Privacy Notice

1. Who is responsible for your information?

Stephen Vine Tutoring is operated by Stephen Vine. For data-protection purposes, Stephen Vine is the controller of personal information used to provide the tutoring service.

2. Information I may collect

Depending on the enquiry or tutoring arrangement, I may collect:

• the name, email address and telephone number of the person making the enquiry or booking;
• the student’s name, year group or level, subject, exam board and educational goals;
• information about topics, assessments or areas where support is requested;
• booking, attendance, payment and transaction information;
• emails, messages and other communications;
• lesson notes and information needed to plan or provide tuition; and
• technical information processed by the website and the third-party services used for booking and online tuition.

3. Children and young people

Many students are under 18. Where the student is under 18, a parent or guardian should normally make the booking and provide the main contact details. I aim to collect only the information about the student that is reasonably necessary to provide effective tuition.

Please avoid sending sensitive personal information unless it is relevant and necessary. If information about health, disability or additional learning needs is provided because it is helpful for adapting tuition, it will be treated carefully and used only for that purpose or another purpose that has been clearly explained.

4. Why I use personal information

Purpose	Typical lawful basis
Responding to enquiries and arranging an introductory consultation	Taking steps at your request before entering into a contract and legitimate interests in responding to genuine enquiries
Booking, providing and administering tutoring	Performance of a contract
Keeping appropriate lesson and communication records	Performance of a contract and legitimate interests in providing a consistent, safe and effective service
Payments, accounting and tax records	Performance of a contract and compliance with legal obligations
Protecting the website, accounts and services from misuse or security problems	Legitimate interests in security and service integrity
Using sensitive information about health, disability or learning needs where genuinely necessary	Only where an appropriate lawful condition applies, which may include explicit consent

I do not currently use client information for unrelated marketing. If I introduce optional marketing emails in future, I will provide an appropriate choice and update this notice.

5. Services that may process your information

I use a small number of service providers to operate the tutoring service. Depending on how you interact with the service, information may be processed by:

• TidyCal for booking, scheduling and booking-form information;
• the payment provider shown at checkout for secure payment processing;
• Google Meet / Google Calendar for introductory consultations and scheduling;
• BitPaper for online tutoring classrooms, shared lesson work and, where used, audio/video calls;
• Cloudflare for hosting, delivery and security of this website; and
• email and communications providers used to correspond with you.

These providers process information under their own terms and privacy arrangements. Where a provider acts as a processor on my behalf, I remain responsible for using it appropriately.

6. International data transfers

Some technology providers may process or store personal information outside the United Kingdom. Where this occurs, I use providers that make appropriate transfer arrangements available, such as recognised adequacy arrangements or approved contractual safeguards, where required by data-protection law.

7. How long I keep information

I keep information only for as long as it is reasonably needed for the purpose for which it was collected, or to meet legal, accounting or safeguarding requirements. As a working guide:

• enquiries that do not become a tutoring arrangement will normally be deleted or anonymised within 12 months;
• routine student and lesson records will normally be reviewed and deleted within 2 years of the last lesson, unless there is a good reason to retain them longer;
• financial and transaction records may be retained for up to 6 years or for any longer period required by tax or other law; and
• information connected with a complaint, dispute or safeguarding concern may be kept for as long as reasonably necessary to deal with that matter.

8. Security

I take reasonable steps to protect personal information, including using reputable service providers, access controls and secure accounts. No online system can be guaranteed to be completely secure, but unnecessary personal information will not be requested or retained deliberately.

9. Cookies and the website

This website does not currently use its own advertising or analytics cookies. Cloudflare may use strictly necessary security technologies, and the embedded TidyCal booking service may use essential session and security cookies needed for the booking service to work.

If analytics, advertising or other non-essential tracking is introduced later, the website and this notice will be updated and consent will be obtained where required.

10. Your data-protection rights

Depending on the circumstances, UK data-protection law may give you rights to:

• ask for a copy of personal information held about you;
• ask for inaccurate information to be corrected;
• ask for information to be deleted in certain circumstances;
• restrict or object to some uses of your information;
• receive certain information in a portable format; and
• withdraw consent where consent is the basis for processing.

To exercise a right or ask a privacy question, contact tutor@stephenvine.co.uk. I may need to verify your identity before responding to a request.

11. Complaints

Please contact me first if you have a concern about how your information is being used. You also have the right to complain to the UK Information Commissioner’s Office (ICO).

Information Commissioner’s Office — make a complaint

12. Changes to this notice

This notice will be reviewed when the service or the way personal information is used changes. The latest version will be published on this page.