Privacy Statement of Oxford Specialist Tutors LLC. Update September 22, 2021.
We take privacy seriously. We follow the strictest privacy laws in the world and are GDPR-compliant.
Oxford Specialist Tutors LLC (“Oxford Specialist Tutors”) provides tutoring and developmental support services for neurodiverse children and adults (“Services”).
When working with adults, we typically have one Client – the adult we are working with. When working with children, we typically interact with the child directly, their parents/guardians, caregivers and sometimes other family members. In that case, this group of people is collectively referred to as “Client” in this document.
This means Oxford Specialist Tutors processes Client’s personal data in order to provide our Services. We operate under the requirements of applicable data protection legislation. This means we:
- Clearly specify our purposes before we process personal data, by using this privacy statement;
- Limit our collection of personal data to only the personal data needed for legitimate purposes;
- First ask for explicit permission to process your personal data in cases where your permission is required;
- Take appropriate security measures to protect your personal data and we demand the same from parties who process personal data on our behalf;
- Respect your right to access, correct or delete your personal data held by us.
Oxford Specialist Tutors is the party responsible for all data processing.
In this privacy statement, we will explain what kind of personal data we collect and for which purposes within our website and when providing our Services. We recommend that you read it carefully.
If you have any questions regarding the processing of personal data, you can find the contact details of Oxford Specialist Tutors at the end of this privacy statement.
Operation of our website
On our public website, oxfordspecialisttutors.com, you can access general information about our company and services. Here, we make use of general analytics tools (see below).
Services
Our services are provided by highly-trained and carefully-vetted specialists (“Specialists”). After consulting with you as a new client, we will recommend the best Specialist(s) on our team to support Client.
In the course of providing our Services, our Specialists will gain access to personal information about Client.
Specifically:
- When you schedule a Free Consultation, we will be provided with your name and email address and optionally phone numbers and information about what you would like to discuss with us.
- During your Free Consultation, it is likely that you will share private and personal information about Client.
- During our delivery of Services it is likely that Client will continue to provide additional personal and private information about Client.
Provision of Services
Your Specialist(s) will keep notes on Client’s sessions. We may also ask you to share videos of Client and fill out forms answering questions about Client.
We store the information you share with us securely. We use Google Drive for this purpose.
Google Drive provides world-class data protection. For our Specialists’ access to Google Drive, we use unique, strong, secure passwords. It is your responsibility to ensure that your own passwords that provide access to information shared in Google Drive are strong and secure.
Some of our Services require Client to sign additional data sharing consent forms due to the requirements of Specialist’s professional affiliations for specific Services. We will provide these additional consent forms to Client as needed.
For ongoing training and development of our team of specialists, your Specialist(s) may share their notes about your sessions with other members of our Specialists team. All of our Specialists have signed strict policies to maintain your private information and will never share it with people outside of our Specialists team. If you ever decide that you would like your Specialist to permanently delete any notes they have made regarding Client, you may send them an email to make that request. They will delete all notes within a reasonable time of receiving the request.
Any non-special categories of personal data processed for our Services are processed so we are able to offer our services to you (“necessary for performance of the contract”).
Security
We take security measures to reduce misuse of and unauthorized access to personal data.
We take the following security measures when handling, storing, or otherwise processing personal data:
- Encryption (encoding) of digital files containing personal data;
- Making use of logical access control on a strict need-to-know basis, including strong passwords;
- Cryptographic protection of computers;
- Measures which ensure that only authorised persons have access to the personal data of the Controller, through dedicated equipment (targeted access restrictions).
Payment processing
When you purchase Services from Oxford Specialist Tutors, the payment processing is handled by Stripe. You can read Stripe’s data protection policy here.
Communication with Client
We generally use Gmail, Whatsapp, Zoom and Calendly to communicate with clients.
Gmail
When we view our emails in the cloud, they are stored on Google’s secure servers. When we sync emails to personal computers, those computers store data on an encrypted hard drive and are protected by long, secure passwords. When we view emails on smartphones, those data are protected by the standard data protection protocols of iOS and Android.
Whatsapp uses end-to-end secure encryption. Their data protection policy is here.
Zoom
Zoom complies with global privacy frameworks. See their data protection policy here.
Calendly
We use Calendly for booking appointments with Clients. Calendly’s data protection policy is here.
Other means of communication
If you request that we use other means of communication with your Specialist, you are responsible for ensuring that those means of communication meet data protection requirements.
Providing data to third parties
Except for the parties that we have hired to deliver the above mentioned services, we do not under any circumstance provide your personal data to other companies or organisations, except when we are required to do so by law.
Google Analytics
Like most websites, we create analytics from the usage of our website.
Our analytics tool is GoogleAnalytics. It allows us to track events (for example, clicking a button or viewing a page), fingerprint users (a common practice that lets us connect multiple website visits to a single anonymous person), and use cookies. This data is stored by Google in their secure servers. We track things like IP, device, browser, time on site, source of traffic, and clicks.
Inspection and modification of your data
You can always contact us if you have any questions regarding our privacy policy or wish to review, modify or delete your personal data.
You have the following rights:
- Right of access: you have the right to see what kind of personal data we processed about you;
- Right of rectification: you have the right to rectify any personal data we have processed about you, if this information is (partially) wrong;
- Right to complain: you have the right to file a complaint against the processing of your personal data by us, or against direct marketing;
- Right to be forgotten: you can file a request with us to remove any personal data we have processed of you;
- Right to data portability: if technically possible, you have the right to ask us to transfer your processed personal data to a third party;
- Right to restriction of processing: you can file a request with us to (temporarily) restrict the processing of your personal data.
- If you exercise any of the rights mentioned above, we might ask you to identify yourself with a valid ID, to confirm it is your personal data. If so, it is important that you hide your social security number and photo.
We will usually respond to your request within 30 days. This term can be extended if the request is proven to be complex or tied to a specific right. You will be notified about a possible extension of this term.
Complaints
If you want to file a complaint about our use of personal data, please send an email with the details of your complaint to mark@oxfordspecialisttutors.com. We will look into and respond to any complaint we receive.
If you think that we are not helping you in the right way, you have the right to file a complaint with your competent supervisory authority.
Contact details:
Oxford Specialist Tutors LLC
411 Walnut Street #14059
Green Cove Springs, FL 32043-3443
USA
mark@oxfordspecialisttutors.com
Changes to this privacy statement
We reserve the right to modify this statement. We recommend that you consult this statement on a regular basis, so that you remain informed of any changes.
