This policy explains what we collect when you contact us or book tutoring, why we collect it, and what we will never do with it. Because much of our work involves children, we have written the section on their data separately and kept it deliberately plain.

1. Information We Collect

• From the form: your name, email address, chosen subject, year group or subject note, and the text of your message.
• About the student: first name, year group, subject, school year context and anything you choose to tell us about how they learn.
• During tutoring: written session notes, assessment results and progress records.
• Technical data: standard server records such as IP address, browser type and request time.

We do not ask for identity documents, medical records or financial details through this website, and you should not send them to us.

2. Children's Data

Where a student is under sixteen, the booking is made by a parent or guardian and consent comes from them. We collect the minimum needed to teach: first name, year group, subject and learning notes. We do not collect a child's address, phone number, school email or photograph unless a parent provides it for a specific reason.

Session notes about a child are shared with the parent who booked and with the assigned tutor. They are not shared with anyone else, and they are deleted when tutoring ends and the retention period passes.

3. Why We Use It

• Replies: to answer your enquiry and prepare a plan and quote.
• Teaching: to match a tutor, plan sessions and record progress.
• Records: to meet accounting and tax obligations.
• Safeguarding: to keep records of who taught which student and when.

The legal bases are consent when you submit the form, performance of a contract once tutoring is booked, legal obligation for record keeping, and our legitimate interest in operating and securing the service.

4. What We Never Do

• We never sell, rent or trade personal data.
• We never share a student's information with their school, another family or any third party without your written permission.
• We never publish a student's name, photograph or work as marketing without explicit written consent from a parent.
• We never add you to a marketing list because you made a tutoring enquiry.

5. Processors We Use

A small number of providers process data strictly on our instructions: our website hosting provider, the transactional email provider that delivers form submissions to our mailbox, and the video platform used for online sessions. They are bound by contract and may not use your data for their own purposes.

6. How Long We Keep It

Enquiries that do not lead to tutoring are deleted within twelve months. Student records are kept while tutoring is active and for a reasonable period afterwards in case you return, then deleted. Records required by accounting law are kept for the statutory period.

7. Your Rights

You may ask us to confirm what we hold, to correct it, to delete it, to restrict its use, or to provide it in a portable format. A parent may exercise these rights on behalf of a child. Where we rely on consent you may withdraw it at any time. Write to [email protected] and we respond within one month. You may also complain to your national data protection authority.

8. Security

Form submissions travel over an encrypted connection to a single mailbox with restricted access. Session notes are accessible only to the assigned tutor and the coordinator responsible for that family. Tutors do not keep personal copies of student records.

9. Changes

If this policy changes, the updated version appears here with a new date. Changes that materially affect current families are communicated by email.