Privacy Policy

Last updated: August 2025

Science Café Ltd (“we,” “our,” “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard information when you use our website www.sciencecafe.co.uk and our services.

1. Who We Are

Science Café Ltd is a UK-registered company providing science tutoring, revision resources, and related educational services. We are the data controller of any personal data you provide.

Company Name: Science Café Ltd

Website: www.sciencecafe.co.uk

Contact Email: [email protected]

Registered Office: Ramscroft Stables, Chalk Lane, Withern, LN13 0LQ

ICO Registration Number: ZA926094

2. Information We Collect

We may collect and process the following personal information:

Information you provide directly

Name, email address, phone number, billing address

Student details (name, year group, exam board, learning preferences)

Payment details (processed securely by third-party providers; we do not store card numbers)

Enquiry or support messages

Information you enter into forms (e.g. registration, subscriptions, competitions)

Information we collect automatically

IP address, browser type, device details

Cookies and usage data (see Section 8: Cookies)

3. How We Use Your Information

We use your personal data to:

Provide tutoring services, courses, and membership access

Process payments and issue invoices

Manage accounts, bookings, and subscriptions

Send important service updates (lesson reminders, progress reports)

Provide marketing emails (only with consent)

Improve our website and resources

Comply with legal and regulatory obligations

4. Legal Bases for Processing

We process your data under the following lawful bases (UK GDPR Article 6):

Contract: to deliver the services you have purchased

Consent: where you opt into marketing communications

Legal obligation: to comply with HMRC, safeguarding, or other regulations

Legitimate interest: to improve services, monitor usage, and handle customer queries

5. How We Share Your Data

We do not sell your data. We may share it with:

Service providers: e.g. payment processors (Stripe, PayPal), email platforms (Mailchimp, GoHighLevel), learning management systems

Tutors and staff: to deliver lessons, feedback, and support

Regulators/authorities: where required by law or safeguarding obligations

All third-party providers are required to keep your data secure and process it only on our instructions.

6. International Data Transfers

Some providers (e.g. email, cloud hosting) may store data outside the UK. Where this happens, we ensure safeguards are in place (e.g. UK Addendum to EU Standard Contractual Clauses).

7. Data Retention

We will only keep your data for as long as necessary:

Student records: up to 7 years after leaving our services (for safeguarding and legal requirements)

Financial records: 6 years (HMRC requirement)

Marketing contacts: until you unsubscribe or withdraw consent

8. Cookies

We use cookies to:

Keep you logged into your account

Analyse website usage via Google Analytics

Personalise your experience

You can manage or disable cookies in your browser settings. For more detail, see our Cookie Policy.

9. Your Rights

Under UK GDPR, you have the right to:

Access a copy of your personal data

Correct inaccurate information

Request deletion (“right to be forgotten”)

Restrict or object to processing

Data portability (transfer your data to another provider)

Withdraw consent at any time

To exercise these rights, email [email protected].

10. Children’s Privacy

Our services are directed at parents and students. Where a student is under 13 years old, parental consent will be required for any data collected.

11. Data Security

We take appropriate measures to protect personal data against loss, misuse, or unauthorised access, including:

Secure servers with encryption

Password-protected accounts

Restricted tutor/staff access

Regular security reviews

12. Third-Party Links

Our website may link to other websites (e.g. exam boards, resources). We are not responsible for their privacy practices.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with a new “last updated” date.

14. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact: