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Privacy Policy and Cookie Policy

This Privacy Policy explains how Latin Tutor Online (“Company,” “we,” “us,” or “our”) collects, uses, shares, and protects personal data in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We are committed to safeguarding the privacy and security of personal information provided to us in the course of our tuition services.

Data Controller

Ana Martin, trading as Latin Tutor Online, is the data controller responsible for the processing of personal data collected through our tuition services. If you have any questions or concerns regarding the processing of your personal data, please contact us using the details provided at the end of this policy.

Legal Basis for Processing

We process personal data based on one or more of the following legal bases:

  • Performance of a Contract: processing necessary to deliver tuition services, or to take steps at your request prior to entering into a contract.

  • Legitimate Interests: processing necessary for our legitimate interests (such as sending service-related marketing under the PECR soft opt-in, described below), provided these are not overridden by your interests or rights.

  • Compliance with Legal Obligations: processing necessary to meet legal obligations, including safeguarding, tax, and accounting requirements.

  • Consent: where processing is based on consent, you may withdraw it at any time.

Information We Collect

  • Contact information (name, address, email address, telephone number) to communicate with you regarding tuition services and to schedule sessions.

  • Student information (name, age, year group/grade, academic performance, examination centre/school) to tailor tuition to individual student needs, monitor progress, and meet safeguarding obligations.

  • Payment information (processed via Stripe and Teachable) to administer fees and subscriptions. We do not store full card details ourselves.

  • Session recordings, where sessions are part of a group programme – see Group Session Recordings below.

Use of Information

We use the information we collect to:

  • Provide tuition services and fulfil our contractual obligations to students, parents/guardians, and (where applicable) schools.

  • Communicate with students, parents/guardians, and schools regarding scheduling, lesson content, progress, and feedback.

  • Monitor student progress and provide academic references (e.g. UCAS, predicted grades) where applicable.

  • Comply with legal and regulatory requirements, including safeguarding obligations and financial record-keeping (including under Making Tax Digital).

  • Send newsletter and marketing communications, where permitted – see Newsletter and Marketing Communications below.

Newsletter and Marketing Communications

If you become a Client of Latin Tutor Online, you will automatically be added to our email newsletter, which shares updates on our services, courses, and resources. We rely on the “soft opt-in” exception under the Privacy and Electronic Communications Regulations (PECR), which permits sending marketing emails to existing clients about our own similar services without separate consent, provided a clear and free opt-out is offered.

You can unsubscribe at any time using the link in every newsletter email. Unsubscribing from the newsletter does not affect emails relating directly to your or your child’s tuition (lesson summaries, scheduling, invoices) – these are sent on the basis of performance of our contract with you and are not marketing.

Our newsletter is managed through Kit (ConvertKit) – see International Transfers below.

Group Session Recordings

Where sessions are delivered as part of a group programme (including small group tutorials, workshops, or masterclasses), some sessions may be recorded for catch-up purposes. Recordings may include participants’ images, voices, and names, and are made available only to enrolled students of that group, within the relevant Teachable school. Recordings are retained for no longer than 8 weeks from the date of the session, after which they are permanently deleted.

Sharing of Information

We may share personal information with the following categories of recipients:

  • Schools: where the school is our client and has contracted us to deliver tuition to their students, or where a parent/guardian has given written consent to share information with the student’s school.

  • Service providers: third parties who support our operations, namely Teachable (subscriptions and course hosting), TutorBird (scheduling, invoicing, lesson records), Kit/ConvertKit (email communications), Stripe (payment processing), Wix (website hosting), Calendly (appointment booking), Cloudflare (security, used by several of the above), Google/YouTube (embedded video content and reCAPTCHA), and Adobe Analytics (site usage statistics).

  • Regulatory or safeguarding authorities: where required by law, or where we have a safeguarding concern, in accordance with our Safeguarding Policy.

We do not sell or rent personal information to third parties for marketing purposes, and we will never share Client information with another Client without written consent.

International Transfers

Some of our service providers (including Teachable, Kit/ConvertKit, Calendly, Google/YouTube, and Adobe Analytics) are based outside the UK. Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place – such as Standard Contractual Clauses or reliance on a UK adequacy decision – to protect your data in line with UK GDPR.

