What we collect, why, where it’s kept, and what you can ask us to do with it. Each section opens with the short version.
Learn Locus LLC, in North Carolina. We decide how your data is used, and we’re the people to email about it.
This policy is issued by Learn Locus LLC, a company registered in North Carolina, United States. For the purposes of UK and EU data protection law (the UK GDPR and the EU GDPR), we are the data controller for the personal information described here.
For anything to do with your data: admin@learnlocus.com, or by mail to 1609 Creighton Hall Way, Durham, NC 27703, USA.
Only what we need to teach, keep in touch, and bill. Apart from the technical logs and the application form described in section 6, nothing is collected without you knowing.
What we hold depends on how far along the relationship is.
| When | What |
|---|---|
| You inquire | Your name, email address, and whatever you tell us about your child and what you’re looking for. Phone number if you give it. |
| You become a client | Parent or guardian names and contact details; the student’s name, age or grade, school and curriculum; the subjects and level we’re helping with; the agreed rate; your billing address. |
| Tutoring is under way | Session dates and durations; your tutor’s notes on what was covered and how it went; work the student shares with us; results from any diagnostic or assessment we run; progress reports we write for you. |
| You apply for the SAT Seminar | Your child’s name, school, curriculum and year; any SAT, PSAT or diagnostic result you tell us about; their current math and English courses and grades; what you tell us about how they learn and what they’re aiming for; your name and email address; whether they can attend all ten days; when they plan to sit the SAT; how you heard about the seminar, including which link you came from; and anything else you choose to write. If you tick the optional box, your name and email address for news of future seminars. |
| You’re offered a seminar place | More detail, asked for only from families we’ve offered a place: two emergency contacts and how they’re related to your child; your child’s date of birth and home address; a phone number for you; your child’s GP details; health information that matters during the day (allergies, medical conditions, medication, any accessibility or learning needs); and billing details. Separately, and only if you say yes, whether we may take photographs and whether we may share your child’s progress with a third party such as a school counselor. |
| The seminar runs | Your child’s diagnostic and final test results, the instructors’ notes, and the written report we send you. |
| Invoicing | Invoices and payment records. We do not store card numbers — payment is handled by our payment provider (see section 5). |
We don’t buy data about you, and we don’t collect anything from social media or public sources.
The seminar application has some open text boxes. Please don’t put medical or diagnosis details in them. We ask about health and learning needs only if we offer you a place, on a separate form.
Most of our students are under 18. We collect their details from a parent or guardian, and use them to teach, run the seminar, keep students safe and invoice you. Nothing else without asking.
Tutoring children is what we do, so we routinely hold personal information about students who are minors. That information comes to us from a parent or guardian — through our onboarding form, by email, or in conversation — and our legal basis for using it is set out in section 4.
We collect only what is needed to teach the student well and to keep their parents informed: name, age or grade, school, curriculum, subjects, and the tutor’s notes and reports as tutoring progresses. We do not collect anything about a student from the student directly without a parent or guardian knowing, and we do not use students’ information for anything else without asking you.
The SAT Seminar works the same way. A parent or guardian completes the forms, and students sit the tests. If we offer a place, we then ask for a date of birth and a home address, to confirm the student’s age and for safeguarding. The student may sit our diagnostic at home, and we keep the result for the seminar and nothing else. Students aged 16 or 17 can ask us themselves what we hold about them, and we’ll tell them.
If you believe we hold information about a child that we shouldn’t, email us. We’ll look into it straight away and remove it unless we have a legal reason to keep it.
To reply to you, to teach, to invoice, and to keep records the tax authorities require. We email you about future seminars only if you tick the box asking us to.
