PRIVACY POLICY

Swot Tots Publishing Ltd

Last updated 25 August, 2026 — version 2.0

THE SHORT VERSION

We are a small publisher and we keep the personal data we collect to a minimum:

Your email address if you want to hear from us
Your name so we can say hello properly

And, only if you decide to share such information with us:

The topic(s) relating to English as a school subject or exam you are interested in
The year groups or grades you are interested in

We do not sell your information or give your name or email address to advertisers. We do not put it into AI tools or use it to train AI models. Our free online tests and answer pages do not collect names, emails, accounts, nor do they save scores or progress information. However, these pages do generate the ordinary technical information that is produced when someone visits a webpage.

We do not ask for or intentionally collect special category personal data through our forms or mailing list.

You can unsubscribe from the mailing list at any time.

The rest of this page sets out the details of our Privacy Policy.

1. WHO WE ARE

1.1 Swot Tots Publishing Ltd ("STP", "STP Books", "we", "us") publishes English educational books, along with teaching and learning materials, largely aimed at school-age children and students. A significant number of free resources are available on this website: www.swottotspublishing.com.

1.2 We are the data controller for the information described here. That means we decide what is collected and why, and we are responsible for looking after it.

1.3 Our details:

Swot Tots Publishing Ltd

Registered in England, Company No. 9349909

Registered office: 124 City Road, London, EC1V 2NX

privacy@swottotspublishing.com

1.4 We are registered with the Information Commissioner's Office, the UK's data protection regulator, under registration number ZC210662.

2. WHAT WE COLLECT, AND WHEN

We collect personal data you give us when you use our forms, contact us or place an order, as well as some personal and technical information generated when you use our website or interact with our emails. The sections below explain what we collect in each situation.

2.1 WHEN YOU JOIN OUR MAILING LIST

You provide us with:

Your email address
Your first name
Your last name (optional)

We ask for your first name so our emails can begin with your name, rather than a blank space.

Our sign-up form also invites you to say whether you are a parent, teacher, tutor, or home educator, and you may tick as many as apply. You do not have to answer: you can sign up without ticking anything at all.

2.2 WHEN YOU JOIN OUR MAILING LIST THROUGH A FREE RESOURCE OFFER

Some of our mailing-list sign-up forms offer a free downloadable resource or collection as a benefit of joining our newsletter.

If you sign up through one of these forms, you provide us with:

Your email address
Your first name
Which free resource or collection you asked for

Submitting the form starts your newsletter sign-up and requests the free resource offered on that page. Where double opt-in applies, MailerLite sends you a confirmation email before a new subscription becomes active. We send the resource to the email address you provide. You can unsubscribe from the newsletter at any time.

Where the resource is one of our Themed Bundles, the individual resources collected together in that Bundle are also free to download separately from this site, with no email address required.

2.3 WHEN YOU TELL US WHAT YOUR TEACHING AND EDUCATIONAL INTERESTS ARE

If you visit your preferences page, you can tell us any of the following. All of it is optional: you choose from options we provide. You can change or clear any of it whenever you like:

whether you are a parent, teacher, tutor, or home educator
whether you follow the UK or the US curriculum
which year groups or grades you are interested in
which English topics you want more of
which exams or pathways are relevant to you
whether you want our word games and puzzles

We use this to send you things that are actually relevant to you, instead of sending everybody everything.

2.4 A NOTE ABOUT CHILDREN

We are aware that saying "I am interested in Year 4" implies something about somebody.

However, these statements are not tied to any child's identity. We treat these preferences as a description of what you want to receive, rather than as a record about a child, because (a) that is all we use them for and (b) that is all they can tell us.

We never ask you about a child's actual name, age, school, year group, or any other information that might be used to identify any particular child or young person.

2.5 WHEN OUR FREE ONLINE TESTS AND ANSWER PAGES ARE USED

When our online, in-browser tests are used, they do not ask for any names, email addresses, or accounts and they do not save scores or progress.

Our online, in-browser tests do generate the ordinary technical information that is produced when someone visits a webpage.

