Privacy notice

Who is responsible for your information?

Bartolo Language Services is the trading name of Andrea Colella, a sole trader. I am the data controller for the personal information described in this notice.

Contact: [email protected]

Information I collect

Enquiries and initial contact

If you make an initial contact or enquiry with me through this website, book a consultation through Cal.com, or communicate by email, WeChat or by any other means, I may collect anything you choose to include in your message for the purposes of further communication with you. If you use the embedded Cal.com booking calendar, Cal.com processes the information needed to display available times and arrange the appointment. This may include your name, email address, selected appointment, time zone, answers supplied through the booking form, booking status and limited technical information. Cal.com may also send booking confirmations and reminders.

When you use this website, the hosting provider may also process limited technical information needed to deliver, secure and protect the site, such as IP address, browser or device information, request logs and security-related information.

Tuition clients

If tuition goes ahead, I may collect and keep information reasonably needed to arrange, provide and administer lessons. This may include (but is not limited to):

• the learner's name and contact details;
• the name, email address and telephone number of a parent or guardian, where relevant;
• lesson dates and attendance;
• lesson notes, learning goals and progress information;
• examination results or predicted grades that you choose to provide;
• homework or other work submitted for tuition; and
• invoice and payment information, such as amounts, dates, billing details, payment status and transaction references, where needed to administer tuition and keep business records.

Where payment is made through a Stripe payment link, Stripe collects and processes the payment details needed to complete the transaction. I receive payment status and transaction information but do not receive or store your full card number.

I do not routinely ask for health information, disability or SEND information, identification documents, home addresses, emergency-contact information, lesson recordings or safeguarding records. Please do not send special-category or other sensitive personal information unless it is genuinely necessary and we have discussed it first. If it becomes necessary for me to process special-category information, I will identify an appropriate lawful basis and an applicable condition for that processing before doing so.

Children and parents or guardians

Where the learner is under 18, I normally ask a parent or person with parental responsibility to make or confirm the initial enquiry. A parent or person with parental responsibility must be involved and approve the arrangement before tuition is booked or starts.

I may receive information about a learner from the learner and from their parent or guardian. Where information about a learner is provided by a parent or guardian, that parent or guardian is the source of the information.

Testimonials

If you send me a testimonial or review directly, I may collect the wording you provide and the details you agree may be displayed. On this website, this may include your first name, subject studied, starting level and a general location such as your city or country. I publish a testimonial on this website only with your consent.

Is providing information required?

You are not under a statutory obligation to make an enquiry or provide personal information through this website when making an enquiry. If you choose to use the enquiry form or Cal.com booking calendar, the fields marked as required must be completed so that the enquiry or booking can be processed. If the necessary information is not provided, I may be unable to respond fully, arrange a consultation or arrange tuition.

How and why I use your information

Enquiries, consultation bookings and possible tuition. I use information to respond to an enquiry, arrange and conduct an initial consultation, discuss possible tuition and take steps you ask me to take before an agreement is made.

Tuition for an adult client or contracting parent or guardian.I use information to arrange and deliver tuition, communicate about lessons and administer the agreement between us.

Learners who are not the contracting party. Where necessary to provide and administer tuition arranged by a parent or guardian, I may use the learner's ordinary personal information on the basis of my legitimate interests in providing the tutoring service effectively and proportionately.

Payments, invoices and tax records. I use payment information to accept and administer payment as part of the tuition arrangement. The legal basis is performance of a contract. I also keep records where necessary to comply with legal obligations relating to tax and accounting.

Business administration and security. I may use information for proportionate business record-keeping, website and communications security, and preventing spam, fraud or abuse.

How information is shared and processed

I do not sell personal information or use it for unrelated marketing. I share information only where necessary to run the business, provide tuition, comply with the law, or where you have asked me to do so.

The service providers I use may process information as follows:

• Netlify hosts this website and processes enquiry-form submissions and limited technical information needed to deliver, host, secure and protect the site.
• Cloudflare is used for domain and DNS management and, where enabled, website delivery and security. It may process limited technical information, such as IP addresses, request details and security logs, to operate and protect these services. Further information is available in the Cloudflare privacy policy.
• Cal.com provides the embedded appointment-booking service and may process contact details, appointment information, time-zone information, booking-form answers and limited technical information needed to arrange, confirm, remind, reschedule or cancel a consultation. Further information is available in the Cal.com privacy policy.
• Google/Gmail and Zoho Mail may process business email communications. Zoho Calendar may process consultation and lesson-scheduling information when appointments are synchronised with my calendar.
• Zoom may process information needed to provide online consultations and lessons.
• WeChat may process account or contact details and messages when you choose to communicate with me through those services.
• Stripe processes payment details when you choose to pay through a Stripe payment link. Stripe may also process information for fraud prevention, security and compliance under its own privacy information.
• Your bank and my bank may process information needed to make or receive a bank-transfer payment. Banks normally act as independent controllers for their own processing.

These providers may process information under their own terms and privacy information.

How long I keep information

• Enquiries that do not lead to tuition are normally deleted within 12 months of the last contact.
• Consultation-booking information that does not lead to tuition is normally deleted within 12 months of the appointment or last contact, subject to limited provider backup, security and legal-retention requirements.
• Lesson notes, progress information and homework or other work submitted for tuition are normally deleted within 24 months after the final lesson, unless there is a clear reason to keep particular information for longer.
• Attendance records and relevant client communications may be kept for up to 5 years after the final lesson where reasonably necessary for business administration or to establish, exercise or defend a legal claim.
• Invoices, payment records and other tax records are kept for at least 5 years after the 31 January submission deadline for the relevant tax year, or longer if tax law requires.
• Testimonials are kept while displayed. I keep a limited record of the consent given, and any withdrawal, for as long as reasonably necessary to demonstrate compliance.

Cookies and website technology

This website does not intentionally use advertising or analytics cookies, and it does not use newsletter or marketing sign-up tools. Netlify may use essential technical measures needed to host, secure and protect the website from abuse. The embedded Cal.com booking calendar may use essential cookies or similar browser storage needed to display the scheduler, maintain a booking session and protect the service.

Your rights

Depending on the circumstances, UK data-protection law gives you rights to ask for:

• access to your personal information;
• correction of inaccurate or incomplete information;
• deletion of information in some circumstances;
• restriction of processing in some circumstances; and
• data portability, where applicable.

Where processing is based on consent, you may withdraw that consent at any time. Withdrawing consent to publish your testimonial does not affect your tuition or any tuition agreement between us. Withdrawal does not affect the lawfulness of processing before consent was withdrawn.

To exercise a right or ask a privacy question, email [email protected].

Your right to object

Where I rely on legitimate interests, you have the right to object to that processing on grounds relating to your particular situation. If you object, I will stop the processing unless I can demonstrate compelling legitimate grounds to continue that override your interests, rights and freedoms, or the processing is needed to establish, exercise or defend legal claims.

To object, email [email protected] and explain which processing you are objecting to.

Data-protection complaints

You can make a data-protection complaint to me by emailing [email protected]. Please make clear that your message is a data-protection complaint and explain your concern so that I can investigate it appropriately.

I will acknowledge a data-protection complaint within 30 days of receiving it. Without undue delay, I will take appropriate steps to respond, including making enquiries where needed and keeping you informed as appropriate, and I will tell you the outcome without undue delay.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK data-protection regulator. Further information is available at ico.org.uk.

Changes to this notice

I may update this notice when the website, tutoring service, service providers or legal requirements change. The date at the top shows when it was last updated.