information about learners where this is necessary for their role.

They are expected to:

  • treat personal information confidentially;
  • use information only for legitimate Clever IQ purposes;
  • maintain professional boundaries;
  • protect learner information;
  • follow safeguarding requirements; and
  • avoid storing personal information unnecessarily on personal devices.

Access to sensitive information should be limited to those who genuinely need it.

11. Online Learning

Where tuition or other educational services are delivered online, personal information may be processed through approved online platforms.

This may include:

  • names;
  • email addresses;
  • video or audio;
  • messages;
  • learning materials; and
  • attendance information.

Where sessions are recorded, families should be informed where appropriate and recordings should only be used for legitimate educational, quality, training or safeguarding purposes.

Recordings should not be kept for longer than necessary.

12. Photography and Video

Clever IQ may occasionally use photographs or video for purposes such as:

  • educational activities;
  • programme records;
  • website content;
  • promotional material;
  • social media; or
  • documenting events.

Where appropriate, parental or carer consent will be obtained before identifiable images of children are used publicly.

Parents and carers may contact us if they wish to withdraw consent for future use.

Withdrawal of consent will not normally affect use that was lawful before consent was withdrawn.

13. Payments

Where payments are made for Clever IQ services, payment information may be processed by third-party payment providers.

Clever IQ may retain records of:

  • payments;
  • invoices;
  • refunds;
  • outstanding balances; and
  • transaction references.

We do not intentionally store full payment-card details unless this is necessary and securely handled through an appropriate payment system.

14. Cookies and Website Analytics

Our website may use cookies and similar technologies.

Cookies can help us:

  • operate the website;
  • remember preferences;
  • understand how visitors use the site;
  • improve website performance; and
  • measure website traffic.

Some cookies may be essential for the website to function.

Where required, visitors will be given appropriate choices regarding non-essential cookies.

You can also manage cookies through your browser settings.

15. Marketing

We may occasionally contact parents, carers or other adults about relevant Clever IQ programmes, events or services.

Where required by law, we will obtain appropriate consent before sending electronic marketing.

You may ask us to stop sending marketing communications at any time.

Service-related communications, such as booking confirmations, timetable changes or safeguarding information, are not marketing communications and may still be sent where necessary.

16. How Long We Keep Information

We do not keep personal information indefinitely.

Information will be retained only for as long as reasonably necessary for the purpose for which it was collected, taking account of:

  • educational needs;
  • safeguarding responsibilities;
  • contractual requirements;
  • accounting obligations;
  • insurance requirements;
  • legal claims; and
  • applicable retention guidance.

Different categories of information may therefore be retained for different periods.

Safeguarding records may need to be retained for significantly longer than ordinary administrative information.

17. How We Protect Information

Clever IQ takes reasonable steps to protect personal information.

Measures may include:

  • password-protected systems;
  • restricted access;
  • appropriate cloud storage;
  • secure email and communication systems;
  • staff confidentiality requirements;
  • safer handling of safeguarding records;
  • secure disposal of information;
  • appropriate software security; and
  • limiting access to those who need the information.

No electronic system can be guaranteed to be completely secure, but we aim to maintain appropriate protections proportionate to the information we hold.

18. Data Breaches

A personal data breach can include the accidental or unlawful:

  • loss;
  • destruction;
  • alteration;
  • unauthorised disclosure; or
  • unauthorised access to personal information.

Where a potential data breach occurs, Clever IQ will assess the risk and take appropriate action.

Where legally required, we may notify the Information Commissioner’s Office and affected individuals.

19. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

  • ask what personal information we hold about you;
  • request a copy of your information;
  • ask us to correct inaccurate information;
  • request deletion of information in certain circumstances;
  • ask us to restrict how information is used;
  • object to certain types of processing;
  • withdraw consent where processing is based on consent; and
  • request transfer of certain information where applicable.

These rights are not absolute and may be limited by legal, safeguarding or regulatory requirements.

To make a request, contact:

admin@cleveriq.co.uk

We may need to verify your identity before responding.

20. Requests Concerning Children’s Information

Parents or carers will usually exercise data protection rights on behalf of younger children.

As children mature, they may increasingly be able to exercise their own information rights depending on their age, understanding and circumstances.

We will consider requests involving children’s information carefully and with particular regard to the child’s welfare, privacy and level of understanding.

21. Information We Must Keep

In some situations we may be unable to delete information even where deletion is requested.

For example, we may need to retain information because of:

  • safeguarding responsibilities;
  • legal obligations;
  • tax and accounting requirements;
  • insurance requirements;
  • contractual disputes; or
  • potential legal claims.

Where information must be retained, access should remain appropriately restricted.

22. Third-Party Websites

Our website may contain links to external websites or platforms.

Clever IQ is not responsible for the privacy practices of external organisations.

We encourage users to review the privacy information provided by any third-party website or service they use.

23. International Data Transfers

Some technology providers used by Clever IQ may process or store information outside the United Kingdom.

Where this occurs, we will seek to use providers that have appropriate safeguards in place for international transfers of personal information.

24. Complaints About Data Protection

If you are concerned about how Clever IQ has handled your personal information, please contact us first so that we can try to resolve the matter.

Email: admin@cleveriq.co.uk

You also have the right to complain to the UK’s independent data protection regulator:

Information Commissioner’s Office (ICO)

Information about making a complaint is available through the ICO.

25. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

  • changes in the law;
  • changes to our services;
  • new technology;
  • new educational programmes; or
  • changes to the way information is processed.

The latest version will be published on the Clever IQ website.

26. Our Privacy Commitment

Clever IQ believes that children and families should be able to engage with our services with confidence.

We therefore aim to collect only the information we genuinely need, use it responsibly, keep it secure and respect the privacy of the children and families we serve.

Your information is treated with care, confidentiality and respect.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Suggested text: Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

Suggested text: If you request a password reset, your IP address will be included in the reset email.

How long we retain your data

Suggested text: If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

Suggested text: If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.