Southwest Science School is a business registered in England and Wales with a registered address at: 7 Monkton road, Honiton, Devon, EX14 1PZ, herein referred to as ‘SWSS’ or ‘We’ have created this privacy statement (“Statement”) in order to demonstrate our firm commitment to the privacy of the details that You provide to us when using this website. In this Statement, references to ‘You’ and “Your” are references to the User of (the ‘Site’) products, services or site. When You use the Site, You are consenting to the practices set forth in this Statement. It applies to information We collect about Users of our Site and amongst other things, this Statement describes what personally identifiable information “Personal Information” We collect from You, how and when it is used, how We protect it and who has access to it.
1. YOUR ACCEPTANCE OF THE STATEMENT
This Statement governs Your use of the Site and the Services including any dispute concerning privacy. By using the Site and/ or the Services, You accept this Statement in full. You should read the Statement carefully and ensure that You understand its effect before proceeding to use the Site. We reserve the right to modify this Statement at any time without notice by posting the changes on this page. Your continued use of any portion of the Site following the posting of the updated Statement will constitute Your acceptance of the changes.
2. WHAT INFORMATION IS COLLECTED AND HOW IS THE INFORMATION USED?
(a) Personal Information
The Site asks You to provide various types of Personal Information to enhance the quality of the Services We can provide to You and the more accurate the information You provide, the better We are able to respond to Your requirements as a User with preferences. As part of the process of using the Site and the Services, We require You to give us Personal Information, for example, when registering as a Client via the online booking forms, SWSS needs to collect details such as Your name and/ or Your contact number and/ or Your email address. This Personal Information will not be passed on to third party companies or service providers. You may be asked to fill in student information forms or be asked personal questions about your career and/or work aspirations. No information is compulsory. You may answer all, in part or nothing. You are under no obligation to supply information. Information acquired by SWSS from you is used solely in an attempt to improve your experience of the service.
You acknowledge that Your Personal Information may be used by SWSS to contact You by post, phone or by electronic mail when necessary in connection with the Services requested by You on the Site. From time to time, swss may contact You by post or by electronic mail, with information or offers regarding upcoming promotions including Referral Discount Codes, services or customer surveys which may entitle You to Additional SWSS Credits.
As a result of Your request for the Services, if a Client makes a booking for Tutoring Services via the Site, a Client’s Personal Information may be shared with the Tutor to enable the Tutor to deliver the Tutoring Services or to follow up on any enquiry. When a Tutor submits Personal Information on the Site for example by providing a profile, such Personal Information in the profile may be accessible by any User who visits the Site. You hereby agree that by releasing any Personal Data as submitted by the Tutor on the Site, You acknowledge that You are wilfully providing Your Personal Information to make use of the Site and the Services and it is understood that You hereby forfeit Your privacy and anonymity under to the extent necessary to utilise the Services.
SWSS is the data controller in respect of all of the Personal Information which SWSS collects and receives about You when You use the SWSS Services. We use Your information primarily to provide You with the Services that You request, and related services (this includes providing this Site, website administration and security).
Your Personal Information is used by SWSS for the sole purposes of enabling SWSS to carry out the SWSS Services and to provide You with information about its SWSS Services and is not shared with any other person or company without Your express consent. Your Personal Information may also be viewed by Tutors (where You are a Client) or by a Client or Tutor (where You are a Tutor) for the sole purposes of enabling Tutors to deliver their Tutoring Services direct to You and to provide You with information about their Tutoring Services and access to the Tutoring Services themselves. Any Personal Information that is held with SWSS shall be retained in accordance with the Data Protection Legislation.
Direct Marketing When You register on the Site, You will immediately receive a welcome email which You cannot opt out of receiving, however, once this initial email has been received, You will be given an opportunity to unsubscribe i.e. opt-out, in every marketing e-mail that We send You thereafter. OPTING OUT: If You do not wish to be contacted by SWSS in respect of future marketing communications, please contact SWSS by sending an email to with “URGENT – UNSUBSCRIBE REQUEST” in the subject line. Please note that our systems may take a little time to fully register Your opt-out, so if You continue to receive emails in the forty-eight (48) hours after making changes, please accept our apologies and ignore them.
