Privacy Policy

This Privacy Policy sets out how we, Square Roets Maths, collect, store, and use information about you when you use or interact with our website, www.squareroetsmaths.com (our website), and where we otherwise obtain or collect information about you. This Privacy Policy is effective from 2nd June 2025.

Summary

This section provides a general overview of how we obtain, store, and use your information. It is not complete and must be read in conjunction with the full sections of this Privacy Policy.
Data controller: Square Roets Maths
How we collect or obtain information about you:
When you provide it to us (e.g., by contacting us, enrolling in our courses, signing up for our webinars or email newsletters.
From your use of our website, using cookies and occasionally from third parties.
Information we collect: Your name, contact details, payment information (if applicable, e.g., your credit or debit card details), IP address, information from cookies, information about your computer or device (e.g., device and browser type), information about how you use our website (e.g., which pages you have viewed, the time when you view them and what you clicked on), the geographical location from which you accessed our website (based on your IP address), and whether you have participated in our webinars (and if so, how long you were on each webinar call).
How we use your information: For administrative and educational purposes (particularly to contact you and process enrolments or orders you place on our website), to improve our educational services and website, to fulfil our contractual obligations, to advertise our educational services, to analyse your use of our website, and in connection with our legal rights and obligations.
Disclosure of your information to third parties: Only to the extent necessary to run our educational services, to our service providers, to fulfil any contracts we enter into with you, and where required by law or to enforce our legal rights.
Do we sell your information to third parties: No
How long we retain your information: For no longer than necessary, considering any legal obligations we have (e.g., to maintain records for tax purposes), any other legal basis we have for using your information (e.g., your consent, performance of a contract with you, or our legitimate interests as an educational provider). For specific retention periods, see the section below entitled How long we retain your information.
How we secure your information: Using appropriate technical and organisational measures such as storing your information on secure servers, using only encrypted payment providers (if applicable), and only granting access to your information where necessary.
Use of cookies: We use cookies on our website, including essential, functional, analytical, and targeting cookies. For more information, please visit our cookies policy here: [Insert Cookies Policy URL]
Transfers of your information outside the United Kingdom: In certain circumstances, we transfer your information outside of the United Kingdom. Where we do so, we will ensure appropriate safeguards are in place.
Use of automated decision making and profiling: We make limited use of automated decision making and/or profiling. We may use web analytics, cookies, server logs analysis tools (profiling), or targeting cookies to display advertisements to segments of people who visit our website when they visit other external websites (e.g., using advertising networks like Google AdSense, Facebook ads, Twitter ads, LinkedIn ads).
Your rights in relation to your information:
To access your information and receive information about its use
To have your information corrected and/or completed
To have your information deleted
To restrict the use of your information
To receive your information in a portable format
To object to the use of your information
To withdraw your consent to the use of your information
To complain to a supervisory authority
Sensitive personal information: We do not knowingly or intentionally collect sensitive personal information. Please do not submit sensitive personal information about you to us.
Our details
The data controller for our website is Square Roets Maths of Redhill, United Kingdom. You can contact the data controller by writing to the above address or by sending an email to info@squareroetsmaths.com.
If you have any questions about this Privacy Policy, please contact the data controller.
Information we collect when you visit our website
We collect and use information from website visitors in accordance with this section and the section entitled Disclosure and additional uses of your information.
Web server log information
We use a third-party server to host our website, provided by Hetzner Our website server automatically logs the IP address you use to access our website as well as other information about your visit, such as the pages accessed, the source of your access to our website (e.g., the website or URL that referred you to our website), and your browser version and operating system.
Our server is located in Germany.
Use of website server log information for IT security purposes
Our third-party hosting provider may collect and store server logs to ensure network and IT security and to keep the server and website uncompromised. This includes analysing log files to help identify and prevent unauthorised access to our network, the distribution of malicious code, denial of service attacks, and other cyber attacks by detecting unusual or suspicious activity.
Legal basis for processing: Compliance with a legal obligation to which we are subject (Article 6(1)(c) of the UK General Data Protection Regulation).
Legal obligation: We have a legal obligation to implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk of our processing of information about individuals. Recording access to our website using server log files is such a measure.
Legal basis for processing: Our and [Insert Hosting Provider]’s legitimate interests (Article 6(1)(f) of the UK General Data Protection Regulation).
Legitimate interests: We and our third-party hosting provider have a legitimate interest in using your information for the purposes of ensuring network and information security.
