In short: we collect only what we need to answer your enquiry, arrange tutoring and mark papers you send us. We never sell it. Analytics and advertising cookies are off unless you switch them on.
Who we are
Richmond Tutoring Company Ltd (company number 16871015), trading as Richmond Tutoring, 37 Talma Gardens, Twickenham TW2 7RB, is the controller of the personal data described here. Questions or requests: hello@richmondtutoring.co.uk or 07901 286606.
What we collect
- Enquiry and demo-class forms: name, email, phone, the student’s year group, subject and exam board, and anything you write in the message box.
- Free paper analysis: the details above plus tier, target grade, which papers you sat, and the scans or photos of the student’s answers. We then add the tutor’s marking, report and any marked-up papers.
- Free KS3 and GCSE Maths checks: the answers given, the time taken, the year group or tier, and the result. We do not ask for a name unless you request the full report; if you do, we take your name, email and phone (optional) and keep the check with your enquiry.
- How you found us: the page the form was sent from, the website that referred you, advertising campaign tags and, if you arrived by clicking a Google ad, the ad click identifier from the page address. We keep these with your enquiry so we know which of our adverts work; they are shared with Google only if you allow personalisation cookies. Your approximate country (from your internet connection) and browser type, to help us spot spam.
- If you become a student: the student’s name, school, year group, subjects and tutor; the student’s own email and phone if they have given them; parent or guardian names, emails and phone numbers; lesson times; and our notes about progress. We take a date of birth only to work out the school year group and do not keep it.
The grade calculator runs entirely in your browser: the marks you enter are not sent to us.
Why, and on what basis
- To answer your enquiry, book a demo class and provide tutoring, including keeping student and parent records, arranging lessons and tracking progress — because you asked us to (steps before, and performance of, a contract).
- To mark papers and write your report — to provide the free service you requested.
- To follow up an enquiry by email, phone or WhatsApp, and to understand which pages and adverts bring families to us — our legitimate interests in running and improving the business. We only contact you about your own enquiry; we do not send marketing newsletters without asking.
- Analytics and advertising cookies — only with your consent, which you can change at any time.
- Keeping records we are legally required to keep (for example, invoices) — legal obligation.
Children
Our students are 11 to 18. Forms should be sent by a parent or guardian, or by a student aged 16 or over; the paper-analysis form asks you to confirm this. Student records are given to us by a parent or guardian, or by the student if they are 16 or over. Tutors see a student’s details and work only to teach and mark it. If you think a younger child has sent us details without a parent, contact us and we will delete them.
Where it is kept, and who helps us
We use a small number of trusted providers who process data on our instructions:
- Cloudflare — website hosting, the database that stores enquiries and student records, and private storage for uploaded papers (held in Western Europe), plus the secure login our staff use.
- Google — Google Analytics and Google Ads measurement, only if you allow those cookies; our email.
- OpenAI — ChatGPT Ads measurement (whether an advert shown in ChatGPT led to an enquiry), only if you allow personalisation cookies. To match an enquiry to an advert, OpenAI’s measurement code may send a scrambled (hashed) copy of the email address or phone number entered in a form; OpenAI does not receive them in readable form.
- TutorBird — our scheduling and invoicing system, once lessons are booked. We copy the student and parent details listed above from it into our own records.
Some providers may process data outside the UK. Where they do, it is protected by the UK’s adequacy regulations or approved contract terms (such as the UK International Data Transfer Addendum). Uploaded papers are never public: they can be opened only by our staff, or through the private report link we give you.
How long we keep it
- Enquiries that do not become lessons: up to 24 months from our last contact, then deleted.
- Uploaded papers and reports: up to 12 months after the report is published, unless the student goes on to have lessons with us. You can ask us to delete them sooner.
- Maths checks: a check you unlocked is kept and deleted with your enquiry. Checks without a name hold no personal details and are kept to improve the questions.
- Students: for as long as lessons continue, then up to 24 months; financial records for 6 years, as the law requires.
Your rights
You can ask us for a copy of your data, to correct it, to delete it, to restrict or object to how we use it, or to move it to another provider. Email hello@richmondtutoring.co.uk and we will reply within one month. If you are unhappy with how we have handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk — though we would appreciate the chance to put it right first.
Cookies and similar storage
When you first visit, nothing optional is set until you choose in the cookie banner. You can change your mind at any time with Cookie preferences (also in the footer). “Performance” covers Google Analytics; “Personalisation” covers Google Ads and ChatGPT Ads measurement and our own record of how you found us.
| Name | Type | Purpose | Kept for |
|---|---|---|---|
rt_consent | Essential | Remembers your cookie choice (stored in your browser) | 12 months |
_ga, _ga_* | Performance | Google Analytics: counts visits and which pages are useful | Up to 2 years |
_gcl_au, _gcl_aw, _gcl_gb | Personalisation | Google Ads: tells us whether an advert led to an enquiry | 90 days |
rt_click, rt_utm, rt_ref | Personalisation | Our own record of the advert or campaign that brought you here, attached to your enquiry (stored in your browser) | 90 days (rt_ref: this visit) |
If you decline, Google may still receive limited information that does not use cookies (such as the fact that a page was viewed) so that it can estimate results without identifying you. When you allow personalisation cookies and send a form, Google Ads receives a scrambled (hashed) version of your email and phone number so it can match the enquiry to an ad click; Google cannot read the originals from it. Staff who sign in to our admin area also receive a login cookie from Cloudflare.
Changes
We will update this page if what we do changes, and change the date at the top.