1. About this policy
 

This policy explains how Volcano Education handles personal information collected specifically through its website.

It applies when someone:

• Visits the website

• Completes a contact or enquiry form

• Requests information about tuition

• Books a consultation or lesson through the website

• Signs up to receive updates

• Uses links to third-party booking, payment or communication services

This website policy does not replace the wider Volcano Education Privacy Notice, which explains how information is handled once a student begins tuition.

2. Information collected through the website

Volcano Education may collect information that visitors provide voluntarily, including:

• Parent or carer’s name

• Email address

• Telephone number

• Student’s name and age

• Year group

• Whether the student attends school or is home educated

• Subject and level of tuition required

• General information about the student’s learning needs

• Preferred lesson format

• Details included in an enquiry or message

• Booking information

• Marketing preferences

Visitors should avoid entering detailed medical, safeguarding or highly sensitive information into a general website contact form. Where this information is required, Volcano Education may arrange for it to be provided separately and securely.

3. Information collected automatically

The website or its service providers may automatically collect limited technical information, such as:

• Internet Protocol address

• Browser and device type

• Operating system

• Pages visited

• Date and time of the visit

• The website or search engine used to reach the site

• Approximate location

• Cookie choices

• Website usage information

The exact information collected will depend on the website platform, analytics tools and cookies used.

4. How information is used

Information collected through the website may be used to:

• Respond to enquiries

• Discuss tuition requirements

• Arrange introductory calls or lessons

• Manage bookings

• Provide requested information

• Contact parents and carers about their enquiry

• Maintain website security

• Prevent misuse or fraudulent activity

• Understand how visitors use the website

• Improve the website and its content

• Send marketing information where permission has been given

• Meet legal and safeguarding responsibilities

The ICO advises that a privacy notice should clearly explain why personal information is used, how long it is kept and who it may be shared with.

5. Lawful reasons for using information

Volcano Education may rely on the following lawful bases:

Taking steps before entering into a contract

Information may be used to respond to a request for tuition, discuss the student’s needs and arrange services requested by the parent or carer.

Contract

Where a website booking leads to a tutoring agreement, information may be used to manage that booking and provide the agreed service.

Legitimate interests

Information may be used where reasonably necessary to:

• Respond to genuine enquiries

• Protect the website and business

• Keep appropriate records

• Improve the website

These interests will be balanced against the rights and interests of the individual, particularly where children’s information is involved.

Consent

Consent may be used for:

• Email newsletters

• Optional marketing

• Non-essential cookies

• Testimonials or images

• Other optional website features

Consent may be withdrawn at any time.

Legal obligation

Information may be used where necessary to comply with legal, tax, safeguarding or regulatory responsibilities.

6. Children’s information

The website is primarily intended to be used by parents and carers when arranging tuition.

Children and young people should not provide unnecessary personal information through the website. Where possible, enquiries for students under 18 should be made by a parent or carer.

Volcano Education will only collect information about a child where it is relevant to responding to an enquiry or arranging tuition.

7. Contact and enquiry forms

Information submitted through a website form will be sent to Volcano Education and used to respond to the enquiry.

Form information may be processed by:

• The website hosting provider

• The form provider

• The business email provider

• A customer-management or booking service, where used

Website forms should only request information genuinely needed at the enquiry stage.

A brief notice should appear beside the form, for example:

 

Volcano Education will use the information submitted through this form to respond to your enquiry. Please read our Website Privacy Policy for further details.

8. Cookies

Cookies are small files or similar technologies placed on a visitor’s device when they use a website.

The website may use:

Essential cookies

These are necessary for the website to function properly, including security, navigation and remembering cookie preferences.

Analytics cookies

These help Volcano Education understand how visitors use the website, such as which pages are viewed and how visitors found the site.

Functional cookies

These may support optional features such as embedded maps, booking tools or videos.

Marketing cookies

These may be used to measure advertising or track activity across websites.

Non-essential cookies should not be used until the visitor has made a clear choice. Consent must be specific, informed and given through a positive action; simply continuing to browse is not enough.

The website should provide options to:

• Accept non-essential cookies

• Reject non-essential cookies

• Manage cookie preferences

• Change preferences later

A separate cookie policy or cookie settings panel should identify the actual cookies used.