Use of website server log information to analyse website use and improve our website
We use the information collected by our website server logs to analyse how our website users interact with our website and its features. For example, we analyse the number of visits and unique visitors we receive, the time and date of the visit, the location of the visit, and the operating system and browser used.
We use this information to improve our website, for example, by changing the information, content, and structure of our website and individual pages based on what users engage with most and the duration of time spent on particular pages.
Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the UK General Data Protection Regulation).
Legitimate interest: Improving our website for our users and understanding their preferences to better meet their educational needs.
Information we collect when you contact us
We collect and use information from individuals who contact us in accordance with this section and the section entitled Disclosure and additional uses of your information.
Email
When you send an email to the email address displayed on our website, we collect your email address and any other information you provide in that email (such as your name, telephone number, and the information contained in any signature block).
Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the UK General Data Protection Regulation).
Legitimate interest(s): Responding to enquiries and messages we receive and keeping records of correspondence.
Legal basis for processing: Necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the UK General Data Protection Regulation).
Reason why necessary to perform a contract: Where your message relates to us providing you with educational services or taking steps at your request prior to providing those services (e.g., providing information about our courses), we will process your information to do so.
Transfer and storage of your information
We use a third-party email provider to store emails you send us. Our third-party email provider is [Insert Email Provider]. Their privacy policy is available here: https://www.squareroetsmaths.com/privacy-policy
Emails you send us will be stored in Germany, Hetzner Servers. For further information, see the section entitled Transfers of your information outside the United Kingdom.
Contact form
When you contact us using one of our contact forms, webinar registration forms, or call booking forms, we may collect your name, email address, IP address, and the page you were viewing when you submitted your form. We also collect any other information you provide, such as your phone number, job title, employer, and other questions or comments submitted by you.
If you do not provide the mandatory information required by our contact form, you will not be able to submit the form, and we will not receive your enquiry.
Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the UK General Data Protection Regulation).
Legitimate interest(s): Responding to enquiries and messages we receive and keeping records of correspondence.
Legal basis for processing: Necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the UK General Data Protection Regulation).
Reason why necessary to perform a contract: Where your message relates to us providing you with educational services or taking steps at your request prior to providing those services, we will process your information to do so.
Transfer and storage of your information
Messages you send us via our contact forms, webinar registration forms, or call booking forms will be stored in Germany on our email provider’s server.
Phone
When you contact us by phone, we collect your phone number and any information you provide during your conversation with us.
We do not record phone calls.
However, please note that all lessons are recorded and uploaded to the TutorBird platform, where they are made available exclusively to subscribed students as part of our commitment to supporting learning and progress.
Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the UK General Data Protection Regulation).
Legitimate interest(s): Responding to enquiries and messages we receive and keeping records of correspondence.
Legal basis for processing: Necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the UK General Data Protection Regulation).
Reason why it is necessary to perform a contract: Where your message relates to us providing you with educational services or taking steps at your request prior to providing those services, we will process your information to do so.
Transfer and storage of your information:
Information about your call, such as your phone number and the date and time of your call, is processed by our third-party telephone service providers.
Post
If you contact us by post, we will collect any information you provide in any postal communications you send us.
Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the UK General Data Protection Regulation).
Legitimate interest(s): Responding to enquiries and messages we receive and keeping records of correspondence.
Legal basis for processing: Necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the UK General Data Protection Regulation).
Reason why necessary to perform a contract: Where your message relates to us providing you with educational services or taking steps at your request prior to providing those services, we will process your information to do so.
Information we collect when you interact with our website
We collect and use information from individuals who interact with particular features of our website in accordance with this section and the section entitled Disclosure and additional uses of your information.
E-Newsletter
When you sign up for our e-newsletter or opt to receive information about forthcoming webinar calls or educational events we are organising, you will do so via a form on our website. We collect the information you enter on that form, which may include your name, email address, job title, company, phone number, and additional questions or comments you submit.
Legal basis for processing: Your consent (Article 6(1)(a) of the UK General Data Protection Regulation).
Consent: You give your consent to us sending you our e-newsletter by signing up to receive it using the steps described above.
Transfer and storage of your information
We use a third-party service to send out our e-newsletter and administer our mailing list, [Insert Mailing Service Provider]. Their privacy policy is available here: [Insert Privacy Policy URL]
Registering on our website
Registering on our website is not necessary or possible unless, when you register and create an account on our website, we collect the following information: name, email address. If you do not provide the mandatory information required by the registration form, you will not be able to register or create an account on our website.
Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the UK General Data Protection Regulation).
