Privacy & Cookies Notice

When a parent or guardian registers interest in Great Theory, we may collect:

• parent or guardian name;
• parent or guardian email address;
• parent or guardian mobile number;
• the student's first name;
• the student's school year;
• the programme or level they are interested in;
• exam board;
• current grade, if provided;
• target grade, if provided;
• Maths topics or areas they would like help with, if provided;
• lesson availability;
• any other information the parent or guardian chooses to provide that is relevant to Maths tuition or scheduling.

We deliberately do not ask at registration for a student's:

• surname;
• date of birth;
• home address;
• school name;
• personal email address;
• personal telephone number.

Please do not provide medical information, diagnoses, SEND information or other sensitive personal information in open-text fields.

If a student later needs a particular accessibility adjustment, this can be discussed separately where necessary.

If you become a customer, we may also process information needed to:

• administer tuition;
• communicate about lessons;
• manage payments;
• provide teaching materials;
• keep appropriate records of the service;
• provide lesson notes, homework and progress-related information.

We use parent or guardian information to:

• respond to registrations and enquiries;
• assess whether a suitable group can be formed;
• communicate proposed lesson times;
• administer tuition;
• contact parents or guardians about matters relating to the service;
• manage payments and customer records.

We may use the contact details you provide to communicate with you about your enquiry, registration and tuition. This may include discussing suitability; proposing, booking, confirming, changing or cancelling lesson times; providing joining instructions and lesson reminders; communicating about group formation or waiting lists; sharing lesson notes, homework and teaching materials; providing progress-related information; arranging or managing payments; and responding to administrative, technical or service-related questions.

These service communications are part of administering the tuition or registration you have requested and are not marketing communications.

We use the limited student information collected to:

• understand the student's level and goals;
• place the student in an appropriate group;
• form groups of students with compatible availability and needs;
• adapt tuition to the students in the group;
• provide Maths tuition effectively.

Availability information is used to identify a weekly lesson time that works for a compatible group of students.

Registering interest does not guarantee that a group will run, and no payment is requested until a group has been confirmed.

We do not sell personal information.

Under UK data protection law, we need a lawful basis for each way in which we use personal information.

For information relating to a parent or guardian's registration, enquiries, administration of tuition and payment, we generally process information because it is necessary to take steps at your request before entering into a contract with you, or to perform our contract with you.

For the limited information we process about students, including their year group, level, academic goals and availability, we generally rely on our legitimate interests in:

• forming suitable teaching groups;
• providing effective Maths tuition;
• organising and administering the service.

When relying on legitimate interests, we take particular account of the fact that the information may relate to a child and aim to collect and use only what is reasonably necessary.

Where we have a legal obligation to keep particular records, for example certain financial or accounting records, we process them because we are required to do so by law.

If we later ask to use personal information for a separate optional purpose, such as sending marketing communications or publishing a testimonial, we will identify the appropriate lawful basis separately and obtain consent where required.

We do not treat acceptance of this Privacy & Cookies Notice as consent to unrelated uses of personal information.

Great Theory provides tuition to secondary-school and sixth-form students, so some of the information we process relates to children.

Registration is designed to be completed by a parent or guardian.

We aim to minimise the information we collect about students and collect only information needed to:

• assess suitability;
• form groups;
• organise lessons;
• provide tuition.

A parent or guardian completing the registration form must confirm that they are the student's parent or guardian, or otherwise have authority to register them.

Children have data protection rights in their own right. Where appropriate, we will also take account of requests made by the student about their personal information.

Lessons are expected to take place online using Google Meet.

Great Theory may also use Microsoft OneNote to provide shared lesson notes, worked examples and other lesson materials that students can access after lessons.

During tuition, Great Theory may create or retain teaching-related material such as:

• worked examples;
• lesson notes;
• homework;
• records of topics covered;
• notes about areas requiring further practice.

Great Theory does not routinely record video or audio of lessons.

If recording were ever proposed for a particular purpose, parents and students would be told in advance and the privacy implications would be considered separately before any recording takes place.

Registration is free and no payment is taken when a parent or guardian first registers interest.

Once a compatible group has been formed and its weekly schedule proposed, payment is made on a secure checkout page hosted by Stripe.

Great Theory uses Stripe for online payments.

When you pay, Stripe receives your email address and your payment details. Payment card information is handled by Stripe: Great Theory does not receive or store your card details. Great Theory receives confirmation of the payment, including the amount, the payment status and Stripe’s payment references.

