Privacy Policy

Virtual Education System (VES) Ltd ("VES", "we") is the data controller for personal data collected through this website and our student portal. We are registered in England and Wales (Company No. 17019119), registered office 35 Newport Street, Stoke-on-Trent, ST6 4BU, United Kingdom. Contact: support@virtualeducationsystem.com.

What we collect

• Enquiries: name, email address, phone number and the message you send us.
• Families and students: parent/guardian name and contact details, student name, age, country and timezone, subjects, lesson schedule and attendance, progress notes and reports.
• Billing: invoices, payment dates and references. Card details are entered directly with our payment providers and are never stored by us.
• Lessons: lesson join records and, where enabled, lesson recordings for quality and safeguarding purposes.
• Website: standard server logs (IP address, browser, pages visited). We do not use advertising cookies.

Why we use it (lawful bases)

• To respond to your enquiry and arrange a trial lesson — legitimate interests / steps before a contract.
• To schedule, deliver, record attendance for and invoice lessons — performance of a contract.
• To send lesson reminders, schedule changes, invoices and receipts by email or WhatsApp — performance of a contract.
• To keep children safe during lessons and handle complaints — legitimate interests and legal obligations.
• To keep accounting records — legal obligation (retained for six years).

Children

We teach children with the consent and involvement of a parent or guardian, who provides the child's details and remains our point of contact. We collect only what is needed to teach and safeguard the child.

Who we share it with

Only the service providers we need to run the service, each under contract: our video-lesson platform, email and messaging providers, payment providers (for card payments), and our hosting providers. We do not sell personal data or share it for third-party marketing. Some providers process data outside the UK; where they do, transfers are protected by UK-approved safeguards.

How long we keep it

Enquiry details: 12 months. Family and student records: for the duration of the relationship and 12 months after, except invoices and payment records (6 years) and safeguarding records (as required by law). Lesson recordings: 90 days unless needed for a complaint or safeguarding matter.

Your rights

You may ask us for a copy of your data, to correct it, to delete it, to restrict or object to its use, or to receive it in a portable format. Email support@virtualeducationsystem.com; we respond within one month. You may also complain to the Information Commissioner's Office at ico.org.uk.

Security

Data is held on access-controlled systems with encryption in transit. Access is limited to staff who need it to teach, schedule or bill.

Changes

We will post any changes to this policy on this page.