Legal
Privacy Policy
This policy explains how Form & Scholar collects and uses personal data about parents, guardians and children, in line with the EU General Data Protection Regulation (GDPR) and Spanish Organic Law 3/2018 (LOPDGDD).
Who is responsible for your data
The data controller is Ivan Makarin, trading as Form & Scholar, NIE Z3410947Y, Calle Santa Engracia 1, apartment 3B, 40001 Segovia, Spain. You can contact us about anything in this policy at hello@formandscholar.com.
What we collect
- Contact details for parents or guardians: name, email address, phone or messaging number.
- Information about the child that parents choose to share: name, age, current school, academic record, target schools, interests and other details relevant to applications.
- Notes and feedback from sessions, including written reports after mock interviews.
- Messages you send us by email, WhatsApp or Telegram.
- Billing details needed to issue invoices.
Why we use it, and on what legal basis
- To reply to your enquiry and arrange an introductory call: steps taken at your request before entering into a contract.
- To provide the services you engage us for: performance of our contract with you.
- To issue invoices and keep accounting records: compliance with our legal obligations.
- To keep basic records that help us run the business and handle any disputes: our legitimate interests.
We do not sell personal data, use it for advertising, or make automated decisions about you or your child.
Children's data
We work with children, so we take particular care with their information. Information about a child is provided by, and shared with the agreement of, a parent or legal guardian. We collect only what is needed to prepare the child's applications, and we do not record sessions without the prior consent of a parent or guardian.
Who we share it with
We share personal data only with service providers who help us operate, and only as far as necessary: website hosting (Webflow), email routing (Cloudflare), email (Google), messaging (WhatsApp and Telegram), video-call software used for sessions, and our accountant or tax adviser. With your agreement, we may also share information with schools as part of an application. Some of these providers are based outside the European Economic Area, mainly in the United States. Where this happens, transfers rely on safeguards recognised under GDPR, such as an adequacy decision or the European Commission's Standard Contractual Clauses.
How long we keep it
- Enquiries that do not lead to an engagement: up to 12 months.
- Client files and session notes: for the admissions cycle and up to 12 months afterwards, then deleted.
- Invoices and accounting records: for the period required by Spanish tax and commercial law, generally up to six years.
Your rights
You can ask to access, correct or delete your data or your child's data, to restrict or object to how we use it, or to receive a copy in a portable format. Email hello@formandscholar.com and we will respond within one month. If you are unhappy with how we handle your data, you can complain to the Spanish Data Protection Agency (Agencia Española de Protección de Datos, www.aepd.es) or to the data protection authority in your own country.
Cookies
This website does not currently use advertising or tracking cookies. Our website host may set strictly necessary technical cookies so that the site works correctly. If we introduce analytics or other optional cookies, we will update this policy and ask for your consent where required.
Security
We keep personal data in secure, password-protected accounts with two-step verification enabled, and we limit access to the people who need it to deliver our services.
Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last changed.