Last Updated: 01.06.26

​

1. Introduction

​

I am committed to protecting and respecting the privacy of the families, parents, and students I work with. This policy explains how I collect, use, store, and protect your personal data when you interact with my website, inquire about services via email, or complete our secure digital onboarding documentation. For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, I, Ross Szender, am the "Data Controller".

​

​

2. Information I Collect & How It Is Gathered

​

I collect personal data in a structured, multi-stage process designed to maximise data security and minimise the use of unencrypted email networks:

​

• Initial Inquiry Data: When you contact me via email to explore coaching or tutoring options, I collect basic contact details (your name, email address, and a brief overview of your inquiry) to respond to you.

​

• The New Client Discovery Form (Secure Web Submission): If we move forward to arrange an initial visit, I will provide a link to a dedicated, encrypted New Client Discovery Form embedded on my website. This form is securely powered by Jotform (a GDPR-compliant, ISO 27001 certified form provider). Through this secure portal, I collect:

  • Parent/Guardian Information: Full name, home address, phone number, and email address.

  • Child Information: Full name, age, date of birth, school year, academic history, and current school.

  • Special Category Data: Information regarding Special Educational Needs and Disabilities (SEND), medical or health requirements, or emotional, social, and behavioural well-being to ensure my initial consultation is safely and effectively tailored to your family's needs.

​

• Session Records: Ongoing qualitative records of our coaching sessions, strategic action plans, family goals, and academic tutoring progress tracker notes.

​

​

3. How I Use Your Information

​

I will only process your personal data where there is a clear, legal basis under the UK GDPR:

​

• Contractual Necessity: To evaluate your inquiry and deliver the tailored family coaching or 1:1 tutoring services you contract me to provide.

​

• Legitimate Interests: For scheduling appointments, invoicing, professional record-keeping, and managing day-to-day business communications.

​

• Legal Obligation / Public Interest: To comply with UK safeguarding laws, child protection protocols, or HMRC tax requirements.

​

​

4. Special Category Data & Explicit Consent

​

Processing sensitive "Special Category" data (such as details regarding a child's SEND needs or emotional well-being) requires the highest level of protection. To submit this data via my secure New Client Discovery Form, you must actively tick an explicit consent box on the form. You have the right to withdraw this consent at any time, though doing so may impact my ability to effectively prepare for or conduct our coaching sessions.

​

​

5. Website Cookies, Jotform, and External Links

​

• Cookies: My website uses basic cookies only to optimize your browsing experience and analyse site traffic (via tools like Google Analytics). You can manage cookie settings via your browser.

​

• Jotform Integration: When you fill out forms on my site, the data is securely transmitted via Jotform using 256-bit SSL encryption. Jotform complies with the UK/EU GDPR regulations, ensuring your data is fully protected during transmission.

​

• External Links: My website may contain links to external educational resources. I do not control these external sites; clicking them is done at your own risk, and you should review their respective privacy policies.

​

​

6. Data Security & Sharing

​

Because your data is shared via a secure, encrypted form, I take strict precautions to keep it protected:

​

• Secure Storage: Once submitted via Jotform, your New Client Discovery Form data is transferred to a secure, password-protected, GDPR-compliant digital storage environment. It does not sit exposed in standard email inboxes.

​

• Confidentiality: I do not sell, lease, or distribute your personal information to third parties.

​

• With Educational Professionals: Information will only be shared with a child’s school, teacher, or SENCO if you have provided express, prior written permission to do so.

​

• Legal & Safeguarding Obligations: If I have a serious, good-faith concern regarding the welfare or safety of a child or vulnerable adult, I am professionally and legally obligated to share relevant data with local authorities or safeguarding bodies without prior consent.

​

​

7. Data Retention

​

• Financial & Invoicing Records: Kept for 7 years to comply with HMRC tax requirements.

​

• Coaching & Tutoring Client Records: Completed Discovery Forms and session notes are kept for 6 years following the conclusion of our final session to satisfy professional liability insurance and legal frameworks.

​

• Unconverted Inquiries: If you complete a Discovery Form but decide not to proceed with my services, your form data will be permanently and securely deleted from my systems within 6 months.

​

​

8. Your Legal Rights

​

Under the UK GDPR, you hold specific rights regarding your data:

​

• Right of Access: The right to request a copy of the submitted Discovery Form and all session notes held about your family.

​

• Right to Rectification: The right to request that inaccurate or incomplete information be corrected.

​

• Right to Erasure ("Right to be Forgotten"): The right to request data deletion, subject to legal, safeguarding, or tax retention mandates.

​

9. Website Cookies and Automated Data

​

• Platform Functionality: This website is hosted on the Wix platform. Wix automatically utilises essential, strictly necessary cookies to ensure basic website security, system performance, and stability.

​

• No Active Tracking: We do not use tracking, advertising, profiling, or marketing analytics cookies to monitor your online behaviour or build user profiles.

​

• User Control: Visitors can manage, block, or delete cookies at any time through their individual internet browser settings, though disabling essential cookies may affect how the website displays.

​

10. Contact & Regulatory Details

​

If you have any questions about this policy or wish to exercise your data rights, please contact me directly:

​

• Data Controller: Ross Szender

​

• Business Name: Family Education Coaching

​

• Email Address: familyeducationcoaching@outlook.com

​

• Regulatory Oversight: Family Education Coaching is fully registered with the Information Commissioner’s Office (ICO) under registration number ZC088432. You have the right to lodge a complaint at any time with the ICO (www.ico.org.uk) if you have concerns about your data privacy.