Data Retention

We retain personal data only for as long as necessary for the purposes it was collected, including the following typical periods:

  • Tuition and client records: for the duration of the tutoring relationship, and for 7 years afterwards, in line with accounting and contractual record-keeping requirements.

  • Financial records: at least 6 years, in line with HMRC requirements.

  • Group session recordings: up to 8 weeks from the date of the session.

  • Safeguarding records: retained in accordance with statutory guidance, including Keeping Children Safe in Education.

Data Subject Rights

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

  • Right of Access – to request a copy of your personal data and information about how it’s processed.

  • Right to Rectification – to request correction of inaccurate or incomplete data.

  • Right to Erasure – to request deletion of your data in certain circumstances.

  • Right to Restriction of Processing – to request we limit processing in certain circumstances.

  • Right to Data Portability – to receive your data in a structured, machine-readable format.

  • Right to Object – including the right to object to direct marketing at any time.

  • Right to Withdraw Consent – where processing is based on consent.

  • Right to Lodge a Complaint – you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, if you believe your data has been processed unlawfully. Visit ico.org.uk for further information.

To exercise any of these rights, please contact us using the details below.

Data Security

We implement appropriate technical and organisational measures to protect personal information, including access controls, encryption, and two-factor authentication. No method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

Special category data and data relating to children (under 18) and vulnerable adults (“Sensitive Data”) is subject to additional safeguards:

  • Storage locations are reviewed at least every three months to ensure appropriate security.

  • Access to Sensitive Data is restricted to what is reasonably necessary to discharge our contractual and statutory duties.

  • In the event of a data breach (suspected or known), we will assess and mitigate the breach promptly, inform affected data subjects in clear language, and take any necessary steps to prevent further harm.

Cookie Policy

This website uses cookies and similar technologies to recognise you when you visit. Cookies set by us are “first-party cookies”; cookies set by other parties (e.g. Google, YouTube, Cloudflare) are “third-party cookies,” used to provide features such as security, video embeds, and analytics.

You can accept or reject non-essential cookies via the Cookie Consent Manager shown in the notification banner on the website. Essential cookies cannot be rejected, as they are required for the site to function. You can also control cookies through your browser settings.

Essential cookies (strictly necessary; cannot be rejected)

  • svSession (Wix) – used in connection with user login

  • _GRECAPTCHA (Google reCAPTCHA) – verifies the user is not a bot

  • hs (Wix) – used for security reasons

  • __cf_bm (Cloudflare, via Kit, ConvertKit, Calendly) – bot management/protection

Performance and functionality cookies (non-essential)

  • XSRF-TOKEN (Wix) – prevents cross-site request forgery

  • __Secure-ROLLOUT_TOKEN (YouTube) – manages phased rollout of new YouTube features

  • VISITOR_PRIVACY_METADATA (YouTube) – stores cookie consent state

  • _cfuvid (Cloudflare, via Calendly) – security/performance, identifies trusted traffic

  • fedops.logger.sessionId (Wix) – site stability/effectiveness measurement

Analytics and customisation cookies

  • s7 (Adobe Analytics) – gathers data on site usage and user behaviour

  • NID (Google) – remembers user preferences

Advertising cookies

  • VISITOR_INFO1_LIVE (YouTube) – used with embedded YouTube videos for targeted advertising across Google services

  • YSC (YouTube) – used with embedded YouTube videos for targeted advertising across Google services

Unclassified cookies (pending categorisation by their providers)

  • ckid (pages.latintutoronline.com), Priority (google.com), server-session-bind (latintutoronline.com)

We may also use web beacons/tracking pixels (e.g. in marketing emails) to measure email open rates and campaign effectiveness; declining cookies will limit how these function.

This Cookie Policy will be reviewed and updated periodically, particularly if cookie-setting services change (e.g. addition or removal of embedded YouTube videos, analytics tools, or booking widgets).

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes take effect immediately upon being posted to our website. We encourage you to review this policy periodically.

Contact Us

Latin Tutor Online

Ana Martin

anamartin@latintutoronline.com

25 Kingsway, SW14 7HL

+44 7449 973370

Last updated: 19/06/26

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