Stripe has its own privacy practices and may act as a processor or independent data controller for some of the information it receives, depending on the circumstances.

Great Theory may display genuine reviews from students or parents.

Where a review is reproduced from another platform or linked to an identifiable person, Great Theory will ensure there is an appropriate basis for using it and obtain permission where necessary.

Great Theory will not:

• create fictional testimonials;
• attribute comments to people who did not make them;
• present individual academic outcomes as guaranteed results.

Where a testimonial discusses an individual student's results, those results reflect that student's experience and do not guarantee that another student will achieve the same outcome.

We do not sell personal information or provide it to advertisers.

We may share personal information with trusted service providers where this is necessary to operate the website and provide tuition.

These providers may include:

• website hosting providers;
• registration or database providers;
• email providers;
• Google, for Google Meet;
• Microsoft, for OneNote;
• Stripe, for payment processing.

Website hosting is provided by Vercel, the registration database is provided by Neon, and service emails are sent through Resend. Resend processes the limited information needed to deliver registration acknowledgements and administrative emails, such as the recipient’s email address and the content of the message.

Some service providers may process information outside the United Kingdom.

Where UK personal data is transferred internationally, we will take steps to ensure that an appropriate legal mechanism or safeguard applies.

We do not keep personal information indefinitely.

Registrations that do not lead to tuition

If you register interest but do not subsequently join a Great Theory group, we will normally delete or anonymise the registration information within six months of the last meaningful contact, unless there is a legitimate reason to retain it for longer.

Students who receive tuition

Where a student receives tuition, relevant administrative and teaching records may be retained for up to 24 months after the final lesson.

This allows us to:

• deal with reasonable follow-up questions;
• maintain continuity if the student returns;
• keep an appropriate record of the tuition provided.

Financial records

Financial and payment records may be kept for longer where this is necessary to meet tax, accounting or other legal obligations.

We periodically review the information we hold and delete information that is no longer reasonably required.

We take reasonable technical and organisational measures to protect personal information from:

• unauthorised access;
• loss;
• misuse;
• alteration;
• disclosure.

The registration system will be designed so that registration information is submitted securely and is not made publicly accessible through the website.

Access to registration information will be limited to people who need it to administer Great Theory.

No internet-based system can be guaranteed to be completely secure, but we aim to collect as little personal information as reasonably necessary and protect the information we do hold.

Depending on the circumstances and the lawful basis being used, you may have rights to:

• ask for a copy of personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to erase personal information in certain circumstances;
• ask us to restrict how information is used;
• object to certain processing;
• receive certain information in a portable form;
• withdraw consent where processing is based on consent.

Where we rely on legitimate interests, you have the right to object to that processing.

If you object, we will consider the circumstances and stop the processing unless we have compelling legitimate grounds to continue or the information is needed for legal claims.

To exercise a data protection right, contact:

nikodem.rajpold@gmail.com

If you are unhappy with how we handle your information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Great Theory aims to use as little tracking technology as possible.

At launch, the intention is not to use:

• advertising cookies;
• behavioural tracking cookies;
• cross-site tracking cookies.

The website may use technologies that are strictly necessary for:

• security;
• network operation;
• basic website functionality;
• functionality specifically requested by the visitor.

Where these technologies fall within an applicable exemption, consent may not be required.

If Great Theory introduces analytics, advertising tools or other non-essential cookies or device-storage technologies that require consent, they will not be activated until the visitor has made the required choice.

This notice will be updated if the technologies used by the website change.

Great Theory may use privacy-friendly website analytics to understand basic website usage.

Where analytics are used, Great Theory intends to favour tools that do not rely on non-essential tracking cookies.

If an analytics tool is introduced that requires consent under applicable law, it will not be activated before the visitor has made the required choice.

Great Theory does not automatically add parents, guardians or students to marketing mailing lists when they register interest in tuition.

If Great Theory introduces optional marketing emails in future, they will be kept separate from service-related communications and an appropriate opt-in mechanism will be used where required.

You will be able to unsubscribe from marketing communications at any time.

We may update this Privacy & Cookies Notice where:

• the way Great Theory operates changes;
• the services we use change;
• the way we process personal information changes;
• legal or regulatory requirements change.

The date at the top of this page shows when this notice was last updated.

If a change materially affects how existing customers' information is used, we will take reasonable steps to bring it to their attention.

For privacy questions, requests or concerns, contact:

Nikodem Rajpold
Great Theory
Email: nikodem.rajpold@gmail.com
Location: London, United Kingdom