Privacy Policy
This policy explains how Joe White, trading as Whiteboard Chemistry (I, me, my), collects, uses and protects your personal information. I am committed to handling your data responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR).
1. Who I am
Joe White, trading as Whiteboard Chemistry. Contact: joe@whiteboardchemistry.com.
2. What information I collect
When you contact me or enquire about tuition:
- Your name
- Email address
- Phone number (if provided)
- The content of your message
- Student name, year group and exam board
When lessons are booked and ongoing:
- Lesson notes and feedback (kept to support the student's progress)
- Payment records (amount, date — not card details)
Via my website (Google Analytics):
- I use Google Analytics to understand how visitors use this site (pages visited, time on site, approximate location). This involves cookies being placed on your device only if you consent. See Section 11 (Cookies) for details and how to opt out.
Via my booking link (Google Calendar):
If you book through my scheduling link, Google collects the information you enter (name, email and any notes). Google's own privacy policy applies to that data: policies.google.com/privacy.
3. Why I collect it and the legal basis
| Purpose | Legal basis | Notes |
|---|---|---|
| Responding to your enquiry | Pre-contractual steps | Necessary to communicate before a booking is made |
| Providing tuition and sharing lesson materials | Performance of a contract | Required to deliver the service you have booked |
| Sending invoices and processing payment | Performance of a contract / Legal obligation | Required for billing and tax records |
| Keeping lesson notes to track progress | Legitimate interests | Helps me deliver better tuition to each student |
| Using Google Analytics to understand how my website is used | Consent | Only activated if you accept analytics cookies |
| Contacting you about availability or relevant updates | Legitimate interests | I will only do this where reasonable — you can opt out at any time |
4. How long I keep your information
- Enquiry data (where tuition does not proceed): deleted after two years.
- Client data (active and former students): kept for six years after the end of the tutoring relationship, to meet HMRC requirements for business records.
- Lesson notes: kept for the duration of the tutoring relationship, then deleted.
- Google Analytics data: retained according to Google's standard retention settings (up to 14 months by default).
5. Who I share your information with
I do not sell or share your personal data with third parties for marketing purposes. I may share information with:
- Video conferencing providers (e.g. Zoom / Google Meet) — necessary to deliver lessons online. Their own privacy policies apply.
- Google — for calendar scheduling, email and website analytics (Google Analytics). Google's privacy policy applies.
- HMRC or legal authorities — only where required by law.
6. Keeping your data safe
I take reasonable steps to protect your personal information, including:
- Storing contact information and lesson notes in password-protected accounts.
- Using secure, reputable platforms for video calls and communication.
- Not sharing student details with anyone other than the parent or guardian who made the booking.
7. Your rights
Under UK GDPR, you have the right to:
- Access the personal data I hold about you.
- Correct any inaccurate information.
- Ask me to delete your data (subject to any legal obligations to retain records).
- Restrict or object to how I use your data.
- Withdraw consent at any time, where processing is based on consent.
To exercise any of these rights, please contact me at joe@whiteboardchemistry.com. I will respond within one month.
8. Complaints
If you are unhappy with how I have handled your data, you have the right to complain to the UK Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
9. International transfers
Google Analytics transfers data to Google's servers, which may be located outside the UK. Google participates in the UK–US Data Bridge framework, which provides an appropriate level of protection for such transfers.
10. Changes to this policy
I may update this policy from time to time. Any significant changes will be communicated to existing clients by email. The current version will always be available on my website.
11. Cookies
My website uses cookies through Google Analytics. Cookies are small text files placed on your device that help me understand how the site is used.
Analytics cookies (Google Analytics):
- Purpose: to understand how visitors navigate the site (pages viewed, time spent, approximate location).
- These cookies are only set if you click Accept analytics in the cookie banner when you first visit.
- You can withdraw consent at any time by clearing your browser cookies, or install the Google Analytics opt-out browser add-on.
- You can also manage or delete cookies through your browser settings.
12. Contact
For any questions about this policy or how I handle your data, please contact me at joe@whiteboardchemistry.com.