Privacy Notice

Last Updated: 28 July 2026

Asterclass Academy Ltd respects your privacy and is committed to protecting personal information relating to our customers, learners, website visitors, tutors, applicants, partners and other people who interact with us.

This Privacy Notice explains what information we collect, how and why we use it, who we may share it with, how long we retain it and the rights available to you under applicable UK data-protection law.

1. Who we are

Asterclass Academy Ltd provides educational courses, entrance-examination preparation, online learning resources, placement tests, digital subscriptions, UK study programmes and related academic support.

For the purposes described in this notice, Asterclass Academy Ltd is generally the data controller. This means that we decide why and how personal information is used.

Contact details

Asterclass Academy Ltd
2nd Floor, 82 Clerkenwell Road
London EC1M 5RF

Email: academy@asterclass.co.uk

2. Who this notice applies to

This notice applies to personal information relating to:

  • website visitors and people who contact us;

  • parents, carers and customers;

  • learners, including children;

  • course and programme participants;

  • people completing placement tests or enquiry forms;

  • digital-subscription customers and users;

  • tutors, applicants and prospective staff;

  • partner schools, suppliers and business contacts.

Additional privacy information may be provided where a particular course, programme, application process or partner arrangement requires it.

3. Information we may collect

The information we collect depends on how you interact with us.

Parent and customer information

We may collect:

  • name;

  • email address;

  • telephone number;

  • billing address;

  • customer-account details;

  • order, payment and subscription information;

  • enquiries, correspondence and support requests;

  • marketing preferences;

  • cancellation and refund records.

Learner information

We may collect:

  • learner’s name;

  • year group or age range;

  • learning goals and educational interests;

  • target schools, examinations or study pathways;

  • placement-test answers and indicative results;

  • submitted work, assessment information and academic feedback;

  • attendance and participation information;

  • learner-platform identifiers and access records;

  • information reasonably needed to provide learning support.

Where possible, we collect learner information through a parent, carer or responsible adult.

Course and programme information

Depending on the programme, we may also collect:

  • course or programme selection;

  • timetable and attendance details;

  • emergency contact details;

  • travel or accommodation information;

  • dietary, accessibility, medical or support requirements;

  • safeguarding information where necessary;

  • photographs, recordings or testimonials where appropriate permission has been obtained.

Tutor, applicant and business-contact information

We may collect:

  • contact and professional details;

  • CVs, qualifications and employment history;

  • references and right-to-work information;

  • availability and payment details;

  • correspondence and contractual information.

Technical and website information

When you use our website or online services, we may collect:

  • IP address;

  • browser and device information;

  • pages visited and actions taken;

  • referring website or campaign information;

  • cookie and analytics information;

  • account login and platform usage records;

  • technical and security logs.

Payment information

Payments are handled by the payment provider available through our website or identified at checkout.

Asterclass Academy does not normally receive or store full payment-card details. We may receive limited transaction information, including:

  • payment status;

  • amount and date;

  • billing details;

  • subscription status; and

  • transaction or order references.

4. How we collect information

We may collect information:

  • directly from you when you complete a form, placement test, purchase or enquiry;

  • from a parent, carer or responsible adult acting for a learner;

  • through our website, customer accounts and online learning systems;

  • during courses, tutorials, programmes or academic assessments;

  • through emails, telephone calls and other correspondence;

  • from tutors, partner schools or service providers involved in delivering a programme;

  • from payment, learning and technology platforms;

  • from publicly available professional sources where appropriate.

Where information is provided to us by another person, that person should ensure that they are entitled to share it and, where appropriate, inform the individual concerned.

5. How and why we use personal information

We use personal information only where we have a lawful reason to do so.

Enquiries and course guidance

We use information to:

  • respond to questions;

  • understand learning needs;

  • provide placement-test results;

  • recommend suitable courses, programmes or preparation pathways;

  • arrange consultations and follow-up communications.

We generally rely on steps taken at your request before entering into a contract and our legitimate interests in responding to enquiries and providing appropriate educational guidance.