| Purpose | Legal basis |
|---|---|
| Replying to an inquiry and arranging a call | Our legitimate interest in responding to people who contact us |
| Reading a seminar application and replying to it | Your request that we consider your child (steps before a contract), and our legitimate interest in deciding fairly whether the seminar suits them |
| Running the seminar for a student who has a place or has been offered one: teaching, testing, reporting to parents, and the practicalities of the two weeks | Steps you ask us to take before a contract, and performance of our contract with you once you’ve booked |
| Health, allergy, medication and learning-needs information for a student with a place | Your explicit consent, which you give by ticking a separate box on the enrolment form; and, in a medical emergency where we can’t ask you or your child, protecting your child’s vital interests |
| Emergency contacts, date of birth, home address, phone number and any incident record for a student who has a place or has been offered one | Our legitimate interest in reaching your family and keeping the children safe, and our legal obligations |
| Photographs or video at the seminar, and using them in our marketing; sharing a student’s progress with a third party such as a school counselor; quoting you on our website | Your separate, explicit consent for each. Both are off unless you say yes |
| Telling you about future seminars | Your consent, given by ticking the optional box on the application, which you can withdraw at any time |
| Matching a student with a tutor, scheduling sessions, teaching, and reporting to parents | Performance of our contract with you |
| Invoicing and collecting payment | Performance of our contract with you |
| Keeping financial records | Our legal obligations under US and UK tax and accounting law |
| Anything else | Your consent, which you can withdraw at any time |
We do not send marketing email to clients or to people who inquire. The one exception is the optional box on the seminar application: if you tick it, we will email you about future Learn Locus seminars. Every message will say how to stop, and we’ll act on a request within a few days. If we ever want to quote you on our website, we will ask first (by email only if you ticked the box, otherwise when you enrol), tell you how the quote will be attributed, and honor whatever you decide.
We treat emails that deliver what you asked for or bought as service messages, not marketing. That covers replying to your application, the instructions for the diagnostic and, after the seminar, the written report. They need no tick box, and we don’t add promotions to them. Anything promotional goes only to people who ticked the box.
Health information and learning needs are sensitive. We ask for them only from families we’ve offered a place, on a separate form, and we use them only to look after your child during the seminar. Only the people who need them for that can see them, such as the instructors, first-aiders, and whoever provides food (for allergies). If something sensitive does end up in an open box on the application, we keep it out of our decision where we can, and we’ll delete it if you ask.
A person reads every seminar application and decides who gets a place. We don’t use automated systems to make that decision. Practice tests are scored by software, and an instructor reviews the results.
Everything marked required on the application is needed to consider it. Before we can take a student we also need their emergency and health details; without them we can’t safely offer a place. If you later withdraw your consent to our holding your child’s health information, we may not be able to keep their place, because we can’t look after them safely without it. If you give us someone else’s details, such as an emergency contact, please tell them.
A small number of well-known services hold our data on our behalf. Your tutor or the seminar instructors see what they need to teach. A few other people see only what their job needs. We don’t sell it.
We use these providers to run the practice. Most process data on our instructions under their own security and privacy terms; Stripe also uses payment data for its own purposes, such as preventing fraud, under its own privacy policy:
Tutors other than Doug are independent contractors working under the Learn Locus name. Your tutor has access to the information about your child that they need to teach — name, level, session history and notes — and nothing more. Our contractors are bound to keep it confidential.
A seminar application is read by Doug, the seminar’s second instructor, and the Learn Locus staff who run the seminar. The second instructor is an independent educator with her own business, and she sees applications only after she has signed our written agreement to keep them confidential and use them only for the seminar. We do not tell the person or school that pointed you to the seminar whether you applied, or anything about your application, unless you’ve given us your written permission.
We don’t sell personal information. We share it only with: the providers above; for the seminar, the venue and whoever supplies food, limited to what they need, such as a student’s allergies and who to call in an emergency; doctors or emergency services if your child needs urgent help; our accountants and tax advisers, for invoicing and tax; a school counselor or anyone else, but only if you’ve said yes; and anyone the law requires us to.
No cookies and no analytics on this site. The application form on the seminar page comes from Fillout and loads only when you press the button to open it. That is when other companies get involved.
This website sets no cookies, runs no analytics, and loads no third-party scripts of its own. The typefaces are hosted with the site rather than fetched from a font provider. The only thing that happens when you visit is that our hosting provider, Netlify, logs the request in the ordinary way a web server does — IP address, page requested, time — and keeps those logs briefly for security and reliability.
