Privacy Policy

1. Who we are

Tutor York provides one-to-one GCSE and A-Level tuition in Maths, Physics and Chemistry, GCSE Science tuition and university admissions support, both online and in person.

Tutor York is operated by Matt Cannon, a sole trader, trading as Tutor York.

For data protection purposes, we are the controller of the personal information described in this Privacy Policy.

If you have any questions about this policy or how we use your personal information, emailenquiries.tutoryork@gmail.com.

2. Information we collect

The information we collect depends on how you interact with Tutor York.

Parent or guardian information

• Name
• Email address
• Telephone number
• Correspondence with Tutor York
• Lesson preferences and availability
• Billing and payment information
• Marketing preferences

Student information

Where a parent or guardian enquires about tuition, we may collect information about the student, including:

• Name
• School year or year group
• Subjects being studied
• Current or predicted grades, and target grades
• Exam board
• Areas where additional support may be needed
• Tuition goals
• Lesson notes and progress information
• University or course ambitions, where relevant

Please only give us information that is reasonably necessary for us to understand the student's tuition requirements.

Website and technical information

When you visit the website, our hosting provider records standard technical information such as:

• IP address
• Browser and device type
• Pages requested and the time of the request

If you allow analytics cookies, Google Analytics also collects information about how you use the website: the pages you visit, how you move between them, your approximate location (town or region), the website or campaign that referred you, how long you spend on the site, and whether you send an enquiry. SeeCookies and analytics.

3. Information about children and young people

Many Tutor York students are under 18.

Where a student is under 18, we normally expect the initial enquiry and the contractual relationship to be managed by their parent or guardian.

We collect student information only where reasonably necessary to:

• assess tuition requirements
• prepare lessons
• deliver tuition
• monitor progress
• communicate appropriately with the parent, guardian or student
• provide university admissions support, where requested

We never add a student's details to our marketing list because a parent or guardian has made an enquiry. Marketing emails are sent only to the parent or guardian who made the enquiry.

4. How we use personal information

Responding to enquiries

To reply when someone books a consultation, asks for information or asks about our services.

Assessing tuition requirements

To understand the student's current position, subjects, grades, goals and where support may be needed.

Providing tuition

To plan and deliver online or in-person tuition and monitor progress.

Providing university admissions support

Where requested, to support applications, admissions tests, interview preparation and related services.

Managing bookings and administration

To arrange sessions, communicate about lessons and manage the ongoing tuition relationship.

Processing payments and keeping financial records

Where payment information is needed.

Improving our website and services

With your permission, to understand how visitors use the website and where the website and our services could be improved.

Sending marketing emails

Where the law allows, we may send occasional emails about:

• Tutor York tuition services
• Revision support and exam preparation
• University admissions support
• Useful educational resources
• Relevant updates and services from Tutor York

You can unsubscribe at any time.

5. Our legal bases for using information

Depending on the circumstances, we rely on one or more of the following legal bases.

Contract, and steps before entering into a contract

Where it is necessary to respond to a request for tuition, discuss requirements, arrange tuition, deliver agreed services and manage payments.

Legitimate interests

Where it is necessary for the legitimate running of Tutor York, including responding to enquiries, managing tuition, keeping appropriate records, protecting the website, preventing misuse, and understanding how our business and services are performing. We consider the impact on the people involved before relying on legitimate interests.

Legal obligations

Some information must be kept to meet legal, tax, accounting or regulatory requirements.

Consent

We rely on consent where the law requires it, in particular for analytics cookies. You can withdraw consent at any time.

6. Email marketing

We may send marketing emails about our own similar tuition, educational and university support services.

When someone makes a genuine enquiry about Tutor York's services, we may use their contact details for similar marketing where the law allows. We tell you about this on the enquiry form, where you can opt out before you send it, and every marketing email includes a simple way to unsubscribe.

If you opt out or unsubscribe, we may keep your email address on a suppression list so that we continue to respect your choice.

We do not sell our marketing list, and we never add a student's email address to it automatically.

7. Cookies, analytics and tracking

Cookies are small files stored by your browser. When you first visit, we ask which optional cookies you are happy for us to use. Optional cookies stay off until you say yes, and you can change your choice at any time with Cookie Settings in the footer of every page.

Necessary

Always on. Used only to remember your cookie choices.

Analytics (off unless you allow it)

Google Analytics 4 helps us understand visitor numbers, the pages people visit, how they move through the website, and how many enquiries the website produces. It loads only after you allow analytics cookies.

Advertising and marketing (off unless you allow it)

We do not currently use any advertising, remarketing or social media tracking (for example, Microsoft Advertising or social media pixels). If we start to, those technologies will only run with your permission, and we will update this policy first.

The website does not use Google Tag Manager, embedded videos, CAPTCHA or any other third-party scripts. The enquiry form uses a hidden field to filter spam and sets no cookies.

8. Who we share information with

We share personal information with service providers only where reasonably necessary to run Tutor York:

• Netlify: hosts the website and receives enquiry form submissions.
• Google: provides our email (Gmail) and, if you allow analytics cookies, Google Analytics.
• Other providers we use to run lessons and the business, where they are needed: video conferencing, online teaching and whiteboard software, payment processing, accounting and IT support.

We may also disclose information where the law requires it.

9. International transfers

Some of our providers, including Netlify and Google, may process information outside the United Kingdom, including in the United States. Where information is transferred internationally, we rely on safeguards recognised under UK data protection law, such as the UK Extension to the EU–US Data Privacy Framework or the International Data Transfer Addendum.

10. How long we keep information

We do not keep personal information for longer than reasonably necessary.

• Enquiries that do not lead to tuition: up to 12 months after the last meaningful contact.
• Student and tuition records: for the length of the tuition relationship and normally up to 12 months after tuition ends, unless there is a legitimate reason or legal requirement to keep particular records for longer.
• Financial records: for the period required by tax and accounting law.
• Marketing records: while you remain subscribed.
• Marketing suppression records: a minimal record, kept so that an unsubscribe request continues to be respected.
• Website analytics: for the retention period set in our Google Analytics account, which is no longer than 14 months.

11. Your data protection rights

Depending on the circumstances, you have the right to:

• ask for a copy of your personal information
• ask for inaccurate information to be corrected
• ask for information to be deleted
• ask for processing to be restricted
• object to certain uses of your information
• ask for certain information to be transferred
• withdraw consent where we rely on it
• object to direct marketing at any time

To make a request, email enquiries.tutoryork@gmail.com. We may need to verify your identity before responding.

12. Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure. Access to student and parent information is limited to people who need it to provide or administer Tutor York's services.

13. Complaints

If you have concerns about how we have used your personal information, please emailenquiries.tutoryork@gmail.com first. You also have the right to complain to theInformation Commissioner's Office (ICO).

14. Changes to this policy

We may update this policy when our services, technology providers or use of personal information change. The latest version is always published on this page, and the “Last updated” date changes whenever we make a material change.