Effective from 01/07/2021
Hello there! Thanks for stopping by to have a read about how we use your information when you visit our website.
What are the key things I should know?
- We’ll keep the information we hold about you to a minimum
- We’ll only use your information to provide you with services you’ve asked for, reply to your messages, improve our website and comply with the law
- We won’t sell your information to anyone else
- We won’t share your information with anyone else unless we absolutely have to
- You have quite a few rights when it comes to how we use your information
- If we change how we want to use your personal information, we’ll let you know first
What if I’m a grown-up and you’re using information about my child?
Our website is designed for use by children between the ages of 3 and 18, and we need to collect information about them so that we and the tutors can provide the services. Children under the age of 13 are unable to give their consent. We therefore tell children under the age of 13 to ask their grown-up to sign up instead.
If you’re concerned that we hold information about a child under the age of 13 without the consent of their grown-up, please get in touch with us and we’ll take steps to delete it.
Who are you?
This website is run by Triangle Sandwich Limited, which is a registered company. We usually use the name “One2Ones”.
As required by law, we’ve registered with an organisation called the Information Commissioner’s Office (ICO). The ICO is responsible for ensuring that we follow the law when using your information.
Our Data Protection Officer is Abby Christoforou, who can be contacted at email@example.com.
What’s personal information?
Personal information – or personal data – means any information that we can use to identify who you are. Sometimes this information will clearly tell us who you are – such as your name – but we may also be able to tell who you are from other information. Phones and other devices that connect to the Internet also have special addresses which can be used to tell us who you are.
What information do you collect about me?
The information we collect about you is limited to:
- Identity information such as your first name and your age, as well as the name on the Zoom account you use
- Videos of the Zoom classes you attend with tutors
- Messages including any emails you or your grown-up send to us or a tutor and any comments directed to us or messages between us on social media
- Technical informationabout the phone or device used by you to visit our website
- Usage information about how often you visit our website, which pages you view and for how long and how you use our website (for example, which types of content you viewed and for how long and the choices you make when using the website)
- Feedback about what you think of our website, which we may ask you to provide by completing a survey or when leaving a review.
Where do you get my information from?
We’ll usually get your information directly from you, or from your grown-up if they set up the account. But if your phone or device is shared with someone else, we may collect information about you from them.
What do you use my information for?
By law, we can only use your information if we meet one of six rules. These are also called ‘legal grounds’.
The key rules we rely on when using your information are where:
- we need to use your information to do something that we’ve agreed to do, or require you to do something that you’ve agreed to do, under any agreement between us, for example, under the terms that apply when you use our website (contract)
- you’ve given us permission to use your information for a specific reason (consent)
- we need to use your information to comply with the law (law)
- we need to use your information where we’ve a good reason for doing so, if we’re sure that you would expect this, and that your rights won’t be affected (contract)
The reasons for using your information and the rules we rely on when doing (in brackets) so are:
- Providing you with use of the One2Ones Platform, collecting money for the classes from you or your grown-up, and paying the Tutors (contract or good reason)
- Sending you our email newsletters, which you can change your mind about at any time by clicking the ‘Unsubscribe’ link at the bottom of every email (consent)
- Ensuring that everyone who visits our website can do so safely (good reason)
- Understanding how our website is used by you and other users, so we can fix them if things go wrong and improve them (good reason)
- Responding to any messages you send to us by email or on social media (good reason)
- Ensuring we follow any rules about health and safety and child protection and responding to questions from official organisations like the Police (law)
Who will you share my information with?
We won’t share your information with anyone that we don’t need to share it with.
The only people that will have access to your information include:
- the Tutors whose classes you or your grown-up book
- our team members
- organisations that provide us with the tools we need to run our website, such as our hosting provider, email newsletter provider, sales and client records management tools, and the providers or tools that help us to understand how you use our website and what happens if things go wrong
- any organisation that may want to buy our company or its business (we’ll make sure they respect your information and your rights)
- official organisations like the Police, although this would be very rare
Where do you keep my information?
We keep your information on big computers that can be accessed over the internet called ‘servers’. These belong to other organisations. Most of the servers we use are based somewhere in the UK or Europe, but some of these servers may be based in other countries.
