Who is responsible
Joshua Gordon Jones, a sole trader trading as Toucan Learn, is the controller responsible for your personal information.
Correspondence address: 10 Foxglove Close, Stoke Gifford, Bristol BS34 8LH
For privacy questions or requests, email hello@toucanlearn.co.uk.
What we collect
When you email an enquiry, we receive your email address, any name you give, the contents of your message and the usual email delivery details. We ask who the support is for, the subject or goal, rough availability, and whether you prefer online or in-person support. For in-person support, a town or postcode area is enough. An approximate age or school year can help us match a child with suitable support.
A parent or carer should make the first enquiry for a child. Please keep it brief and do not send diagnoses, medical records, full school records or urgent safeguarding information. You can ask for a private conversation about learning or access needs. We explain why further information is needed and arrange an appropriate private route before requesting sensitive details.
If tutoring goes ahead, we also use necessary contact and billing details, lesson arrangements, learning goals, progress notes and communications. Information usually comes from you; during tutoring it may also come from the learner, their parent or carer, their tutor, or someone you ask us to speak with.
You are not legally required to enquire or provide information. Without a reply address and enough detail about the goal, we may be unable to respond or assess a suitable match. Agreed tutoring needs enough contact, scheduling and billing information to run the service.
Why we use it
| Use | UK GDPR lawful basis |
|---|---|
| Answer your enquiry and discuss a possible booking | Steps you request before entering a contract, for the adult learner or contracting parent or carer |
| Arrange and deliver your agreed tutoring | Performance of our contract with the customer |
| Understand a child's learning goal, match a tutor and keep useful lesson notes | Legitimate interests in providing suitable, personal support, with particular care for the child's rights |
| Handle service questions, complaints and security issues | Legitimate interests in running a reliable service, protecting information and resolving concerns |
| Keep tax records or meet another applicable legal duty | Legal obligation |
We use only information needed for these purposes and balance our legitimate interests against your rights. An enquiry is not consent to unrelated marketing. We do not add enquirers to a marketing list.
Health, disability and other sensitive information needs an additional legal condition. Before requesting it, we explain the purpose, lawful basis and applicable condition, including how to withdraw consent if we rely on it. Sending an enquiry is not blanket consent to this use.
Who receives it
Joshua handles first enquiries. Tutors receive only the details needed to check availability and fit; we do not routinely forward the whole enquiry. Once support is agreed, the tutor receives the information needed for the lessons.
Our email, website hosting and record-storage providers process information to run those services. If relevant, limited information may also go to payment providers, accountants, professional advisers or insurers. We may share information with emergency services, local authorities or other public bodies where necessary and lawful to protect someone or meet a legal duty.
We do not sell your information. There is no web-form processor on this website: enquiries are sent through your email service to ours.
How long we keep it
- Unsuccessful or withdrawn enquiries: six months after our last contact, then deleted.
- Routine client records: while tutoring continues and for two years after the last lesson, then deleted or anonymised. We keep only necessary information when an enquiry becomes a client record, and remove redundant enquiry copies within three months of setting up that record.
- Financial and tax records: at least five years after the 31 January submission deadline for the relevant tax year. This follows GOV.UK guidance for self-employed records. HMRC enquiries or another applicable rule may require longer retention. This period does not automatically apply to lesson notes.
- Routine complaints: two years after the complaint is resolved. A legal claim or safeguarding concern may need longer retention.
Safeguarding records are kept separately for as long as needed to protect the people concerned or meet an applicable legal or authority requirement. We review that need at least annually. If a dispute, legal duty or safeguarding concern requires us to keep another record longer, we retain only what is necessary, review the reason annually and delete it when that reason ends.
We do not automatically collect campaign details with an email enquiry. If you tell us how you heard about Toucan Learn, that information follows the same retention period as your enquiry or client record.
Security and information outside the UK
We restrict access to people who need the information and keep sensitive records separate from routine enquiries. Please avoid sending sensitive attachments in your first email.
Email and hosting services may process information outside the UK. Where this is a restricted transfer, we use an applicable UK adequacy arrangement or appropriate contractual safeguards. You can ask us for details of the providers, countries and safeguards relevant to your information, and a copy of those safeguards.
No tuition connected with Russia is publicly offered.
Your rights
You can ask to see or correct your information, or ask for deletion or a restriction on its use. These rights have limits, for example where we must keep tax records. Where we use information you provided electronically for a contract or with consent, you may also have a right to receive it in a portable format.
If we rely on consent, you can withdraw it at any time; this does not affect lawful use before withdrawal. Email hello@toucanlearn.co.uk to make a request. We may need to check your identity before disclosing information.
Your right to object
You can object to use of your information based on legitimate interests. Tell us your circumstances and we will consider the request and explain our response. You can also object to direct marketing at any time.
If you are unhappy with how we handle your information, you can contact us and you can complain to the Information Commissioner's Office.
Website visits and changes
This website uses no analytics, advertising trackers or cookies. Our hosting provider may process technical request logs, such as IP addresses and requested pages, to deliver and secure the site. Opening an email link does not send information until you choose to send the email.
The fictional learner world's ideas wall saves notes only in your own browser when storage is available. These notes are not sent to Toucan Learn. You can remove them using “Reset this wall” in the demo. Please keep personal details out of your notes.
We do not make decisions about you solely by automated processing or use automated profiling. We keep this notice up to date and tell existing clients directly about material changes affecting them.