(b) Financial Information
We may require You to provide us with Financial Information (like Your account or credit/ debit card numbers) in order to authorise or process payment and bill You or pay You for the Services. When You book Tutoring Services via the Site (if You are a Client) or when You receive payment for delivering Tutoring Services via the Site (if You are a Tutor), Your consent is given to provide Your Financial or Personal Information to those third parties necessary to process Your transactions with us, such as credit card companies and banks. This includes exchanging information with other companies and organisations for fraud protection and credit risk reduction. Except as provided above, We will not share Financial Information with third parties without Your prior consent.
3. WHO ELSE HAS ACCESS TO THE INFORMATION?
Disclosure of Your Personal Information and Financial Information in Compliance with Laws You should be aware that We may release Your Personal Information or Financial Information when We believe it is necessary to comply with laws or regulations, to assist law enforcement, to enforce the terms under which You transacted with SWSS, or to protect the rights, property or safety of SWSS, Site Users or others.
Transfer of Your Personal Information and Financial Information Outside Of the EEA From time to time, We may transfer Your Personal Information and/or Financial Information to a related company, agent or contractor in order to improve our Services or to assist our security, credit risk or fraud protection activities. Such companies may be located outside of the EEA including in the United States and You consent to the transfer of Your Personal Information and Financial Information to such companies for the purposes set out in this paragraph, in accordance with this Statement and as permitted by the Data Protection Legislation from time to time.
Transfer of Personal Information in Event of Sale of SWSS or its Assets In the event that SWSS is sold, or transfers some of its assets to another party, Your Personal Information could be one of the transferred assets. If Your Personal Information is transferred, its use will remain subject to this Statement. Your Personal Information will be passed on to a successor in interest in the event of a liquidation or administration of SWSS.
Other Sites/Third Party Vendors and their Privacy Policies and Cookie Policies This Site may contain links to other websites. SWSS is not responsible for the privacy practices or the content of such websites or for the privacy policies, cookie policies and practices of other third parties, and so You should be careful to read and understand those website policies independently.
4. HOW DO WE PROTECT YOUR INFORMATION?
The privacy and protection of Your Personal Information is important to us. In addition, any User statistics that We may provide to prospective partners regarding Your usage are provided in the aggregate only and do not include any individually identifiable information. You acknowledge that email messages sent over the internet are not encrypted and are not secure. Despite efforts to protect Your Personal Information, We cannot ensure or warrant the security of any information You transmit to us, or to or from our online Services. You accept that SWSS cannot be held liable for any breaches of confidentiality that may occur as a result of the use of email. If there is any sensitive or confidential information which You do not wish to communicate by email, please contact SWSS by telephone or post to arrange an alternative method of communication. You transmit all such information at Your own risk. However, once We receive Your transmission, We use our best efforts to ensure its security on our systems. The Site has security measures in place to protect the loss, misuse and alteration of the information under our control. We use 128 bit industry standard Secure Server Software (SSL) for Your transactions with us. It encrypts all of Your Personal Information, including credit card number, name, and address, so that it cannot be read as the information travels over the Internet.
5. COMPLAINTS OR QUERIES
SWSS tries to meet the highest standards when collecting and using Personal Information. For this reason, We take any complaints We receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. This Statement does not provide exhaustive detail of all aspects of SWSS’s collection and use of Personal Information. However, We are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
6. ACCESSING INFORMATION DURING SERVICE
6. All communication between tutor and student will be recorded electronically and available to the student if requested.
6.1 If the student is under the age of 18 years, all communication between tutor and student will be copied and available to the parent/responsible adult (or school/school representative where appropriate) if requested.
7. RECORDING OF SESSIONS, REQUESTS AND SUBMITTED WORK
7.1 All emails, live chats and submitted work will be stored and available to students
(and their parents if under the age of 18) for up to 60 days after the service has stopped.
7.2 SWSS may review any of that set out in section 6 subsection 1 where a report has been made by any person using SWSS for the purpose of investigating the report.
7.3 SWSS will allow access to UK law enforcement of any recorded material where it is reported a criminal offence may have occurred in relation to a specific session (also see SWSS Terms and Conditions).
8. ROLES AND RESPONSIBILITIES OF PERSONS USING SWSS
1. The Tutor
1.1 The tutor shall:
Ensure that their environment does not display any inappropriate images or documentation capable of being viewed by the student or parent/responsible adult at any time through SWSS.
Treat students fairly and without prejudice or discrimination; students who have a disability or come from a minority ethnic or cultural group can easily become victims of discrimination and prejudice which may be harmful to the student’s wellbeing.