Purchases, enrolments and subscriptions

We use information to:

  • process orders and enrolments;

  • create and manage customer accounts;

  • manage recurring payments and subscriptions;

  • confirm start dates and programme details;

  • deliver weekly papers, videos, access details and other learning resources;

  • provide customer support;

  • manage renewals, cancellations, refunds and failed payments.

For information relating to the purchaser, we generally rely on performing our contract with you.

Where information relates to a child who is not personally entering into the contract, we generally rely on our legitimate interests in providing the learning service purchased for that learner, while taking account of the learner’s rights and best interests.

Courses and learning support

We use information to:

  • deliver classes, tutorials, assessments and programmes;

  • monitor attendance and participation;

  • adapt teaching and resources;

  • provide academic feedback;

  • maintain learner and programme records;

  • communicate with parents, learners and tutors;

  • protect the safety and wellbeing of learners.

Depending on the circumstances, we may rely on contract, legitimate interests, legal obligations, vital interests or consent. Where special-category information is involved, we will also identify an appropriate additional legal condition.

Financial and legal administration

We use information to:

  • maintain accounting and transaction records;

  • manage invoices and payments;

  • prevent fraud or misuse;

  • establish, exercise or defend legal claims;

  • respond to regulators, courts or public authorities;

  • comply with tax, company, consumer and other legal requirements.

We rely on legal obligations and our legitimate interests in protecting and administering our organisation.

Service improvement and security

We may use information to:

  • improve our website, learning materials and services;

  • understand general engagement and service usage;

  • investigate technical issues;

  • protect accounts and systems;

  • prevent unauthorised access and misuse;

  • conduct internal quality assurance.

We generally rely on legitimate interests, except where consent is required for non-essential cookies or similar technologies.

Marketing

Where permitted, we may send information about relevant courses, services, events or programmes.

We rely on consent where required or, in limited circumstances, our legitimate interests and the existing-customer “soft opt-in” rules where legally available.

You can unsubscribe at any time by using the link in a marketing email or contacting us.

Service communications, including learning-material emails, access instructions, order confirmations, payment information, renewal notices and cancellation information, are not marketing and may still be sent where necessary to provide or administer the purchased service.

Photographs, recordings and testimonials

We will explain how photographs, recordings or testimonials will be used and obtain appropriate permission where required.

We will not use a learner’s identifiable image or testimonial for promotional purposes without an appropriate lawful basis and permission process.

6. Children’s information

Some of our services are intended for or used by children.

We aim to:

  • collect only information reasonably needed to provide the learning service;

  • explain our use of information in clear language;

  • take the learner’s age and best interests into account;

  • use parent- or carer-managed purchasing and account arrangements where appropriate;

  • restrict access to learner information;

  • avoid using learner information for unrelated advertising;

  • provide suitable ways for parents and learners to raise privacy questions.

Children may have their own data-protection rights, even where their information was originally provided by a parent or carer.

When responding to a privacy request, we will consider the learner’s age, understanding, circumstances and best interests.

7. Medical, accessibility and other sensitive information

Information concerning health, disabilities, allergies, dietary needs or other support requirements may be special-category personal information.

We collect this information only where it is relevant and necessary, for example to:

  • provide suitable support;

  • make reasonable arrangements;

  • protect a learner’s health or safety; or

  • meet safeguarding responsibilities.

Where required, we will seek explicit consent. We may also use or share this information where another legal condition applies, including vital interests, legal claims or substantial-public-interest and safeguarding conditions.

Please do not provide sensitive information that is not necessary for the service requested.

8. Placement tests and recommendations

We may use placement-test answers to calculate indicative scores, levels or course recommendations.

These results are intended as guidance and do not guarantee admission, examination outcomes or academic progress.

Where appropriate, a recommendation may be reviewed or adjusted by Asterclass Academy staff.

We do not use solely automated decision-making that produces legal or similarly significant effects on individuals.

9. Who we may share information with

We may share relevant personal information with trusted organisations and individuals where necessary to operate our services, including:

  • Squarespace, which provides our website, store and customer-account infrastructure;

  • the payment provider shown at checkout;

  • online form, assessment, email, cloud-storage and document-management providers;

  • video-hosting and online learning providers;

  • 11+ Heroes, where access forms part of the purchased programme;

  • tutors, teachers, academic reviewers and authorised contractors;

  • partner schools, programme providers, accommodation or activity providers where relevant;

  • professional advisers, including accountants, insurers and legal advisers;

  • regulators, safeguarding bodies, law-enforcement agencies, courts or public authorities where required;

  • prospective buyers or advisers in connection with a genuine business reorganisation or transfer.

