How we handle personal information
Privacy Policy
This notice explains how SciencebyMir uses parent and student information for enquiries and tuition.
Last updated: 27 September 2026
Who we are
Mir Hashemi trading as SciencebyMir is the data controller for the personal information described in this notice. For privacy questions or requests, contact us at info@sciencebymir.com.
Information we collect
Depending on whether you enquire or enrol, we may collect:
- parent or guardian name, contact details and correspondence;
- student name, year group, school if provided, subject, exam board, working and target grades, and information about the support requested;
- tuition administration information, including enrolment, attendance, homework, assessment results, feedback, lesson records and payment records;
- technical information needed to deliver and protect the website, which may include IP address, browser/device details and server logs.
Please share only information relevant to arranging tuition. The initial enquiry form does not ask for health, medical, SEN or other special-category information. Please do not include these details in the message field. If sensitive information is later needed to support tuition, we will explain why it is needed and identify an appropriate legal condition before collecting or using it.
Where information comes from
We receive information directly from parents or guardians, students and people who contact us. If a parent or guardian makes an enquiry for a student, we may receive student information from them. We may also generate tuition records as lessons and assessments take place.
Why we use information and our lawful bases
We use personal information only where we have a lawful basis under UK data protection law. The basis depends on the purpose and context.
| Purpose | Lawful basis |
|---|---|
| Responding to a tuition enquiry and discussing a programme | Taking steps at the request of the person making the enquiry before a contract, or legitimate interests in responding to a parent/guardian enquiry and administering prospective-student communication. |
| Setting up and delivering tuition, including lessons, homework, assessments and feedback | Performance of the tuition agreement, or steps requested before entering it. |
| Billing, accounting and keeping records required by law | Compliance with legal obligations; contract administration where relevant. |
| Legitimate business administration, protecting services and responding to service questions | Legitimate interests, where those interests are not overridden by the rights and interests of the student or family. |
| Optional direct marketing | Consent where required. Any marketing choice is separate, optional and not required to submit an enquiry; it can be withdrawn at any time. |
| Non-essential cookies or similar tracking | Consent where required under privacy/electronic communications rules. This is separate from the UK GDPR lawful basis for any personal data collected through the technology. |
How we use and share information
We use enquiry details to respond, discuss programme fit and follow up on the requested tuition. If a student enrols, we use relevant information to administer lessons, provide tuition, manage homework and assessments, give feedback, support the student and handle payments and customer service.
We use service providers to operate tuition and administration. These currently include Wise for student management, enrolment, timetable, attendance, lesson administration and billing administration; Zoom via Wise for live lessons; Loom for lesson recordings; Google Workspace (including Gmail, Drive, Sheets and Docs) for email, files, trackers and business administration; Stripe for payment processing; GoHighLevel for CRM, enquiries, lead management and related communications; BitPaper for interactive classroom and whiteboard work; and SudoStudy for homework, practice and related learning/performance data. The website also requires a hosting provider. We share information with each provider only as needed for its role.
Some providers may process personal information outside the UK. Where a restricted transfer takes place, we use an appropriate UK GDPR safeguard, such as an adequacy regulation or an approved transfer mechanism, and complete any required risk assessment. We do not state provider data-centre locations here.
Lesson recordings and student information
Core lessons may be recorded so enrolled students can catch up and revisit teaching for revision. Recordings may contain a student’s voice, name or contributions. Access is limited to people who need the recording for tuition and learning. Recordings are not used for public marketing unless a separate permission is obtained.
How long we keep information
Our normal retention periods are:
- unsuccessful enquiries and leads: 24 months after the last meaningful contact;
- student and parent tuition records: 6 years after the relationship ends;
- assessment, homework and progress records: 3 years after the student leaves;
- lesson recordings: 3 years; and
- financial, invoice and payment records: 6 years.
We may retain information longer where required by law or reasonably necessary to establish, exercise or defend a legal claim or resolve a dispute. When information is no longer needed, we delete it or securely anonymise it.
How we protect information
We use appropriate technical and organisational measures designed to protect personal information from unauthorised access, loss, alteration or disclosure. Access is limited to people who need the information for tuition or administration.
Your rights
Depending on the circumstances, you may ask us to:
- provide access to your personal information;
- correct inaccurate or incomplete information;
- erase information or restrict how it is used;
- provide information in a portable format where that right applies;
- stop processing based on legitimate interests where you have grounds to object; and
- withdraw consent where we rely on consent. Withdrawal does not affect processing already carried out.
These rights are subject to legal conditions and exceptions. To make a request, email info@sciencebymir.com with “Privacy request” in the subject line. We may ask for information to confirm identity or authority to act for a student.
Children’s information
SciencebyMir teaches students aged around 14–18 as well as GCSE and A-Level students. We handle student information with care and explain relevant privacy information in language students can understand. Parents or guardians can make enquiries on a student’s behalf. We consider the student’s rights and interests when responding to requests about their information.
Contact us or complain
For any privacy question, access, correction or deletion request, contact info@sciencebymir.com.
You also have the right to complain to the UK Information Commissioner’s Office (ICO). Visit ico.org.uk/make-a-complaint.