Smartutor Ltd · smartutor.co.uk

Last updated: 7 June 2026

This privacy policy explains how Smartutor Ltd collects, uses, and protects your personal information when you use our website or sign up for our tutoring programme. We have written it in plain English so it is easy to understand.

Please read this policy before sharing any personal information with us. If you have any questions, you can contact us at admin@smartutor.co.uk.

 

1. Who We Are

Company name: Smartutor Ltd

Company registration number: [PLACEHOLDER — insert upon incorporation]

Registered address: 73 Galloway Road, Drakelow, Burton-On-Trent, DE15 9UJ

Registered in: England and Wales

Website: smartutor.co.uk

Email: admin@smartutor.co.uk

ICO Registration Number: [PLACEHOLDER — check ico.org.uk/registration and insert your number here once registered]

 

Smartutor Ltd is the data controller for the personal information described in this policy. This means we decide how and why your data is used.

 

2. What Personal Information We Collect

We collect the following information about parents and guardians who register or contact us:

• First name and last name

• Email address

• Your child's school year group (Year 5 or Year 6)

• The programme tier you are interested in or have booked

• Payment information (processed securely by our payment provider — we never see or store your full card details)

• Session attendance records

• Messages you send us via our contact form or by email

 

We do not collect your child's name, email address, or any direct contact details for your child. All our contracts are with the parent or guardian. The only child-related information we collect is their year group, provided by you.

 

3. How We Collect Your Information

We collect your information in the following ways:

• When you sign up to our waitlist

• When you complete a booking or enrolment form

• When you send us a message via our contact form

• Through email correspondence with us

• Through session attendance records on Zoom

 

4. Why We Use Your Information (Lawful Basis)

Data protection law requires us to have a legal reason (called a ‘lawful basis’) for using your personal information. We use the following:

 

4.1 Contract

When you book a place on the Smartutor programme, we use your information to deliver the service — for example, to send you joining instructions, confirm your sessions, and maintain attendance records. This processing is necessary to fulfil our contract with you.

 

4.2 Consent

If you agree to receive our marketing emails (for example, programme updates, tips, or news), we will only send these with your explicit consent. You can withdraw your consent at any time by clicking ‘unsubscribe’ in any email or by contacting us at admin@smartutor.co.uk.

 

4.3 Legal Obligation

We are required by law (including HMRC financial record-keeping requirements) to retain certain information for a period of time. We use your data to comply with these obligations.

 

5. How Long We Keep Your Information

We do not keep your data longer than necessary. Here is how long we retain different types of information:

 

• Waitlist sign-up data

    Kept for 24 months from sign-up, or until you ask us to delete it — whichever is sooner.

• Customer and payment records

    Kept for 6 years, as required by HMRC.

• Contact form enquiries

    Kept for 12 months from the date of your enquiry.

• Session attendance records

    Kept for the duration of the programme, plus 12 months.

 

6. Who We Share Your Information With

We do not sell your data. We do not share your data with third parties for marketing purposes. We only share your information with trusted service providers who help us run Smartutor. These are:

 

• Wix (website platform and forms) — wix.com

• MailerLite (email marketing) — mailerlite.com

• Zoom (online session delivery) — zoom.us

• Stripe / Wix Payments (secure payment processing) — stripe.com

• Google Analytics (anonymised website traffic analysis) — analytics.google.com

 

Each of these providers acts as a ‘data processor’ — they only use your data to provide their service to us and are bound by their own data protection obligations. We have Data Processing Agreements in place with our processors where required.

All processors we use operate in accordance with UK GDPR. Where data is transferred outside the UK (for example, to US-based services), this is done under appropriate safeguards, including Standard Contractual Clauses or adequacy decisions where applicable.

 

7. Cookies

Our website uses cookies — small text files stored on your device that help the website work correctly and allow us to understand how visitors use it.

 

7.1 Strictly Necessary Cookies (Wix)

Wix, our website platform, places functional cookies that are essential for the website to operate. These cannot be turned off, as they are required for basic functions such as page loading and security.

 

7.2 Analytics Cookies (Google Analytics)

We use Google Analytics to understand how visitors use our website — for example, which pages are most popular. This data is anonymised and cannot be used to identify you personally. You can decline these cookies via the cookie banner when you first visit our website.

 

We do not use any advertising, tracking, or profiling cookies.

 

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal information:

 

• Right to access — You can ask us for a copy of the personal information we hold about you.

• Right to correction — You can ask us to correct any information that is inaccurate or incomplete.

• Right to erasure — In certain circumstances, you can ask us to delete your personal information.

• Right to restrict processing — You can ask us to pause how we use your information in certain situations.

• Right to withdraw consent — Where we process your data based on consent (e.g. marketing emails), you can withdraw that consent at any time.

 

To exercise any of these rights, please contact us at admin@smartutor.co.uk. We aim to respond to all requests within 30 days.

We may need to verify your identity before we can action your request. We will not charge a fee for reasonable requests.

 

9. Data Security

We take the security of your personal information seriously. We use secure, reputable third-party platforms (as listed in Section 6) and do not store payment card details ourselves — all payments are handled by Stripe or Wix Payments.

While no system can guarantee 100% security, Smartutor Ltd takes reasonable steps to protect your data from unauthorised access, loss, or misuse. If you become aware of any security concern, please contact us immediately at admin@smartutor.co.uk.

 

10. Children's Privacy

Smartutor’s tutoring programme is designed for children in Years 5 and 6. However, all registrations, bookings, and correspondence are managed exclusively with the parent or guardian.

We do not knowingly collect personal data directly from children. The only child-related data we collect is the year group (Year 5 or Year 6), which is provided by the parent. We do not collect your child’s name, contact details, or any other personal information about them directly.

 

11. Changes to This Policy

We may update this privacy policy from time to time. If we make significant changes, we will notify you by email or by posting a clear notice on our website. The date at the top of this page shows when it was last updated.

We encourage you to review this policy periodically to stay informed about how we protect your information.

 

12. How to Contact Us and How to Complain

12.1 Contacting Us

If you have any questions about this privacy policy, want to exercise your rights, or have a concern about how we use your data, please get in touch:

 

Smartutor Ltd

Registered address: 73 Galloway Road, Drakelow, Burton-On-Trent, DE15 9UJ

Email: admin@smartutor.co.uk

Website: smartutor.co.uk

 

We will always do our best to resolve any concern promptly and fairly. We aim to respond within 30 days.

 

12.2 Complaining to the ICO

If you are not satisfied with our response, or if you believe we are processing your data unlawfully, you have the right to complain to the UK’s data protection regulator:

 

Information Commissioner’s Office (ICO)

Website: ico.org.uk

Helpline: 0303 123 1113

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

 

We would appreciate the opportunity to address your concerns before you contact the ICO, but you are always entitled to contact them directly.

 

This policy applies to smartutor.co.uk, operated by Smartutor Ltd, a company registered in England and Wales. Registered address: 73 Galloway Road, Drakelow, Burton-On-Trent, DE15 9UJ. This policy was drafted to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Last updated: 7 June 2026.