Who we are
The data controller is Rosa Maria Severino, trading as Rosa Severino English Tutoring, a sole trader based in Hoddesdon, Hertfordshire. You can contact us by email at rosie@english-tutoring.co.uk with any question about this policy or the personal data we hold about you.
Correspondence address:
Uk Postbox
PO Box 7169
Poole
Dorset
BH15 9EL
ICO registration number: ZC254132
What we collect
We collect different information depending on how you interact with us.
When you use the enquiry form, we collect the parent or guardian's name, email address and phone number (optional), the enquiry type, preferred session times, the student's year group, exam board, set texts, focus area, any free-text notes you add, and how you heard about us. Submitting the form triggers an automatic acknowledgement email to the address you give.
If your child becomes an ongoing student, we also keep a progress log, work shared with you in a Google Drive folder, and a record of the sessions booked and paid for.
Website analytics are collected only if you accept cookies. See our Cookie Policy for full details.
Why we collect it, and on what basis
Data protection law requires us to have a lawful basis for each way we use your data. Ours are:
- Responding to enquiries and arranging sessions - legitimate interests
- Delivering tutoring once a session is booked - performance of a contract
- Keeping financial records - legal obligation
- Analytics - consent
Special category data
The free-text notes field on the enquiry form may contain information about a child's learning needs or health - for example a diagnosis relevant to how they learn. Under data protection law this counts as special category data. You share it with us voluntarily, and we only use it to plan sessions properly around your child's needs. We do not use it for anything else.
Who else sees it
We use the following providers to run this business and website:
- Google Workspace (email, Drive and Sheets) - to communicate with you, store shared work, and record enquiries and bookings
- Vercel - to host this website
- Google Analytics - only if you accept cookies
These providers may process data outside the UK, under appropriate safeguards required by data protection law.
We do not sell your data, and we do not share it with anyone for marketing purposes.
Children
We ask parents and guardians to make enquiries on a child's behalf. Any shared folders or accounts relating to a student's tutoring are set up with the parent or guardian, never directly with the student.
How long we keep it
How long we keep your data depends on what it is:
- Enquiries that do not become lessons - kept for 12 months from the last contact, then deleted. This allows for a family who gets in touch, waits, and comes back the following term.
- Student records, including progress notes and anything shared about a child's learning needs - kept for 12 months after the last lesson, then deleted. This allows for a student who returns before an exam series or asks for a reference.
- Financial records, including invoices and payment records - kept for 6 years, as required by HMRC. These contain names and amounts, not lesson notes or information about a child's learning needs.
- Website analytics - as set out in our Cookie Policy, and only collected where you have consented.
You can ask us to delete your child's records sooner, and we will do so unless we are legally required to keep them - which applies only to financial records.
Your rights
Under data protection law, you have the right to:
- Access the personal data we hold about you
- Have inaccurate data corrected (rectification)
- Ask us to delete your data (erasure)
- Ask us to restrict how we use your data
- Object to how we use your data
- Receive your data in a portable format
- Withdraw consent at any time, where we rely on consent
To exercise any of these rights, email us at rosie@english-tutoring.co.uk.
If you are unhappy with how we have handled your data, you also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
Related policy
This policy covers how we handle your personal data. For details on cookies and website analytics specifically, see our Cookie Policy.