Privacy Policy & Terms of Service
Last updated: 21 July 2026
1. Privacy Policy & Data Handling (UK GDPR Aligned)
At Austen & Arithmetic, we are committed to protecting the privacy of our students and their families. This Privacy Policy explains how we collect, use, store, and safeguard personal information. We aim to handle personal data in accordance with the principles of the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable data protection standards when providing online educational services to families in the UK.
In this policy, “we”, “us”, and “our” refer to Austen & Arithmetic, an independent tutoring service providing online educational services. Austen & Arithmetic is responsible for processing your personal information. For privacy-related enquiries, please contact: austen.arithmetic@gmail.com.
Information We Collect: We collect information provided directly by parents or legal guardians. This may include parent contact details (such as name, email address, and phone number), the student’s academic level (Key Stage/year group), learning goals, areas requiring support, and lesson progress notes.
How We Use Your Information: Personal information is used to respond to enquiries, arrange assessments, deliver lessons, monitor student progress, communicate with parents, process payments, provide educational feedback, and manage the administration of tutoring services.
Legal Basis for Processing: We process personal data where necessary to provide educational services, fulfil agreed arrangements with families, communicate effectively, and meet legitimate business requirements.
No Direct Collection from Children: We do not knowingly collect personal information directly from children under the age of 16. Registration, consent, payment arrangements, and primary communication are managed through a parent or legal guardian.
Third-Party Services: We use selected third-party service providers to support the operation and delivery of our tutoring services. These may include platforms used for enquiry forms, online lessons, communication, scheduling, payments, document sharing, and website functionality.
Information processed through these services may include parent contact details, student information, lesson requirements, academic information, payment-related information, and technical data required for platform operation. This may include the use of Google Workspace services, such as Google Docs, Google Drive, and shared documents or PDFs, for providing learning resources, homework activities, feedback, and lesson materials.
We only use third-party services where necessary to provide and manage our tutoring services. Third-party providers process personal data according to their own privacy policies and security practices. Parents and guardians are encouraged to review the privacy policies of these providers.
Third-party providers currently used:
Google Sites
Tally
Zoom
Wise
Google Workspace
Data Security & Storage: Student details, lesson notes, and learning records are stored in secure, password-protected digital workspaces. Worksheets and feedback may be shared with parents through secure channels such as email or WhatsApp.
We do not sell or lease personal data. Information is only shared with third parties where necessary to provide our services, such as payment processing, communication, online learning platforms, or website functionality.
Payment Information: Payments are processed through Wise. We do not collect or store payment card details or banking information. Payment providers process payment information according to their own privacy policies.
Communication Platforms: We may use email and WhatsApp for scheduling, lesson updates, and sharing resources. Parents should review WhatsApp’s own privacy practices when choosing to communicate through this platform.
Lesson Recording Policy: To ensure a safe online learning environment, video lessons are never recorded unless explicit, written consent is provided by the parent in advance for academic review purposes.
Your Data Rights: Parents have the right to request access to their personal information, correction of inaccurate details, deletion of records where applicable, and information about how their data is used.
Data Retention: We retain personal information only for as long as necessary to provide our services, maintain academic records, meet legal and accounting obligations, or resolve disputes. Student learning records are generally retained for up to 12 months after the end of tuition. Financial records, including invoices and payment records, are retained for the period required by applicable legal and tax requirements. When information is no longer required, it is securely deleted.
Technical Data: Google Sites may automatically collect limited technical information required to provide secure website functionality, such as basic usage and security information. We do not use this information to identify individual visitors. Some embedded services, such as enquiry forms provided by Tally, may use cookies or collect technical information necessary for their operation.
If you have concerns about how your information is handled, please contact us first so we can address your concerns.
2. Standard Terms of Service
To maintain a consistent, high-quality learning environment for all students, we operate under the following professional boundaries:
Payment Terms: Fees are billed monthly in advance to secure your child’s weekly time slot. Single pay-as-you-go lessons must be settled at least 24 hours before the session begins.
International Settlements: All invoices are issued and payable in British Pounds (GBP). Payments are processed securely via a trusted international payment partner (Wise). Please check if your bank card provider applies a cross-border transaction fee for international settlements.
24-Hour Cancellation Policy: If you need to reschedule a lesson, a minimum of 24 hours' notice is required. Lessons cancelled with less than 24 hours' notice, or missed sessions without prior notification, are fully billable to respect the scheduled time block.
Emergency Exception: We understand that emergencies happen. Every new family receives one "grace pass" for an unexpected late cancellation per academic term.
Tutor Availability: While we make every effort to maintain a consistent lesson schedule, there may be occasions when a lesson needs to be cancelled due to unforeseen circumstances, such as illness or an emergency. In such cases, we will notify you as soon as possible and arrange an alternative lesson time at a mutually convenient time where available. Any prepaid lesson affected by tutor cancellation will either be rescheduled or credited towards a future lesson.
Technical Requirements: Parents are responsible for ensuring the student has access to a stable internet connection, a functional webcam/microphone, and a noise-free learning environment.
Educational Outcomes: While we provide personalised teaching, guidance, and academic support, we cannot guarantee specific academic results or outcomes. Student progress depends on a range of factors, including engagement, effort, consistency, independent study, and external circumstances.
Cooling-Off Period & Service Commencement: By booking lessons, you expressly request that tutoring services begin during the 14-day cooling-off period. You acknowledge that once tutoring sessions have commenced, you lose your right to a refund for any sessions that have already been provided.
3. Contact & Inquiries
For privacy-related enquiries, including requests to access, update, or delete your records, please contact Austen & Arithmetic at austen.arithmetic@gmail.com.