9. Website analytics

Volcano Education may use an analytics service to understand general website usage.

Analytics information may include:

• Number of visitors

• Pages visited

• Time spent on the site

• How visitors reached the website

• General device or browser information

Analytics should be configured to collect only the information needed to improve the website. The ICO itself describes using website analytics to understand visitor numbers, referral sources and page visits.

Where analytics cookies are not strictly necessary, they should only be activated after consent has been obtained.

10. Third-party services

The website may link to or use third-party services for:

• Payment processing

• Email newsletters

   

• Payment provider: PayPal

• Email-marketing provider: Outlook

These providers may process information on behalf of Volcano Education or under their own privacy policies.

11. External links and embedded content

The website may contain links to other websites or embedded content such as maps, videos or social-media posts.

These external services may collect information or place cookies on the visitor’s device. Volcano Education is not responsible for the privacy practices of external websites.

Visitors should review the privacy information provided by those services.

12. Payments

Where the website allows online payment, card and banking details will normally be processed directly by a payment provider.

Volcano Education may receive:

• The payer’s name

• The amount paid

• Confirmation of payment

• A transaction reference

• Limited billing information

Volcano Education will not normally receive or store full payment-card details.

13. Marketing emails

Visitors will only be added to a general marketing mailing list where there is an appropriate lawful basis.

Where consent is requested:

• The marketing box will not be pre-ticked

• Consent will be optional

• Refusing consent will not prevent someone from making an enquiry

• Each marketing email will include a way to unsubscribe

Withdrawing from marketing will not prevent Volcano Education from sending messages needed to respond to an enquiry or manage an existing booking.

14. Sharing information

Volcano Education does not sell website visitors’ personal information.

Information may be shared with:

• Website and IT providers

• Booking and payment providers

• Email or cloud-service providers

• Accountants, insurers or legal advisers

• Children’s Services, police or emergency services where necessary

• Public authorities where legally required

Only information relevant to the reason for sharing will be provided.

15. International processing

Some website providers may store or process information outside the United Kingdom.

Where this occurs, Volcano Education will take reasonable steps to ensure that the provider uses an appropriate legal safeguard, such as a UK adequacy regulation or approved contractual protections.

16. Security

Volcano Education will take reasonable steps to protect information collected through the website, including:

• Using a secure website connection

• Keeping website software updated

• Using strong passwords

• Using two-factor authentication where available

• Restricting access to website enquiries

• Using reputable hosting and service providers

• Removing information that is no longer needed

• Avoiding collecting unnecessary sensitive information through forms

No website or online system can be guaranteed to be completely secure.

17. How long information is kept

Website information will generally be retained as follows:
 

Information                                                                                                 Retention period

General enquiries that do not result in tuition                                       Up to 12 months after the last contact

Enquiries that lead to tuition                                                                    Transferred to the student record and retained under the main Privacy Notice

Booking information                                                                                   For as long as needed to manage the booking and relevant financial records

Marketing consent records                                                                       While marketing continues and for an appropriate period afterwards

Website analytics                                                                                       According to the settings of the analytics provider

Cookie preferences                                                                                    According to the settings of the cookie-management tool

Security logs                                                                                                For as long as reasonably required for website security

 

 

 

 

 

 

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Information may be retained longer where necessary for a legal claim, safeguarding concern, tax requirement or regulatory obligation.

18. Individual rights

Depending on the circumstances, people may have the right to:

• Request access to their personal information

• Ask for incorrect information to be corrected

• Ask for information to be deleted

• Ask for processing to be restricted

• Object to certain uses

• Withdraw consent

• Request certain information in a portable format

• Complain about how their information is handled

The ICO states that privacy information should explain people’s rights, including the right to withdraw consent where consent is used, and how to make a complaint.

Requests should be sent to:

Email: volcanoeducation@outlook.com
Telephone: 07598427674

19. Complaints

Privacy questions or complaints should first be sent to the owner using the contact details above.

A complaint may also be made to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

20. Changes to this policy

This policy will be reviewed when:

• The website platform changes

• A new form, booking tool or payment service is introduced

• Analytics or advertising tools are added

• The information collected changes

• Relevant privacy or cookie guidance changes

The latest version will be published on the website.