GDPR Policy

Introduction

We protect your personal data in line with the requirements of the General Data Protection Regulation (GDPR). The GDPR requires data controllers such as ourselves to document our lawful basis for processing personal data. It also gives you rights over how your data is processed. 

 

This privacy notice tells you what to expect us to do with your personal information.

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Contact details

The data controller responsible for this website is Daisy Hotopf, who can be contacted at daisy@wellbeingtutor.com.

 

This website contains links to third-party websites, which have their own data controllers and privacy policies. This privacy policy applies only to this website.

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Disclosures

In addition to any sharing of data described elsewhere in this privacy policy, we may disclose data for legal reasons. If we suspect criminal activity or a safeguarding concern, we may disclose data relating to those involved or affected to the appropriate authorities. We may also be obliged to disclose data if we receive a request from an appropriate authority.

 

Third-Party Service Providers (Data Processors)

 

We sometimes share your personal data with trusted third-party providers who help us deliver our services. These providers act as data processors, which means they process personal data strictly on our instructions and under binding contractual terms. Examples include:

• Email and communication tools – Gmail

• Client management and booking systems – Wix

• Payment processors – Stripe via Wix

• Cloud storage and file sharing – Google Drive

 

These providers are only allowed to use your data for the purpose of providing their services to us. They are not permitted to use your information for their own purposes.

 

Some of our service providers are based outside the UK or the European Economic Area (EEA), which means that personal data may be transferred internationally. Where this happens, we take steps to make sure your information remains protected:

• If the country has an adequacy decision from the UK government (for example, EU/EEA member states), data can flow freely.

• If not, we use approved safeguards such as the UK International Data Transfer Agreement (IDTA), the EU Standard Contractual Clauses (SCCs) with UK addendum, or participation in recognised frameworks like the EU–US Data Privacy Framework.

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For example:

• We use Google Workspace (Google LLC, USA). Where data is transferred to the USA, it is safeguarded using Standard Contractual Clauses and, where applicable, the EU–US Data Privacy Framework.

• We use Stripe (Stripe Inc., USA) to process payments. Stripe complies with the EU–US Data Privacy Framework and offers contractual safeguards for UK data transfers.

 

What information we collect, use, and why

 

We collect or use the following information for student education and welfare:

• Names and contact details for students/children

• Names and contact details for parents, guardians, carers

• Pronoun preferences

• Next of kin and emergency contact information

• Payment details and financial information including transactions

• Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)

• Account access information

• Exam results and qualifications

 

We collect or use the following information for information updates or marketing purposes:

• Names and contact details

 

Lawful bases and data protection rights

 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website

 

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

 

If you make a request, we must respond to you without undue delay and in any event within one month.

 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

 

Our lawful bases for the collection and use of your data

 

Our lawful bases for collecting or using personal information for student education and welfare are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

Where we get personal information from

• Directly from you

• Parents or carers

• Local authorities or local councils

 

How long we keep information

 

We only keep your information for as long as we need it. If you sign up to hear about our courses, we’ll hold your details for up to 2 years unless you ask us to remove them sooner. If you become a paying customer, we’ll keep your contact and payment details for 6 years after your last course or payment, as required by HMRC and contract law. Safeguarding records (where relevant) are kept until the child turns 25, in line with statutory guidance. After these periods, your data will be securely deleted or anonymised.

 

How to complain

 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

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The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

 

Last updated: 11 September 2025