Privacy Notice

Who is responsible for your information?

Petersfield Tutoring is responsible for personal information collected through tutoring enquiries and tutoring services. Contact adrian@petersfieldtutor.co.uk.

Information collected

When you contact Petersfield Tutoring, you may provide your name, parent or guardian name, email address, student year group, subject and exam board, current or target grade, areas where support is requested, preferred lesson times and information volunteered in your enquiry.

Only information reasonably necessary to respond to enquiries and provide tutoring should be collected. Please do not include unnecessary sensitive personal information.

How information is used

• Respond to tutoring enquiries and understand the student’s requirements
• Arrange, administer and provide lessons
• Communicate about scheduling and rescheduling
• Manage payments
• Maintain appropriate business and administrative records

Why information may be processed

Processing necessary to arrange and deliver tuition may be based on entering into or performing a contract. Where appropriate, necessary enquiry and student administration information is processed in the legitimate interests of responding to enquiries and providing tuition, taking account of the student’s rights and interests. Financial records may be processed to meet legal obligations. Optional website analytics are based on consent, which can be withdrawn through Cookie preferences.

Email processing

Business email is provided through IONOS. Messages sent to adrian@petersfieldtutor.co.uk are forwarded to a Google Mail account. Email content and associated information may therefore be processed by both IONOS and Google as part of transmission, delivery and storage.

Online lessons

Online tutoring is delivered using Microsoft Teams. Microsoft may process technical, service and meeting-related information necessary to provide Teams, in accordance with its own privacy arrangements.

Website hosting and enquiry form

This website is hosted through OpenAI’s ChatGPT Sites service, using Cloudflare infrastructure. These providers may process technical information needed to deliver and secure the website. IONOS provides the domain and business email services.

The enquiry form sends the information you enter to Formspree for processing and storage in its submission dashboard. Formspree sends enquiry notifications to the business email address. Notifications sent to the business email address are processed by IONOS and then Google through the forwarding arrangement described above. The website does not maintain its own submission database.

Website analytics

Google Analytics loads only after a visitor accepts optional analytics on this HTTPS website. It may collect website usage information such as pages visited and browser or device information. Microsoft Clarity is configured to collect website interaction information, including heatmaps and session recordings, only after consent. The entire Contact page is excluded from Clarity tracking.

Rejecting optional analytics prevents Google Analytics and Microsoft Clarity from loading. You can withdraw consent using Cookie preferences in the footer. Advertising consent remains denied. The integration does not send enquiry field values to Google Analytics.

Payments and scheduling

Payment is made in advance by bank transfer. Bank details are provided privately once tuition is arranged and should not be submitted through the enquiry form. Scheduling and rescheduling are handled by email.

Financial records may be retained longer than general tutoring records where required for legal, accounting or taxation purposes.

How long information is retained

Information relating to tutoring enquiries and client administration will normally be retained for up to one year after the last relevant contact or final tutoring session.

Information may be retained longer where necessary to meet legal, accounting, taxation or other regulatory obligations. Formspree also stores form submissions. Its submission archive is separate from email copies and is governed by the service plan and provider retention arrangements. The one-year policy above applies to tutoring enquiry and administration records under Petersfield Tutoring’s control. Requests about retained enquiry information can be sent to the business email address.

International processing

Service providers may process information outside the UK. This includes Formspree processing in the US and Microsoft Clarity data held in US data centres. Providers describe their international processing and transfer arrangements in their privacy policies. You can request further information about the providers used by contacting Petersfield Tutoring.

Sharing information

Personal information is not sold. Providers involved in delivering the service include IONOS for domain and business email services, Google for Gmail storage and processing, Microsoft for Teams, Formspree for contact-form processing and storage, and banking providers for bank-transfer payments.

Google also processes website usage information through Google Analytics where a visitor accepts optional analytics on the HTTPS website. Microsoft also processes website interaction information through Clarity where optional analytics are accepted. The Contact page is excluded. OpenAI and Cloudflare also provide website hosting and delivery services.

Information relating to children

Tutoring may involve information relating to students under 18. Only information reasonably necessary to respond to enquiries, arrange tuition and provide services should be collected.

Parents and students may make initial enquiries. Where appropriate, administrative and payment arrangements for students under 18 should involve a parent or guardian.

Your rights

Depending on the circumstances, you may have rights to access, correct or erase personal information, restrict its use, object to processing or request portability. These rights may be subject to legal exceptions.

Send requests to adrian@petersfieldtutor.co.uk. You may also raise concerns with the UK Information Commissioner’s Office.

Cookies and similar technologies

Essential technologies may be used where needed for the website to function. Cookie preferences are remembered in this browser for up to 180 days. Google Analytics cookies are configured with a 30-day lifetime without automatic renewal. These cookie lifetimes are separate from the retention settings for information held by Google. Google Analytics user and event data are retained according to the property’s settings; aggregated reports may have different retention arrangements.

Google Analytics is an optional, non-essential technology and is blocked until consent on the intended HTTPS website. Clarity also loads only after consent and does not load on the Contact page. Provider retention information is available in Google’s data retention guidance and Microsoft’s Clarity retention guidance.