Tuition enquiries: privacy notice

Who we are

Virtus Academy is a trading name of Veritas Gaming Ltd, registered in England and Wales, company number 14942374. Veritas Gaming Ltd is the data controller for the information you give us on the enrolment enquiry form.

The two names are the same organisation: Veritas Gaming Ltd is the company that runs Virtus Academy, and the tuition centre trades under the Virtus Academy name.

For anything to do with your information, including asking to see it or have it deleted, email hello@virtustutors.com.

What this notice covers

This notice covers the enrolment enquiry form for our in-person tuition centre. Everything else about this website (browsing, downloading worksheets, cookies and advertising) is covered by ourmain Privacy Policy.

What we ask for, and why

When you send an enquiry, we collect your name, email address and phone number; your child's first name and school year; the subjects you're interested in; the session you'd prefer; anything you tell us about access or timetabling needs; and, if you choose to say, how you heard about us.

We use it only to answer your enquiry, arrange a session, and contact you about it.

We do not ask for your child's age or date of birth. School year is all we need to place them in the right group.

Our lawful basis

We process this information to take steps at your request before entering into a contract (UK GDPR Article 6(1)(b)).

Ticking the box on the form confirms you have read this notice. It is not the basis on which we process your information, and you lose no rights by ticking it.

Access or timetabling needs: please don't send medical detail yet

That box is for practical things: a session time that works, step-free access, a quiet space, or that your child needs a break partway through.

Please don't include medical or diagnostic information at this stage. We will ask for everything we genuinely need (SEN, medical and emergency information) when your child enrols, on a form built for it, with its own consent.

Whatever you write in that box reaches us by email only. It is never copied into our enquiry spreadsheet, and we delete it as soon as your enquiry is closed or has become an enrolment, which is sooner than anything else on this page.

Where it goes, and who sees it

Your enquiry is recorded in a spreadsheet in a restricted folder, available only to named people who need it. What you write in the access and timetabling box is never copied there. It stays in the email.

At enquiry stage your information is read only by the small number of named people at Virtus Academy who handle admissions. Nobody else has access to the folder or the enquiry inbox.

We use these providers:

• Google: stores the enquiry record
• Resend: sends your confirmation email and our notification
• Vercel: hosts this website and receives the form
• Cloudflare: DNS and content delivery

Your enquiry is never used for advertising. This website carries advertising, but enquiry information is kept completely separate from it and is never shared with advertisers.

How long we keep it

• What you wrote about access or timetabling needs: deleted as soon as your enquiry is closed or has become an enrolment.
• The rest of your enquiry, if your child doesn't join us:deleted 12 months after we last spoke.
• If your child does join us: the enquiry is deleted and the information becomes part of their enrolment record, which has its own notice.

Your rights

You can ask us for a copy of your information, correct it, delete it, restrict or object to how we use it, or ask for it in a portable form. Emailhello@virtustutors.com and we'll respond within one month.

When you ask us to delete, we remove it from the spreadsheet, from that spreadsheet's version history, and from the enquiry emails.

If you're unhappy with how we've handled your information you can complain to the Information Commissioner's Office atico.org.uk.