Iain Mackenzie Privacy notice
How personal information is handled.
This notice explains how Iain Mackenzie Ltd, trading as Advanced Physics, collects and uses personal information for tuition, enquiries and assessment work with schools.
Last updated: 13 September 2026.
Who is responsible
Operator and contact.
Advanced Physics is operated by Iain Mackenzie Ltd (company number 15882964).
For questions about this notice or information you have supplied, email iain@iainmackenzie.ltd.
Information collected
Information needed for the work.
- Enquiries and applicationsNames and contact information, together with a student’s age or year group, course, examination board, learning aims and information voluntarily supplied about tuition needs.
- TuitionCommunications and proportionate practical records required to arrange and provide tuition.
- SchoolsSchool contact information and assessment briefs, together with coded pupil scripts and associated marking or feedback information. Advanced Physics does not receive the school’s code-to-name key.
- Business recordsPayment and invoice records needed to operate the service and meet legal obligations.
- Technical informationBasic technical information necessarily processed by the website hosting and form providers.
Initial forms are not intended to collect unnecessary medical or therapeutic information, identity documents or special-category information. Please do not submit such information through them.
Sources and purposes
Where information comes from and why it is used.
Information may be supplied directly by the person making an enquiry, a student, a parent or guardian, or a teacher or authorised school representative.
It is used to respond to enquiries; consider whether a tuition arrangement may be suitable; arrange and provide tuition; communicate with parents or guardians where appropriate; prepare school assessments; mark coded scripts and produce feedback; maintain invoices and legally required business records; and protect the website or investigate operational and security problems.
Lawful bases
The basis depends on the activity.
Depending on the circumstances, the intended lawful bases are steps requested before entering a contract and performance of a contract; legitimate interests in responding to enquiries, operating and protecting the service, maintaining proportionate educational records and communicating about agreed work; and compliance with legal obligations for financial, tax or regulatory records.
The privacy checkbox on a form records that the person has read this notice. It is not relied upon as GDPR consent.
Unnecessary special-category information should not be submitted. If such information later becomes genuinely necessary, an appropriate lawful basis and an additional UK GDPR condition must be established before it is used.
Recipients and providers
Information is shared only where necessary.
Information may be processed through service providers needed for the work, currently including Netlify for website hosting and form handling; WordPress.com/Titan for professional email; professional advisers where necessary; an approved business AI service for an agreed second review of coded scripts; and public authorities where disclosure is legally required.
These services may process information outside the UK. The relevant data arrangements for school scripts will be disclosed and agreed with the school before any scripts are processed.
WeChat may be used by agreement for initial or practical communication, particularly with families in China. Please do not use WeChat for sensitive, safeguarding, identity or medical information.
Access is limited to what is required for the work. Agreed transfer methods and reasonable account and device security controls are used.
Retention
Information is not kept indefinitely.
- Ordinary enquiriesNormally up to six months after the last meaningful contact.
- Applications that do not proceedNormally up to six months after the last meaningful contact.
- Teaching and communication notesProportionate records are normally kept for up to 12 months after tuition ends.
- Financial and invoice recordsNormally 6 years where required for tax, accounting or legal purposes.
- Coded school scripts, marking and feedbackKept according to the written schedule agreed with the school before transfer.
Information may be retained longer where reasonably required for an active dispute, safeguarding concern or legal obligation. It will be securely deleted or anonymised when it is no longer required.
School scripts and AI
Coding reduces identification risk but is not anonymity.
The school keeps the code-to-name key and removes direct identifiers before transfer. Coded scripts may still be personal data: coding is pseudonymisation and does not automatically make a script anonymous.
An approved business AI service may be used only as an agreed second reviewer after Iain has marked each script. The precise service and relevant data arrangements will be disclosed and agreed with the school before processing. Scripts will not be processed through AI until that arrangement is active.
Children
Information about students under 18.
Much of the tuition service concerns students under 18. Information should be presented clearly, collected only where relevant, and communicated with the student and parent or guardian as appropriate to the student’s age and the arrangement.
Your rights
Questions, requests and complaints.
Depending on the circumstances, individuals may have rights to access their information, correct inaccurate information, request deletion or restriction, object to some processing, receive portable information where applicable, and complain about how their information is handled. These rights are not absolute in every situation.
Contact iain@iainmackenzie.ltd first. You may also complain to the Information Commissioner’s Office.
Cookies and analytics
No non-essential tracking.
The site currently uses no analytics or non-essential tracking cookies. Necessary technical information may still be processed by the hosting and form providers when the site or a form is used.
Contact
Ask a privacy question by email.
Email is the first contact for a question or request concerning personal information.