The SAT Seminar page is different. The application form on it is a Fillout form shown inside the page. It stays closed until you press “Open the application form”, and nothing is fetched from Fillout before then. Once you open it, your browser connects to Fillout and to services Fillout uses to run it, which we don’t control. When we tested it on 7 October 2026 these were Fillout itself, a security check (Cloudflare), error monitoring (Sentry), and font and icon hosting (Google and GitHub), and they could see your IP address and your browser’s details. The form set no cookies in that test, but it saved three items in your browser’s local storage. We believe they are used to run the form, but we haven’t confirmed that, and Fillout can change what it does. You can clear them in your browser settings. Fillout’s own privacy policy governs what it does with data. If you’d rather not load the form, email admin@learnlocus.com and we’ll take the same details by email.
Apart from that form, nothing on this site sets cookies or tracks you. We don’t use a cookie banner because we don’t set any ourselves. If we ever add analytics, we will update this section first and choose a tool that doesn’t identify individuals.
We’re in the US; many of you are in the UK or Europe. Data crosses borders. We use the recognized legal safeguards when it does.
We are based in the United States and most of the services we use are US companies, so information about UK and EU families is transferred outside the UK and the European Economic Area. Where that happens we rely on a safeguard those laws recognize, such as the Standard Contractual Clauses with the UK’s International Data Transfer Addendum, or a provider’s certification under the Data Privacy Framework, including its UK extension. Email us if you’d like details of the safeguard that applies to a particular provider.
Ask to see it, fix it, delete it, or stop us using it. Email us; we’ll do it promptly and won’t make you fill in a form. If the law lets or makes us keep something, we’ll tell you.
Wherever you are, you can ask us to:
Email admin@learnlocus.com. We will respond within a month, usually much sooner. We may ask you to confirm who you are before we release anything.
If you are in the UK or the EU and you think we have handled your data badly, you can complain to your data protection authority — in the UK, the Information Commissioner’s Office. If you’re unhappy with how we’ve handled your data, we would rather you told us first at admin@learnlocus.com, so we can put it right. We will reply within 30 days. You can also go straight to the ICO.
Inquiries: a year. Unsuccessful seminar applications: six months. Seminar health information: weeks, not years. Clients: while we’re working together, then a year, then only what tax law makes us keep.
| What | How long |
|---|---|
| An inquiry that doesn’t become a client | Deleted 12 months after our last contact |
| A seminar application that doesn’t lead to a booked place, including one sent by email, and a place that was offered but not taken up | Deleted 6 months after our final reply to you, in case you have questions about our decision or apply again |
| The records of a student who attends the seminar: application, test results, instructors’ notes and report | Deleted within 12 months of the seminar ending — unless you ask us to keep the report for your child’s later reference |
| Health, allergy, medication, GP, home-address and emergency-contact information from the enrolment form, and signed permission forms | Deleted within 30 days of the seminar ending, or within 30 days of a family withdrawing or an unpaid place lapsing if either is sooner, from our systems and our providers’; copies in backups expire on their normal cycle. If there is an incident during the seminar that has to be recorded, the incident record is kept for as long as the law requires |
| Photographs and video used in our marketing | Until you ask us to remove them, or we stop using them. We act on a request promptly |
| Your consent choices (photographs, sharing progress) | For as long as the records they relate to, then deleted with them |
| Your name and email address for news of future seminars | Until you unsubscribe, and no later than the end of July 2029 unless you tell us you want to stay on the list. If you unsubscribe, we keep your email address on a do-not-contact list so we don’t write to you again. We keep it separately from the application, and keep the record of your consent while you’re on the list |
| Student records, session notes and reports | For as long as we are working together, then deleted within 12 months of the last session — unless you ask us to keep a report for a student’s later reference |
| Invoices and payment records | For as long as US and UK tax and accounting law requires — generally up to seven years |
We review what we hold at least once a year and securely delete what we no longer need.
If it changes meaningfully, we’ll tell current clients directly. The date at the top always shows the latest version.
We may update this policy from time to time. Minor changes will simply appear here with a new date. If a change affects how we use the information of current clients or seminar families, we will email you before it takes effect.
Just ask.
Anything unclear, or anything you’d like us to do with your information: admin@learnlocus.com.
