Privacy notice
This notice explains what personal information I collect when you contact me about maths tutoring or become a client, why I need it, and what your rights are. I've tried to keep it short and plain.
Who I am
I'm James Willmott, a self-employed maths tutor trading as James Willmott Maths Tutoring. I am the "data controller" for the information described here, which means I decide how it's used and I'm responsible for looking after it.
To contact me about your information, use the contact form on my website, or reply to any email I've sent you.
What I collect
When you enquire (contact form, booking a free call, Facebook/Instagram lead form, or a message):
- your name, email address and (if you give it) phone number
- your child's year group, exam board, whether you'd prefer online or in-person lessons, and the evenings that might suit
- anything you choose to tell me in your message
- how you heard about me
If you become a client:
- your child's first name (and surname if needed for invoicing or lesson links)
- notes I make about your child's learning: topics covered, progress, and what to work on next
- invoices and payment records
- the messages and emails we exchange about lessons
In-person lessons (at my home in Exeter) don't involve collecting any extra information. Any paper working stays with your child; any paper notes I keep are stored securely and shredded when no longer needed.
Extra-sensitive information: you might choose to tell me about something like a learning difficulty, SEND, or a health condition so I can teach your child well. I'll only use it for that purpose, keep it to the minimum I need, and never share it. Because this is "special category" data, I rely on your explicit permission to hold it, and you can ask me to delete it at any time.
I don't use cookies or tracking on my website, I don't sell or rent anyone's data, and I don't send marketing emails. I don't record lessons. If that ever changes, I'll ask you first.
Why I use it, and the legal basis
| What I do with it | Legal basis (UK GDPR) |
|---|---|
| Reply to your enquiry and arrange a free call | Taking steps at your request before entering a contract |
| Plan and teach lessons, keep progress notes, send lesson links | To perform our contract (tutoring) |
| Invoice and keep financial records | Contract, and my legal obligation to keep tax records |
| Hold any SEND or health details you share | Your explicit consent |
| Keep basic records in case of a dispute or complaint | My legitimate interests in running my business properly |
Children's information
My client is the parent or carer, and I communicate with you about bookings and payments. I collect as little information about your child as I can. If a student is 16 or over (e.g. a resit student or an adult Functional Skills learner), they may be the client themselves.
Who I share it with
I don't share your information with anyone except the services I use to run my business, and only as far as each one needs:
- Google (Gmail, Google Calendar and its appointment booking page, Google Meet): email, scheduling and the free introductory call
- Microsoft Teams: live online lessons (not recorded)
- Miro: the shared online whiteboard we work on in lessons. Your child's written working is saved on the board.
- Netlify: hosts my website and passes contact-form messages to me
- Meta (Facebook/Instagram): only if you fill in one of my lead forms on Facebook or Instagram; Meta's own privacy policy also applies
- My bank: for payments
Some of these companies store data outside the UK (for example in the USA). Where that happens, they rely on legal safeguards approved for UK data, such as the UK–US "data bridge" or standard contract clauses.
I'll share information if the law requires it, or if I have a safeguarding concern about a child's safety. In that case I'll follow proper safeguarding procedures.
How long I keep it
- Enquiries that don't go ahead: deleted within 12 months.
- Lesson notes and contact details for clients: kept while lessons continue and deleted 12 months after they end, so I can help if you come back or need a reference.
- Invoices and payment records: kept for at least 5 years after the 31 January tax return deadline for the relevant tax year, because HMRC requires it.
How I keep it safe
Your information is kept in password-protected accounts with two-step verification turned on, on devices that are locked and kept up to date. Paper notes, if any, are kept securely and shredded when no longer needed.
Your rights
You have the right to:
- ask for a copy of the information I hold about you (and your child)
- ask me to correct anything that's wrong
- ask me to delete your information (unless I have to keep it, e.g. tax records)
- object to, or ask me to restrict, how I use it
- withdraw consent at any time, where I rely on consent
- ask for your information in a portable format
Just get in touch using the contact form or by replying to any email from me. I'll reply within one month. There's no charge.
Complaints
If you're unhappy with how I've handled your information, please tell me first and I'll do my best to put it right. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, or 0303 123 1113.
Changes
I'll update this notice if anything changes, and the date at the top will show when.