top of page
ABOUT

Privacy Notice – E Rooms

Last updated: 5th July 2026
 

E Rooms (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent way. This Privacy Notice explains how we collect, use, store, and share your information when you visit erooms.org.uk, contact us, or use our services.


1. Who We Are

Community Rooms C.I.C. Trading as E Rooms

14-16 Westgate
Skelmersdale
Lancs
WN8 8AZ
 

Email: info@erooms.org.uk

Phone: 01695 731016]

ICO Registration Number: ZA925537 
 

E Rooms is the Data Controller for all personal data collected through this website and our services.
 

2. What Personal Data We Collect

We may collect the following information:
 

Information you provide directly

  • Name and contact details (email, phone number)

  • Enquiry information submitted through our contact forms

  • Booking or registration details

  • Safeguarding or support information (only where necessary and lawful)


Information collected automatically

  • IP address and device information

  • Browser type and version

  • Pages visited and interaction data

  • Cookies and similar technologies (see Section 10)


Information relating to students or service users

  • Learning needs and support requirements

  • Attendance and participation records

  • Emergency contact details

  • Any safeguarding concerns shared with us

We only collect what is necessary for our services and legal obligations.
 

3. How We Use Your Data

We use your personal data for the following purposes:

  • Responding to enquiries and providing information

  • Delivering tutoring, creative, and community services

  • Managing bookings, payments, and administration

  • Ensuring safety and safeguarding of children and vulnerable people

  • Improving our website and services

  • Sending marketing communications (only with consent)


4. Legal Bases for Processing

We process personal data under the following lawful bases:

  • Contract – to provide services you request

  • Legal obligation – safeguarding, tax, employment, and regulatory duties

  • Legitimate interests – running and improving our services

  • Consent – for marketing or optional communications

  • Vital interests – protecting individuals in safeguarding situations

Special category data (e.g., health or safeguarding information) is processed under UK GDPR Article 9 and DPA 2018 Schedule 1 conditions.


5. How We Share Your Data

We may share your data with:

  • Self‑employed tutors working under agreement with E Rooms

  • IT service providers (secure hosting, email systems, booking platforms)

  • Safeguarding authorities, where legally required

  • Payment processors (for bookings or services)

All third parties must follow strict data protection requirements.

We never sell your data.


6. International Transfers

If any service provider stores data outside the UK, we ensure appropriate safeguards are in place, such as:

  • UK GDPR adequacy regulations

  • Standard Contractual Clauses (SCCs)

  • Additional technical and organisational protections
     

7. How Long We Keep Your Data

We retain personal data only as long as necessary:
 

Type of Data                                   Retention Period

Enquiry information                        12 months

Student/client records                   2 years after last engagement

Employee/tutor records                 6 years after contract end

Safeguarding reports                     As per legal advice

Financial records                            6 years (HMRC requirement)

Website analytics                            26 months

Marketing data                                Until consent withdrawn or 2 years of inactivity

After this, data is securely deleted or anonymised.
 

8. Your Rights

You have the right to:

  • Access your data

  • Correct inaccurate information

  • Request deletion

  • Restrict processing

  • Object to certain uses

  • Data portability

  • Withdraw consent at any time

  • Complain to the ICO

To exercise any rights, contact our Data Protection Lead using the details above.
 

9. Data Security

We use appropriate technical and organisational measures to protect your data, including:

  • Encrypted storage and secure servers

  • Password protection and access controls

  • Two‑factor authentication where available

  • Staff and tutor data protection training

  • Secure disposal of documents

  • Regular security reviews
     

10. Cookies and Website Tracking

Our website uses cookies to:

  • Improve functionality

  • Analyse website traffic

  • Enhance user experience

You can manage or disable cookies through your browser settings.

A full Cookie Policy is available on request.
 

11. Children’s Data

Where services involve children or young people:

  • We only collect data necessary for safety and service delivery

  • Consent is obtained from parents/guardians where required

  • Safeguarding information is handled with strict confidentiality


12. Changes to This Notice

We may update this Privacy Notice from time to time.

The latest version will always be published on erooms.org.uk.

bottom of page