Where any servers are based outside the UK or Europe, we make sure that the organisations which own them agree to follow similar rules to us when it comes to how your information is handled.
How do you keep my information safe?
We use a variety of contraptions and plans to keep your information safe. These include:
- making sure that the link between your phone or device and our servers is secure so that no-one can ‘listen in’ on us
- using strong passwords on all our systems
- only allowing a small group of people to access our systems
- agreeing contracts with our staff and service providers which mean they have to keep your information safe and not share it with anyone
- having a plan in place to deal with what happens if your information is accessed by someone who shouldn’t have access to it or if your information is lost or changed in any way
How long do you keep my information for?
We’ll hold your information for as long as we need it for the reasons that we collected it for in the first place. That will be at least as long as you or your grown-up has an account on the One2Ones Platform.
Where you’ve signed up to receive our email newsletters, we’ll keep you on our mailing list until you tell us you don’t want to hear from us anymore.
What are cookies?
Cookies are small text files stored on your phone or device and are used to ensure our website works as it should and help us tell you apart from other visitors to our website.
To find out more about cookies, how to refuse them and how to change your phone or device’s cookie settings, you should visit the ICO Cookie Guidance.
The cookies we use are as follows:
- auth_token – this is used to keep the authentication token for the user
- auth_id – this stores the unique identifier of the logged in user
- __hstc – This cookie is set by Hubspot and is used for tracking visitors. It contains the domain, utk, initial timestamp (first visit), last timestamp (last visit), current timestamp (this visit), and class number (increments for each subsequent class).
- Hubspotutk – This cookie is used by HubSpot to keep track of the visitors to the website. This cookie is passed to Hubspot on form submission and used when deduplicating contacts.
- __hssc – This cookie is set by Hubspot. According to their documentation, whenever HubSpot changes the class cookie, this cookie is also set to determine if the visitor has restarted their browser. If this cookie does not exist when HubSpot manages cookies, it is considered a new class.
- __hssrc – This cookie is set by Hubspot. According to their documentation, whenever HubSpot changes the class cookie, this cookie is also set to determine if the visitor has restarted their browser. If this cookie does not exist when HubSpot manages cookies, it is considered a new class.
- M – This cookie is set by Stripe, our Payment Processor
- _ga_DCM5PLMV2D – This cookie is installed by Google Analytics to help us give you the best user experience!
- _g – This cookie is installed by Google Analytics. The cookie is used to calculate visitor, class, campaign data and keep track of site usage for the site's analytics report. The cookies store information anonymously and assign a randomly generated number to identify unique visitors.
We use SendGrid to send our email newsletters. Mailchimp uses tiny invisible images called ‘pixels’ within the emails we send. These allow us to see whether you opened an email, whether you marked our email as ‘spam’ and whether you clicked any links in an email.
What rights do I have?
The law provides you with quite a few rights when it comes to how we use your information. You may not be able to use all these rights, depending on the facts.
Access:You have the right to be told if we’re using your information and the right to request a copy of the information held about you together with certain information about how we use your information
Correction:You have the right to ask us to correct any information we hold about you which isn’t right or isn’t complete
Deletion:You have the right to ask us to delete or remove any information held about you where there’s no good reason for us to continue holding it or where you’ve objected to us using your information
Restriction:You have the right to ask us to limit how we hold your information, for example, to confirm its accuracy or our reasons for holding it
Objection:You have the right to object to us holding any information about you which is based on any of the good reasons we described above. You’ve also the right to object to us holding your information for marketing purposes
Portability:You have the right to receive or request that we transfer a copy of the information we hold about you where you’ve given consent to us using such information or we need to use your information as part of our agreement with you
Complaints:You have the right to complain to the ICO or, where you’re based outside the UK, any other EU authority in relation to how we collect and use your information
We usually won’t charge you anything to exercise your rights, although we’re allowed to do so in certain cases. Where this is the case, we’ll let you know.
What if I have a question?
If you don’t understand anything, you should ask your grown-up to explain it to you. You can also ask us by sending an email to firstname.lastname@example.org.