Privacy notice

Who we are

Oxford Helpers (“we”, “us”) operates oxfordhelpers.co.uk and is the controller of the personal data described in this notice. You can contact us about anything in this notice at hello@oxfordhelpers.co.uk.

What we collect

• Enquiry details you give us: your name, email address, phone or WhatsApp number, preferred contact method, the service, level, subject and deadline you select, and your message.
• WhatsApp messages you send us, including your number and profile name as shown by WhatsApp.
• Limited technical information: the page you submitted the form from, the domain of the website that referred you (for example “google.com”, never the full address), and any campaign tags in the link you followed.
• Anonymous click counts: when someone clicks a WhatsApp, phone or email link we record the page, service and a random reference code. This contains no name, number, IP address or cookie.

We do not use analytics cookies, advertising trackers or third-party scripts. Your browser keeps the referring site and a WhatsApp reference code in session storage, which is cleared when you close the tab. To prevent spam and abuse, a one-way scrambled form of your IP address is held for up to 15 minutes and then deleted. Your IP address itself is not stored.

How we use it, and our lawful basis

• To reply to your enquiry and give you a quote. This is a step you’ve asked us to take before entering a contract (UK GDPR Article 6(1)(b)).
• To provide the service if you go ahead: performance of a contract (Article 6(1)(b)).
• To keep the website secure and filter spam: our legitimate interests in running a safe service (Article 6(1)(f)).
• To produce anonymised statistics about enquiries, such as the number of enquiries each month by service type and channel. We may share these statistics, together with short excerpts of messages from which names, numbers, profile pictures and every other identifying detail have been removed, in research, policy or evidence submissions, including to government bodies. This relies on our legitimate interests (Article 6(1)(f)). No one can be identified from what we share. You can object at any time and we will exclude your enquiry.

Please don’t include sensitive information (for example, about your health) in your message unless it’s needed to help you.

How long we keep it

• Personal details from enquiries are automatically deleted after 180 days. An anonymous record (date, service, channel) is kept for counting.
• WhatsApp conversations that don’t lead to a booking are deleted from our devices within 180 days of the last message. Redacted excerpts kept for statistics contain no personal data.
• If you become a client, we keep what we need to provide the service and meet legal obligations, such as accounting records for six years.

Who we share it with

We never sell your data. We use service providers who process data on our behalf under contract: our website hosting provider and our email provider. If you message us on WhatsApp, WhatsApp (Meta) also processes that data under its own terms. Apart from anonymised statistics as described above, we only disclose personal data where the law requires it.

Where a provider processes data outside the UK, we rely on UK adequacy regulations or appropriate safeguards such as the UK International Data Transfer Addendum.

Your rights

You have the right to access, correct or delete your personal data, to restrict or object to how we use it, and to data portability. To use any of these rights, email hello@oxfordhelpers.co.uk. We’ll respond within one month.

If you’re unhappy with how we’ve handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We’d appreciate the chance to put things right first.

Children

Our services are intended for students aged 16 and over. If you’re under 16, please ask a parent or guardian to contact us.

Changes to this notice

We’ll update this page if anything changes, and show the date of the latest version at the top.