Who I am
ICTRamsden is a sole-trader IT support, web design and online tuition business based in Corsham, Wiltshire, run by Ian Ramsden. I can be contacted at ictramsden@gmail.com.
What data I collect
When you contact me through my website form, by email, by phone, or by message, I may collect:
- Your name
- Your email address
- Your phone number, if you choose to provide it
- Any information you include in your message
I may also keep practical job details, invoices, and records of work carried out where you become a client.
Please don’t use the website form for tuition enquiries. Tuition is arranged through Sherpa (see Online tuition).
I do not collect payment card details through this website. Tuition is paid for through Sherpa. Other services are paid for separately, for example by card through Stripe, PayPal, bank transfer or cash, and my accounts are kept in FreeAgent.
How I use your data
I use your information to respond to your enquiry, arrange support, provide services, keep appropriate business records, and deal with invoices or follow-up questions.
My usual lawful basis is legitimate interests, because I need to use the information you send me to reply and provide the service you requested. Where records are needed for tax or accounting, I keep them to meet legal obligations.
I do not use your data for marketing, share it with third parties for advertising purposes, or sell it.
Online tuition
All tuition is booked, paid for and arranged through Sherpa, an online tutoring platform, and lessons take place in Sherpa’s online classroom. Sherpa is responsible for its own platform, including accounts, bookings, payments, messages and any lesson recordings. Sherpa’s own privacy policy explains how it handles that information.
Separately, I keep my own short notes so I can plan each lesson properly. They hold only:
- your child’s first name and year group
- their course and exam board
- the dates of past lessons, what we covered, how it went, any homework, and what to work on next
- previous grades and marks, and general interests that help me plan lessons (for example, “enjoys games”)
I don’t record surnames, parents’ names, schools, where you live, contact details, dates of birth, or anything about health, additional needs or family circumstances. If something like that comes up, I leave it out of my notes, and I check my notes and tools regularly to remove anything that shouldn’t be there.
AI tools. My notes are kept in Google Drive, and I use AI tools to help turn my rough lesson notes into tidy ones and to help prepare future lessons. My AI tools are set up so that they only see your child’s first name, year group and the lesson notes described above. Some of these providers are based in the United States, so this information may be processed outside the UK.
If you’d rather I didn’t use AI. Just tell me through Sherpa. Your child’s notes will then be kept only on my own computer, in a private notes app that isn’t connected to any AI service or online storage. I’ll remove them from Google Drive, and I won’t use AI tools for anything about your child. It won’t affect the lessons in any way.
My lawful basis is legitimate interests: keeping a record of what we’ve covered is a normal part of tutoring and helps me teach well. I delete my notes and working copies about your child within 10 weeks of our last lesson, or once their GCSE or A Level exams are over, whichever comes first, unless you ask me to keep them because they might come back. AI providers may keep their own copies of what my tools have processed for a time, under their own policies, and past chat histories in those tools can’t be edited. You’re welcome to see your child’s notes at any time, or to ask me to delete them sooner.
How long I keep it
Enquiries that don’t lead to any work are deleted within 12 months.
Where you become a client, I keep your details and records of the work for 2 years after the last job. Invoices and accounting records are kept for at least 5 years after the 31 January Self Assessment deadline for the tax year they relate to, as HMRC requires.
You can ask me to delete information that no longer needs to be kept.
Tuition notes are deleted within 10 weeks of the last lesson, or once the pupil’s exams are over, whichever comes first, unless you ask me to keep them, as explained under Online tuition.
Third-party processors
My contact form is processed by Formspree (formspree.io), which receives your submission before passing it to me. Formspree’s own privacy policy applies to their handling of your data.
My business email, calendar and files are held with Google (Gmail, Google Calendar and Google Drive).
I use AI assistant tools to help me manage enquiries, draft replies and keep business notes. At present these are Grok Bot, provided through Cursor (Anysphere), and Claude, by Anthropic. Grok Bot uses models from xAI and the other providers on Cursor’s subprocessor list. Between them they have access to my email inboxes, calendar and Google Drive (except tuition emails from Sherpa, which go to a separate email address that my AI assistant tools can’t access), so the content of your message may be processed by those providers. Their own privacy policies apply. I review and approve every reply before it is sent.
Card payments for services other than tuition are handled by Stripe or PayPal, and my accounts are kept in FreeAgent.
My domain is managed through Cloudflare, which may process basic technical information such as IP addresses. This website loads its fonts from Google Fonts, so your browser’s IP address is sent to Google when you view a page.
Several of these providers, including Google, Cursor, xAI, Anthropic, Formspree, Stripe, PayPal and Cloudflare, are based in or process data in the United States, so information may be processed outside the UK. Where this happens, these providers say they use recognised safeguards, such as the UK-US data bridge or standard contractual clauses.
Your rights
Under UK GDPR you have the right to:
- Access the personal data I hold about you
- Request correction of inaccurate data
- Request deletion of your data
- Object to or restrict processing of your data
- Lodge a complaint with the ICO at ico.org.uk
To exercise any of these rights, please contact me at ictramsden@gmail.com. For anything about tuition, you can also message me through Sherpa. If you’d rather your request wasn’t read by my AI assistant tools, you can call or text me on 07428 456 333 instead.
Cookies
This website does not use tracking or advertising cookies. No analytics or marketing cookies are used.
Changes to this policy
I may update this policy from time to time. The date at the top of this page shows when it was last updated.