Policy
Privacy notice
How Lamplit English Studio collects, uses and protects information connected with enquiries, consultations, tuition, safeguarding, payments and optional media permission.
Who we are
Lamplit English Studio provides personalised online English tuition for children and young people. Ruaridh MacDermot is responsible for the personal information used to provide the service. Privacy enquiries can be sent to ruaridh@lamplitenglish.com.
Who this notice applies to
This notice applies to parents and guardians who make enquiries, book or pay for lessons, and to children and young people who receive tuition. The tuition agreement is made with the parent or legal guardian.
Information Lamplit may use
- Parent or guardian contact details and information supplied through enquiries, bookings or consultations.
- Limited information about the student’s education, strengths, needs and agreed learning goals.
- With the parent or guardian’s agreement, a written transcript of the parent consultation and the learner profile or planning notes prepared from it.
- Homework, lesson notes, feedback, attendance and progress records.
- Payment and invoice records. Lamplit does not publish or request payment-account details through the website.
- Safeguarding lesson recordings, which may include the student’s image, voice, shared screen and lesson chat.
- Optional media-permission records and material shared under that permission.
How information is used
Information is used to respond to enquiries, arrange and deliver tuition, plan lessons, review work, communicate progress, manage payments, keep appropriate business records and protect children and adults during online lessons. Lamplit does not sell personal information or use children’s information for behavioural advertising.
Parent consultation transcripts
With the parent or guardian’s agreement, Lamplit may create a written transcript of a parent consultation so Ruaridh can concentrate on the conversation and prepare an initial learner profile and lesson recommendations. Consultation video is not recorded for this purpose, and a parent or guardian may decline transcription without affecting access to the consultation.
Where an AI-assisted service is used to organise or summarise a transcript, direct identifiers and unnecessary sensitive information are removed first. Ruaridh reviews the resulting notes and remains responsible for every learner profile and recommendation.
Safeguarding lesson recordings
Every online lesson is recorded to help safeguard children and adults and to provide an accurate record if a safety concern or complaint arises. Recording is a condition of online tuition. Students are reminded in age-appropriate language that the lesson is being recorded.
Recordings are stored in a restricted-access Google Drive account for 90 days after the lesson. Access is restricted to Ruaridh MacDermot unless disclosure is reasonably necessary for safeguarding, responding to a complaint or meeting a legal obligation. After 90 days, a recording is deleted unless a relevant concern, complaint or legal requirement means it must be retained for longer.
Safeguarding recordings are never published or used for promotion.
Optional media permission
Lamplit may invite a parent or guardian to give optional permission through the approved “Celebrating your child’s learning” permission card. A Yes response allows Lamplit to share the kinds of material described on the card on the Lamplit website or social-media accounts. This may include anonymised work, a photograph of work or learning, or an occasional short audio or video clip.
Lamplit will not publish a child’s surname, school name or family contact details. The child’s views will be respected in an age-appropriate way. Permission may be withdrawn at any time by contacting Lamplit. Saying no or withdrawing permission will never affect lessons.
Service providers
Lamplit may use Vercel for website hosting; Google services for email, Calendar, Drive and Meet; an approved AI-assisted service for organising consultation transcripts after identifiers have been removed; WhatsApp Business for communication; and Wise for private payment handling. These services process only the information needed for their part of the service.
How long information is kept
- Enquiries that do not lead to tuition: normally up to 12 months after the last meaningful contact.
- Raw parent-consultation transcripts: normally no longer than 30 days, and deleted sooner once the relevant learner profile and planning notes have been prepared.
- Lesson, homework, progress and routine communication records: normally up to 24 months after tuition ends.
- Safeguarding lesson recordings: normally 90 days after each lesson.
- Payment and accounting records: for the period required for accounting, tax and legal purposes.
- Media-permission records: while the material is in use and for up to 24 months afterwards.
Your rights
Depending on the circumstances, you or your child may have rights relating to access, correction, deletion, restriction, objection or data portability. To ask a question or make a privacy request, contact ruaridh@lamplitenglish.com.