Privacy Policy

1. Introduction

This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our mathematics tutoring services or visit our website. We are committed to protecting your privacy and handling your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

The data controller responsible for your personal data is:

3. Personal Data We Collect

We may collect and process the following personal data:

• Identity data: name, age, school year of the student
• Contact data: email address, telephone number, home address of parent/guardian
• Educational data: current grades, exam board, learning needs, progress notes
• Financial data: payment records, invoices
• Communication data: emails, messages, and correspondence
• Technical data: IP address, browser type, and usage data when visiting our website

4. Legal Basis for Processing

We process your personal data on the following legal bases:

• Contract: Processing necessary for the performance of a tutoring agreement
• Legitimate interests: To improve our services and communicate with you
• Consent: Where you have given specific consent, such as for marketing communications
• Legal obligation: To comply with legal and regulatory requirements

5. How We Use Your Data

We use your personal data to:

• Provide and manage mathematics tutoring services
• Communicate with parents/guardians about student progress
• Process payments and maintain financial records
• Send scheduling confirmations and reminders
• Comply with safeguarding obligations
• Improve our website and services

6. Data Sharing

We do not sell, trade, or rent your personal data to third parties. We may share your data only in the following circumstances:

• With your consent
• To comply with a legal obligation or safeguarding concern
• With service providers who assist in operating our business (e.g., payment processors), under strict data processing agreements

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes encrypted communications, secure storage of records, and limited access to personal data.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected. Tutoring records are retained for up to 3 years after the end of the tutoring relationship. Financial records are retained for 6 years in accordance with HMRC requirements.

9. Your Rights Under GDPR

Under the UK GDPR, you have the following rights:

• Right of access: Request a copy of the personal data we hold about you
• Right to rectification: Request correction of inaccurate personal data
• Right to erasure: Request deletion of your personal data (where applicable)
• Right to restrict processing: Request limitation of how we use your data
• Right to data portability: Receive your data in a structured, machine-readable format
• Right to object: Object to processing based on legitimate interests
• Right to withdraw consent: Withdraw consent at any time where processing is based on consent

10. Cookies

Our website may use essential cookies to ensure proper functionality. We do not use tracking or advertising cookies. Any analytics data collected is anonymised and used solely to improve the user experience.

11. Children's Data

As a tutoring service, we process data relating to children. We only collect children's data with the consent of a parent or guardian. We take extra care to protect children's data and only collect what is necessary to provide tutoring services effectively.

12. International Transfers

Your personal data is stored and processed within the United Kingdom. We do not transfer personal data outside the UK or EEA unless necessary and with appropriate safeguards in place.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

14. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

15. Exercising Your Rights

To exercise any of your data protection rights, or if you have any questions about this Privacy Policy, please contact us at john@conwymaths.com. We will respond to your request within one month.

16. Consent Record

By engaging our tutoring services, you acknowledge that you have read and understood this Privacy Policy. Where we rely on consent as the legal basis for processing, we will maintain a record of when and how consent was given and provide an easy method for withdrawal.