Privacy Policy

Effective Date: 2 June 2025
Last Updated: 2 June 2025

Tom O'Toole Physics tutor_ Physics Online (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data, in accordance with the UK General Data Protection Regulation (UK GDPR).

1. Who We Are

We are an educational service provider offering tutoring and academic support. Our services are based in the United Kingdom and are designed for students and their parents/guardians.

Our contact details are:
Email: totoole@hotmail.co.uk

2. What Information We Collect

We may collect and process the following types of personal data:

From Parents:

Full name
Email address
Phone number
Child’s name and age
Child’s school year or academic level
Academic concerns or goals
Payment details (processed securely via third-party processors)

From Students (only where appropriate):

Assessment data and performance
Learning needs or preferences
Session attendance and engagement

Automatically Collected:

IP address
Device/browser information
Website usage data (via cookies and analytics tools)

3. How We Use Your Information

We use your data for the following purposes:

To provide tutoring and educational services
To communicate with you about sessions, progress, and updates
To respond to enquiries or support requests
To send relevant newsletters or offers (with your consent)
To maintain records for internal reporting and compliance
To improve our website and services

4. Legal Basis for Processing

We process your personal data on the following legal grounds:

Contractual necessity: To fulfil our obligations in providing educational services
Consent: For marketing communications and optional assessments
Legitimate interests: To improve our services and maintain quality standards
Legal obligation: Where required by law or safeguarding responsibilities

5. Who We Share Your Data With

We do not sell your personal data. We may share data with:

Secure payment providers (e.g., Stripe, PayPal)
Learning management systems or platforms used for tuition delivery
Email marketing platforms (e.g., Mailchimp, ConvertKit)
Professional advisors (e.g., accountants)
Legal or safeguarding authorities if required

All third-party services we use comply with UK GDPR or equivalent standards.

6. How Long We Keep Your Data

We retain personal data:

For active clients: as long as services are being used
For inactive clients: typically for up to 2 years after last contact, unless required longer by legal or safeguarding rules

You may request deletion of your data at any time, unless we are required to keep it.

7. Your Rights Under UK GDPR

You have the right to:

Access the personal data we hold about you
Request correction of inaccurate or incomplete data
Request deletion (“right to be forgotten”)
Object to or restrict processing in certain circumstances
Withdraw consent at any time (e.g., marketing emails)
Lodge a complaint with the Information Commissioner’s Office (ICO)

For any request, contact us at: [your@email.com]

8. Cookies and Website Tracking

Our website uses cookies to improve your browsing experience and collect anonymous analytics. You can manage cookie preferences through your browser settings.

9. Safeguarding & Children's Data

We only collect student data with the knowledge and consent of a parent or legal guardian. All sessions and student data are handled with care, in line with safeguarding best practices.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Significant changes will be communicated via email or notice on our website.

11. Contact Us

If you have any questions or concerns about this policy or your data, contact:

PhysisTutor
totoole@hotmail.co.uk

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