Privacy & Cookie Policy

Last updated: 4th January 2026

This Privacy & Cookie Policy explains how Spacetime Education Ltd (“we”, “us”, “our”) collects, uses and protects personal data when you use our website, book a Grade Roadmap Meeting, or take part in our tuition programmes.

We are committed to protecting your privacy and handling all personal data in line with the UK GDPR and the Data Protection Act 2018.

1. Who we are & how to contact us

Spacetime Education Ltd

Registered in: England & Wales

Company number: 12725904

If you have any questions about this policy or how we use personal data, you can contact us at:

  • Email: services@spacetime.education

2. What this policy covers

This policy applies when:

  • You use our website

  • You book a Free Grade Roadmap Meeting

  • You enrol in a package or PAYG lesson

  • You communicate with us by email, phone or messaging apps

It explains:

  • What personal information we collect

  • How and why we use it

  • Who we share it with

  • How long we keep it

  • Your rights under data protection law

  • How we use cookies and similar technologies

3. Whose data we collect

We may collect information about:

  • Parents/guardians who make enquiries or pay for tuition

  • Students who receive tuition (KS3, GCSE, A-Level, IB, AP and other courses)

  • Website visitors who browse our pages or submit forms

  • Tutors/educators who work with or apply to work with us (covered by separate internal policies)

This page focuses mainly on parents/guardians, students and website visitors.

4. What personal data we collect

Depending on how you interact with us, we may collect:

4.1 Parent / guardian data

  • Name

  • Email address

  • Phone number

  • Relationship to the student

  • Billing address (if required by payment provider)

  • Payment details (processed by secure third-party providers – we do not store full card details)

  • Notes from calls/emails that help us plan support (e.g. concerns, goals, time pressures)

4.2 Student data

  • Name

  • Age / year group

  • School year and exam level (KS3, GCSE/IGCSE, A-Level, IB, AP etc.)

  • Subjects and exam boards

  • Assessment history (grades, mock results, teacher comments where shared)

  • Exam dates (where relevant)

  • Homework completion and lesson notes

  • Session attendance records

  • Any relevant learning needs you choose to share (e.g. dyslexia, ADHD, autism, EHCP details) so we can support the student appropriately

We only collect special category data (such as health or SEN details) if you choose to give it to us and it is clearly relevant to providing safe, effective support.

4.3 Website & technical data

  • IP address

  • Browser type and version

  • Device type and operating system

  • Pages visited and time spent on our site

  • Referring website or link (where applicable)

This information is typically collected using cookies and similar technologies (see the cookies section below).


4.4 Communication data

  • Emails, messages and forms you send to us

  • Notes from Grade Roadmap Meetings

  • Any feedback or testimonials you provide (we will ask permission before using identifiable testimonials publicly)

5. How we collect personal data

We collect data in several ways:

  • Directly from you when you:

    • Fill in website forms

    • Book a Grade Roadmap Meeting

    • Enrol in a package or PAYG lesson

    • Communicate with us by email, phone or messaging apps

  • Through your use of our website, via cookies and analytics tools

  • From documents you choose to share, such as:

    • School reports

    • Marked papers or QLAs

    • EHCPs or other SEN-related documents

We do not buy marketing lists from third parties.

6. Legal bases for using your data

We rely on the following legal bases under UK GDPR:

  • Contract – to provide you with tuition and associated services, including handling bookings and payments.

  • Consent – for certain types of communication (e.g. some marketing emails) and for processing any special category data you choose to share.

  • Legitimate interests – for managing and improving our services, keeping basic records, following up on enquiries, and ensuring the security and integrity of our systems.

  • Legal obligation – where we must keep certain records for tax, accounting or legal reasons, or share information when required by law.

7. How we use personal data

We use personal data to:

  1. Provide tuition and support

    • Arrange and deliver lessons and programmes

    • Tailor teaching to the student’s needs

    • Track progress and adjust teaching plans

  2. Handle enquiries and bookings

    • Respond to questions from parents and students

    • Book Grade Roadmap Meetings and follow-up calls

    • Send confirmations and reminders

  3. Process payments

    • Manage invoices, card payments and refunds through secure providers (e.g. Stripe, PayPal or similar)

  4. Communicate with you

    • Provide updates about lessons, homework and progress

    • Share information about suitable packages or changes to programmes

    • Answer any questions or concerns

  5. Improve our services and website

    • Analyse anonymous or aggregated data to understand how our website is used

    • Identify which pages and messages are most helpful to families

    • Maintain the security and performance of our site and systems

  6. Safeguarding and safety

    • Keep records required to protect students and tutors

    • Respond appropriately if any safeguarding concerns are raised

We do not sell your personal data to third parties.

8. Children’s data

We work primarily with children and young people. In most cases, we will:

  • Collect and use data about the student with the knowledge and involvement of a parent or guardian (who generally makes the booking and pays for lessons).

  • Keep our explanations age-appropriate when speaking directly to students.

  • Treat any health, SEN or EHCP information as especially sensitive, and use it only to support the student’s learning and safety.

If you are a student and you have questions about how your data is used, you (or your parent/guardian) can contact us at any time.