Legitimate interest: Registering and administering accounts on our website to support our educational services.
Transfer and storage of your information
Information you submit to us via the registration form on our website will be stored within [Insert Storage Location] on our third-party hosting provider’s servers in [Insert Server Location].
Information we collect when you enrol in a course or purchase educational materials
When you enrol in a course or purchase educational materials on our website, we may collect your name, email address, billing address (if applicable), company name (if applicable), VAT number (if applicable), phone number, and any information needed to provide the educational service you have requested.
If you do not provide this information, you will not be able to enrol in our courses or purchase educational materials from us on our website or enter into a contract with us.
Legal basis for processing: Necessary to perform a contract (Article 6(1)(b) of the UK General Data Protection Regulation).
Reason why necessary to perform a contract: We need the mandatory information collected during our enrolment and onboarding process to establish who the contract is with and to contact you to fulfil our obligations under the contract, including sending you receipts and confirmations and delivering the educational services you have requested.
Legal basis for processing: Compliance with a legal obligation (Article 6(1)(c) of the UK General Data Protection Regulation).
Legal obligation: We have a legal obligation to issue you with an invoice for the educational services you purchase from us where you are VAT registered, and we require the mandatory information collected during our enrolment and onboarding process for this purpose. We also have a legal obligation to keep accounting records, including records of transactions.
Processing your payment
If you enrol in a course or purchase educational materials on our website, you may need to make payment for the services or materials you have requested. To process your payment, we direct you to third-party payment processors [Insert Payment Processors]. Your payment will be processed by the third-party payment processor you choose, and you will submit your data to them during the payment process. These third-party payment processors will use your data in accordance with their privacy policies.
Transfer and storage of your information
No payment data is stored or transferred by Square Roets Maths. All payment data is processed by our third-party payment processors.
Legal basis for processing: Necessary to perform a contract (Article 6(1)(b) of the UK General Data Protection Regulation).
Reason why necessary to perform a contract: To fulfil your contractual obligation to pay for the educational services or materials you have requested from us.
How we collect or obtain information about you from third parties
This section sets out how we obtain or collect information about you from third parties.
Information received from third parties
Generally, we do not receive information about you from third parties. Where we do receive such information, it is most often from individuals or organisations referring you to us to discuss our educational services. This may result from a conversation where they suggest putting you in direct contact with us, believing there is a fit between your educational needs and our services.
Information we obtain from third parties will generally be your name and contact details but may include any additional information they provide about you.
Legal basis for processing: Necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the UK General Data Protection Regulation).
Reason why necessary to perform a contract: Where a third party has passed on information about you to us (such as your name and email address) to provide educational services to you, we will process your information to take steps at your request to enter into a contract with you and perform a contract with you (as applicable).
Legal basis for processing: Consent (Article 6(1)(a) of the UK General Data Protection Regulation).
Consent: Where you have asked a third party to share information about you with us and the purpose of sharing that information is not related to the performance of a contract or services by us to you, we will process your information based on your consent, which you give by asking the third party to pass on your information to us.
Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the UK General Data Protection Regulation).
Legitimate interests: Where a third party has shared information about you with us and you have not consented to the sharing of that information, we will have a legitimate interest in processing that information in certain circumstances.
Where we receive information about you in error
If we receive information about you from a third party in error and/or we do not have a legal basis for processing that information, we will delete your information.
Information obtained by us from third parties
In certain circumstances (e.g., to verify the information we hold about you or obtain missing information we require to provide you with an educational service), we will obtain information about you from publicly accessible sources, both UK and non-UK, such as educational directories, social media, and websites (including your own website).
Legal basis for processing: Necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the UK General Data Protection Regulation).
Reason why necessary to perform a contract: Where you have entered into a contract or requested that we enter into a contract with you, we may obtain information about you from public sources to understand your educational needs and provide services to a sufficient standard.
Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the UK General Data Protection Regulation).
Legitimate interests: We have a legitimate interest in obtaining information about you from public sources to support our educational services.
Disclosure and additional uses of your information
This section sets out the circumstances in which we will disclose information about you to third parties and any additional purposes for which we use your information.
Disclosure of your information to service providers
We use various third parties to provide services necessary to run our educational business or to assist us with running our business, and they may process your information on our behalf. These include telephone providers, email providers, web developers, website hosting companies, webinar platforms, payment providers (if applicable), and accounting and legal firms.
Your information will be shared with these service providers where necessary to provide you with the educational service you have requested, whether that is accessing our website, enrolling in courses, or receiving educational materials.