We share only the information reasonably needed for the relevant purpose.

For example, when arranging 11+ Heroes access, we may provide limited information such as:

  • the learner’s first name, display name or username;

  • the learner’s year group;

  • relevant subscription, programme or access information; and

  • the parent or customer email address required to create or administer access.

Some third parties process information only on our instructions. Others may act as independent data controllers and apply their own privacy notices.

We do not sell personal information.

10. International transfers

Some of our technology, payment, email, cloud or learning-platform providers may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we take steps to ensure that an appropriate legal transfer mechanism is used. This may include:

  • UK adequacy regulations;

  • approved contractual safeguards;

  • the UK International Data Transfer Agreement;

  • the UK Addendum to approved data-protection clauses;

  • another legally recognised transfer mechanism.

Where required, we also assess whether the information will receive an appropriate standard of protection.

11. How long we keep information

We keep information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, safeguarding and dispute-resolution requirements.

Our usual starting retention periods are:

  • general enquiries that do not lead to enrolment: up to 12 months after the last meaningful contact;

  • placement-test responses and course recommendations: up to 24 months;

  • active learner, course and subscription records: for the duration of the service and normally up to 24 months afterwards;

  • customer-support and complaint correspondence: normally up to 24 months after resolution;

  • tutor, supplier and contractual records: for the relationship and an appropriate period afterwards;

  • financial, order and transaction records: normally six years or any longer period required by law;

  • marketing records: until consent is withdrawn, an objection is made or the information is identified as inactive;

  • marketing opt-out records: for as long as required to ensure the preference continues to be respected; and

  • safeguarding records: in accordance with our safeguarding responsibilities and applicable retention requirements.

Information may be retained for longer where a complaint, safeguarding matter, legal claim, regulatory enquiry or another lawful reason requires it.

12. Security

We use reasonable organisational and technical measures to protect personal information, including:

  • access controls and password-protected systems;

  • restricted access based on role and operational need;

  • reputable website, payment and cloud providers;

  • staff and contractor confidentiality requirements;

  • secure account and document-management practices; and

  • backup, incident-management and security procedures where appropriate.

No internet-based service can be guaranteed to be completely secure.

If we become aware of a personal-data breach, we will assess and respond to it in accordance with applicable legal requirements.

13. Your rights

Depending on the circumstances and the lawful basis being used, you may have the right to:

  • request access to personal information held about you;

  • ask us to correct inaccurate or incomplete information;

  • ask us to erase information;

  • ask us to restrict how information is used;

  • object to certain uses, including direct marketing;

  • request transfer of information in certain circumstances;

  • withdraw consent where consent is the basis being relied upon;

  • raise a concern about our use of personal information.

These rights are not absolute and may not apply in every situation.

To exercise a right or ask a privacy question, contact:

academy@asterclass.co.uk

We may need to verify your identity before responding.

14. Cookies and analytics

Our website uses cookies and similar technologies for essential website functions and, where permitted, analytics, performance or marketing purposes.

Non-essential cookies will be used only in accordance with the consent choices available through our website.

Further information is available in our Cookie Policy.

15. Complaints

Please contact us first if you have a concern about how we use personal information:

academy@asterclass.co.uk

You also have the right to complain to the UK Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Telephone:0303 123 1113

Website:ico.org.uk/make-a-complaint

16. Changes to this notice

We may update this Privacy Notice when our services, providers or legal obligations change.

The latest version will be published on our website with the revised “Last updated” date.

Where a change materially affects how we use existing personal information, we will provide additional notice where appropriate.

17. Contact us

For questions about this Privacy Notice or how Asterclass Academy uses personal information, contact:

Asterclass Academy Ltd
2nd Floor, 82 Clerkenwell Road
London EC1M 5RF

Email:academy@asterclass.co.uk