9. Who we share personal data with

We use trusted third-party services to run our business. Depending on how you use our services, your data may be processed by:

  • Website and hosting providers (e.g. Squarespace or equivalent)

  • Scheduling tools (e.g. Acuity)

  • Video platforms used for online lessons (e.g. Zoom)

  • Payment processors (e.g. Stripe / PayPal / card processors)

  • Email and communication tools (e.g. email hosting, newsletter tools)

  • Analytics tools (e.g. website analytics to understand site usage)

We only share the minimum necessary information with each provider, and we ensure that appropriate data protection agreements are in place.

We may also share information if:

  • Required by law, regulation or court order

  • Necessary to protect the vital interests of a child or another person

  • You explicitly request or consent to us sharing information (for example, with a school or other professional)

We do not sell data to third parties or allow third parties to use it for their own marketing.

10. International transfers

Some of our service providers may store or process data outside the UK or European Economic Area (EEA).

Where this happens, we take steps to ensure your data is protected, for example by:

  • Using providers based in countries deemed adequate by the UK government, or

  • Ensuring standard contractual clauses or equivalent safeguards are in place.

You can contact us if you would like more information on the safeguards used for international transfers.

11. How long we keep personal data

We keep personal data only for as long as necessary for the purposes described in this policy.

In general:

  • Enquiry data (if you do not become a client): usually kept for up to 12–18 months to allow for follow-up and then deleted or anonymised.

  • Student and lesson records (for active clients): kept while tuition is ongoing and for a reasonable period afterwards (typically up to 6 years for legal/accounting reasons).

  • Financial records: kept for at least 6 years to comply with tax and accounting obligations.

  • Safeguarding-related records: may be kept longer where necessary to fulfil our safeguarding responsibilities.


Where data is no longer required, we will delete it or anonymise it.

12. How we protect personal data

We take proportionate technical and organisational measures to keep personal data secure, including:

  • Using reputable, secure third-party platforms

  • Using strong passwords and access controls

  • Limiting access to personal data to staff and tutors who need it

  • Training team members on data protection and safeguarding

  • Keeping devices and software up to date with security patches

However, no system can be completely secure. If we become aware of a data breach that may pose a risk to your rights and freedoms, we will follow our legal obligations to notify you and, where required, the relevant supervisory authority.

13. Your rights under data protection law

Under UK data protection law, you have the right to:

  • Access – request a copy of the personal data we hold about you.

  • Rectification – ask us to correct inaccurate or incomplete data.

  • Erasure – ask us to delete your data in certain circumstances.

  • Restriction – ask us to limit how we use your data in certain cases.

  • Data portability – request your data in a structured, commonly used format in certain circumstances.

  • Object – object to certain types of processing, including direct marketing.

Where we rely on consent, you have the right to withdraw your consent at any time.

To exercise any of these rights, please contact us using the details at the top of this policy. We may need to verify your identity before responding.

If you are a student, you can ask your parent/guardian to contact us on your behalf, or you can contact us directly if you prefer.

14. Complaints

If you are concerned about how we handle your personal data, please contact us first so we can try to resolve the issue.

You also have the right to complain to the UK supervisory authority:

Information Commissioner’s Office (ICO)

Website: https://ico.org.uk

15. Cookies & similar technologies

Our website uses cookies and similar technologies to help it function correctly, improve your experience and understand how visitors use our site.

15.1 What are cookies?

Cookies are small text files placed on your device when you visit a website. They can help the site remember your preferences, keep you logged in, or provide anonymous statistics about how the site is used.

15.2 Types of cookies we use

  1. Strictly necessary cookies

    • Required for the website to function (e.g. security, basic navigation).

    • These cookies do not typically store personally identifiable information.

    • The site cannot function properly without them.

  2. Performance / analytics cookies

    • Help us understand how visitors use the site (e.g. which pages are most visited, how long people stay).

    • We use this information to improve our content and layout.

    • Data is usually aggregated and anonymous.

  3. Functionality cookies

    • Remember choices you make (e.g. language, cookie preferences).

    • Provide a more personalised experience.

  4. Marketing / tracking cookies (if/when used)

    • Used to deliver or measure online advertising.

    • We will only use these where appropriate consent has been obtained, if required by law.

15.3 Third-party cookies

Some cookies may be set by third-party services integrated into our site, such as:

  • Website hosting and analytics tools

  • Embedded booking or scheduling tools (e.g. Acuity)

  • Embedded videos or external content

These third parties may use cookies in line with their own privacy and cookie policies.

15.4 Managing cookies

When you first visit our site, you may see a cookie banner or notice explaining that we use cookies and giving you options to manage them (where required).

You can also:

  • Adjust your browser settings to block or delete cookies

  • Visit your browser’s help pages for instructions on managing cookies

Please note:

  • If you block or delete certain cookies, some parts of our website may not function properly.

15.5 Do we use cookies to track individuals?

We do not use cookies to build individual behavioural profiles for sale to third parties. Any analytics data we use is typically aggregated and used to improve our site and services.

16. Changes to this policy

We may update this Privacy & Cookie Policy from time to time to reflect changes in our services, technology or legal requirements.

When we make significant changes, we will:

  • Update the “Last updated” date at the top, and

  • Where appropriate, provide a notice on our website.

We encourage you to review this page periodically to stay informed about how we handle personal data.

17. Contact

If you have any questions, concerns or requests regarding this policy or your personal data, please contact:

Spacetime Education Ltd

Email: services@spacetime.education