Privacy Policy

This policy explains how Mathsomatic collects, uses and protects personal information when you visit this website, get in touch, or book tutoring for your child. We keep it as short and clear as we can. If anything is unclear, just email us.

1. Who we are

Mathsomatic provides one-to-one online maths tutoring for primary school children, run by Charlotte Mortimer. In this policy, “we”, “us” and “our” mean Mathsomatic. We are responsible for the personal information described here.

You can contact us about anything in this policy at mathsomatic1@gmail.com.

2. The information we collect

When you fill in our contact form:

• your name, email address and phone number
• your child's name, year group and school
• anything you tell us in your message, such as what your child is finding difficult

When you message us on WhatsApp or by email: your phone number or email address and the messages you send.

When your child has tutoring sessions: notes about your child's learning and progress, the parent learning summaries we send you, and the details we need to arrange sessions and invoices.

When you visit the website: basic technical information such as your IP address and browser type, which our hosting and security providers process to keep the site running safely. See our Cookie Policy for details of cookies.

3. Information about children

Our clients are parents and guardians. We only collect information about a child from their parent or guardian, and only what we need to teach them well. This website is not designed for children to use, and we do not knowingly collect personal information directly from children through it. If you think a child has sent us their details, please let us know and we will delete them.

4. How we use your information

We use your information to:

• reply to your enquiry and arrange a free conversation or Discovery Session
• plan and deliver your child's tutoring, including personalised learning plans
• send you parent learning summaries and keep you updated on progress
• arrange sessions, send invoices and keep financial records
• keep this website secure and working properly
• meet our legal obligations

We do not sell your information, and we will not send you marketing emails unless you have asked us to.

5. Our legal basis

We handle personal data in line with the Personal Data (Privacy) Ordinance (Cap. 486) in Hong Kong. Where UK or EU data protection law applies, our legal bases are:

• Contract: to arrange and deliver the tutoring you have asked for
• Legitimate interests: to reply to enquiries and run our business sensibly and securely
• Consent: for non-essential cookies, which you can withdraw at any time
• Legal obligation: to keep records we are required to keep

6. Who we share your information with

We only share information with trusted services that help us run Mathsomatic, and only as far as they need it:

• WP Engine and Cloudflare: website hosting and security
• Elementor: website platform, email delivery (Site Mailer) and cookie consent
• Google (Gmail): our email inbox
• Zoom: online tutoring sessions
• WhatsApp (Meta): if you choose to message us there
• YouTube (Google): the video on our homepage, shown in privacy-enhanced mode

We may also share information if the law requires it, or to protect the safety of a child.

7. Where your information is stored

Some of the services above store information outside Hong Kong, for example in the United States, the United Kingdom or the European Union. Where this happens, we use reputable providers who protect personal data with appropriate safeguards.

8. How long we keep it

• Enquiries that don't lead to tutoring: up to 12 months, then deleted
• Tutoring records (learning notes and summaries): for as long as your child has lessons with us, and up to 2 years afterwards in case you return
• Invoices and payment records: for as long as the law requires, usually up to 7 years

You can ask us to delete your information sooner. See your rights below.

9. Keeping your information safe

We take sensible steps to protect your information, including secure (HTTPS) connections on this website, password-protected accounts and only keeping what we need. No system is completely secure, but we work hard to keep your family's information safe.

10. Your rights

You can ask us to:

• give you a copy of the personal information we hold about you or your child
• correct anything that is wrong
• delete your information, where we don't need to keep it
• stop using your information for a particular purpose
• withdraw your consent to cookies at any time

Email mathsomatic1@gmail.com and we will respond within 40 days, as the law requires. If you are unhappy with how we handle your information, you can complain to the Office of the Privacy Commissioner for Personal Data in Hong Kong, or the Information Commissioner's Office if you are in the UK.

11. Cookies

We use a small number of cookies. Non-essential cookies are only used if you agree to them. Read our Cookie Policy for the full details.

12. Changes to this policy

We may update this policy from time to time. The date at the top of the page shows when it was last changed.

13. Contact us

Questions about this policy or your information? Email Charlotte at mathsomatic1@gmail.com.