Always ensure language is appropriate and not offensive or discriminatory.
Ensure any contact with the student is appropriate to their role as a tutor and confined to the relevant tutorial session.
Not make any improper suggestions to a student.
Not send unsolicited communications to the student or parent/responsible adult.
Value and take students’ contributions seriously.
Report any dispute with a student or parent/responsible adult to SWSS, in accordance with the Safeguarding procedures document.
Report any inappropriate behaviour or illegal activity identified within a tutorial session by the student or third party, in accordance with procedures set out in Safeguarding procedures.
Ensure that if no parent/responsible adult is present during a tutorial session that the student is comfortable to continue the session; if not, they can terminate the session.
Be aware that all correspondence is recorded and is available for review by a student or parent/responsible adult for a period up to 60 days after termination of service.
2. The Student
2.1 Students can register with the service but cannot start using the service until a sponsor/parent/guardian/carer over the age of 18 has formally registered and agreed to be the formal sponsor and to hold legal relationship with the site.
2.2 The student shall:
Treat the tutor with respect and fairness, and not subject them to abusive behaviour or language.
Not make any improper suggestions to the tutor.
Have no inappropriate communication with the tutor outside the tutorial session (also see Section 9 below).
Report any dispute with a tutor to a parent/responsible adult in accordance with Section 3 of Safeguarding procedures.
Report any inappropriate behaviour or illegal activity by a tutor within a session in accordance with the Section 3 of Safeguarding procedures.
Be aware that the sessions are recorded and they are available for review for a period up to 60 days (also see Recording of Sessions, Section 6).
3. Parent/Responsible adult
3.1 The parent/responsible adult shall:
Ensure the student is fully aware of the SWSS Safeguarding Policy.
Always be responsible for the welfare of the student during the session.
Always be responsible for the physical environment of the pupil during the session ensuring it is safe and appropriate.
If they consider it appropriate, be present or available during a tutor session so any concerns encountered by the student can be reported as soon as possible and ensure the student and tutor are behaving in an appropriate manner.
Ensure that tutors will be treated with respect and fairness by the student and will not be subjected to abusive behaviour or language.
Ensure that no improper suggestions are made by either the tutor or student.
Ensure the student has no inappropriate communication with the tutor outside the tutorial session.
Report any unsolicited communications between the tutor and student if appropriate.
Report any dispute with a tutor to SWSS in accordance with procedures set out in this document.
Report any inappropriate behaviour or illegal activity by a tutor in accordance with procedures set out in this document.
Be aware all tutorials will be recorded and made available for up to 60 days after termination of service.
4. School and teachers/school representative (if session is within school hours and on school premises)
4.1 For the purpose of this policy document a ‘responsible adult’ includes teachers and school representatives.
4.2 The school and teachers or school representative shall:
Be responsible for the welfare of the student during the session.
Be responsible for the physical environment of the student during the session, ensuring that it is safe and appropriate.
Be responsible for behaviour of the student during the session, ensuring that tutors will be treated with respect and fairness and will not be subjected to abusive behaviour or language.
Ensure that no improper suggestions are made by either the tutor or student.
Be present or available for the student during the session to address any issues.
Report any dispute with a tutor to SWSS in accordance with procedures set out in this document.
Report any inappropriate behaviour or illegal activity by a tutor within a session in accordance with procedures set out in this document.
Be aware that all tutorials will be recorded and made available to the teachers and students for up to 60 days from termination of service.
4.3 If the tutorial session has been arranged by the school but takes place outside school hours and away from school premises, it is the responsibility of the school to make the appropriate parent/responsible adult aware of the Safeguarding Policy and that both parties agree their safeguarding responsibilities.
9. ACCESS TO PERSONAL INFORMATION
SWSS tries to be as open as it can be in terms of giving people access to their Personal Information. Individuals can find out if We hold any Personal Information by making a ‘subject access request’ under the Data Protection Act 1998. If We do hold information about You We will let You have a copy of that information. To make a request to SWSS for any Personal Information that We may hold, You need to put the request in writing addressing it to the address provided below.
10. HOW TO CONTACT US AND REQUEST INFORMATION
Requests for information about our Statement or a ‘subject access request’ can be emailed to or requested in writing to:
Southwest Science School
7 Monkton road
11. CHANGES TO THIS STATEMENT
We keep our Statement under regular review. This Statement was last updated on 29th December 2016.