We do not display the identities of all our service providers publicly for security, agility, and competitive reasons. If you would like further information about the identities of our service providers, please contact us directly via our contact form, and we will provide such information where you have a legitimate reason for requesting it.
Legal basis for processing: Legitimate interests (Article 6(1)(f) of the UK General Data Protection Regulation).
Legitimate interest relied on: Where we share your information with these third parties in a context other than where it is necessary to perform a contract, we share your information to allow us to run and manage our educational business efficiently.
Legal basis for processing: Necessary to perform a contract and/or to take steps at your request prior to entering into a contract (Article 6(1)(b) of the UK General Data Protection Regulation).
Reason why necessary to perform a contract: We may need to share information with our service providers to enable us to perform our obligations under that contract or to take the steps you have requested before we enter into a contract with you.
Disclosure and use of your information for legal reasons
Indicating possible criminal acts or threats to public security to a competent authority
If we suspect that criminal or potential criminal conduct has occurred, we may need to contact an appropriate authority, such as the police. This could be the case, for instance, if we suspect fraud or a cyber crime has been committed or if we receive threats or malicious communications towards us or third parties.
We will generally only need to process your information for this purpose if you were involved or affected by such an incident in some way.
Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the UK General Data Protection Regulation).
Legitimate interests: Preventing crime or suspected criminal activity (such as fraud).
In connection with the enforcement or potential enforcement of our legal rights
We will use your information in connection with the enforcement or potential enforcement of our legal rights, including sharing information with debt collection agencies if you do not pay amounts owed to us when contractually obliged to do so. Our legal rights may be contractual (where we have entered into a contract with you) or non-contractual (such as legal rights under copyright law or tort law).
Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the UK General Data Protection Regulation).
Legitimate interest: Enforcing our legal rights and taking steps to enforce our legal rights.
In connection with a legal or potential legal dispute or proceedings
We may need to use your information if we are involved in a dispute with you or a third party, for example, to resolve the dispute or as part of any mediation, arbitration, or court resolution or similar process.
Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the UK General Data Protection Regulation).
Legitimate interest(s): Resolving disputes and potential disputes.
For ongoing compliance with laws, regulations, and other legal requirements
We will use and process your information to comply with legal obligations to which we are subject. For example, we may need to disclose your information pursuant to a court order or subpoena if we receive one.
Legal basis for processing: Compliance with a legal obligation (Article 6(1)(c) of the UK General Data Protection Regulation).
Legal obligation(s): Legal obligations to disclose information that are part of the laws of the United Kingdom or integrated into the United Kingdom’s legal framework.
Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the UK General Data Protection Regulation).
Legitimate interest: Where the legal obligations are part of the laws of another country and have not been integrated into the United Kingdom’s legal framework, we have a legitimate interest in complying with these obligations.
How long we retain your information
This section sets out how long we retain your information. We have set out specific retention periods where possible. Where that has not been possible, we have set out the criteria we use to determine the retention period.
Retention periods
Server log information: We retain information on our server logs for a length of time determined by our third-party hosting company.
Enrolment information: When you enrol in a course or purchase educational materials, we retain that information for six years following the end of the financial year in which you enrolled, in accordance with our legal obligation to keep records for tax purposes.
Correspondence and enquiries: When you make an enquiry or correspond with us for any reason, we will retain your information for as long as it takes to respond to and resolve your enquiry, and may keep your information for a longer duration if needed for the fulfilment of a contractual obligation or if you are considering entering into a contract with us for our educational services.
E-Newsletter: We retain the information you used to sign up for our e-newsletter for as long as you remain subscribed (i.e., you do not unsubscribe) or if we decide to cancel our e-newsletter service, whichever comes earlier.
Criteria for determining retention periods
In any other circumstances, we will retain your information for no longer than necessary, taking into account the following:
*The purpose(s) and use of your information both now and in the future (such as whether it is necessary to continue to store that information to perform our obligations under a contract with you or to contact you in the future);
*Whether we have any legal obligation to continue to process your information (such as any record-keeping obligations imposed by relevant law or regulation);
*Whether we have any legal basis to continue to process your information (such as your consent);
*How valuable your information is (both now and in the future);
*Any relevant agreed industry practices on how long information should be retained;
*The levels of risk, cost, and liability involved with us continuing to hold the information;
*How hard it is to ensure that the information can be kept up to date and accurate; and
*Any relevant surrounding circumstances (such as the nature and status of our relationship