Some of our tests add answers to the page address as they are worked through. That is how the page keeps track of where the user is. The page address can form part of the ordinary technical information generated by the visit, but it does not contain anything that identifies the person using it. Analytics is disabled on the pages built for children, as explained in our Cookie Policy.

Some of our printed practice papers are accompanied by free-to-use, self-marking Google Forms. These are deliberately set not to collect email addresses and not to ask who the user is. They do record the answers people give so that users can see their final scores and how well they did. However, these responses are not linked to a name or email address, which means we receive neither of these things when these forms are used. We provide them for users' convenience only.

2.6 WHEN YOU VISIT THE SITE

Our website and its analytics collect the usual technical information: the pages you view; your approximate location; and the type of device you use. Analytics and advertising cookies only run if you agree to them in the cookie banner. See our Cookie Policy for the detail.

2.7 WHEN YOU EMAIL US OR USE THE CONTACT FORM

We receive whatever you put in the message, plus your email address so that we can reply.

2.8 WHEN YOU RECEIVE OUR EMAILS AND INTERACT WITH THEM

We use MailerLite to manage our newsletter subscription list and distribute our emails.

For our ordinary newsletter and automation emails, we have switched off MailerLite's open tracking. We do, however, use the link tracking described below.

There is one exception that is outside our control. When you use a form that requires double opt-in, MailerLite sends you a confirmation email so that you can confirm your request. At the date of this Policy, MailerLite automatically includes an invisible tracking image (sometimes called a tracking pixel or web beacon) in that confirmation email and does not give us a setting to switch it off.

If that image is loaded, MailerLite may record the date and time of the request and technical information associated with it. MailerLite may describe this as an email "open", but it is not a reliable record that a person actually opened or read the message. Email services may load images automatically or through their own proxy systems, so information such as the IP address seen by MailerLite may belong to the email provider or another intermediary rather than to the recipient.

We do not use information generated by this tracking image to profile you, infer your interests, or decide what marketing to send you.

To help us understand our audience's interests and improve our content, links in our newsletter emails use tracking technology. When you click a link inside our emails, MailerLite records this activity and associates it with your email profile.

The data we collect or create: Links clicked; date and time of interaction; the subscriber profile associated with the click; click history; interests or segments inferred from that history; and technical information associated with clicks, such as IP-derived time-zone information.
Our purpose: We use this data to understand engagement and interest in our content and publications, and to group subscribers into segments (profiling) so that we can send tailored content and relevant updates.
Lawful basis: We rely on legitimate interests to understand engagement, identify subscriber interests, create interest segments, personalise newsletter content and marketing, measure interest in our free resources and paid publications, and manage the relevance and effectiveness of our mailing list.
Your rights and opt-out: Unsubscribing stops future marketing emails and therefore future email click tracking. You may also object at any time to our use of your personal information for direct marketing, including profiling connected with direct marketing.

2.9 RECORDS WE HOLD AT THE TIME OF THIS NOTICE (AUGUST 2026)

If you signed up through our old Join Us page or our old website pop-up, at any point from September 2019 onwards, we hold the date you signed up and the email address you gave. None of those records have a name attached, because the old forms never asked for one.

We also keep a copy of the sign-up pages as they appeared at the time, so we have a record of what you were actually told when you agreed. That record is about our conduct, not about you.

If you are in that group, you signed up for our newsletter. However, between September 2019 and August 2026, no STP newsletters were sent. Our newsletter will start going out in September 2026.

Consequently, if you are in this group, we will not send you our newsletter until you have told us afresh that you want it. Until then, you will not hear from us.

2.10 WHEN YOU MAKE DIRECT PURCHASES FROM US

When you order directly from us, you will need to provide us with a name and, where relevant, a billing and/or shipping address so that we can issue your invoice and fulfil your order. If BookVault fulfils the order on our behalf, we share the delivery and order information it needs to print and dispatch your purchase.

If you are acting for a business or organisation, we may also receive your business contact details, the organisation's name and invoicing details, and any delivery or freight-forwarder information needed for the order.

We receive payments through our bank account or PayPal and therefore receive the transaction information made available to us by the relevant payment provider. We do not see or store your full payment-card details.

We have a legal obligation to retain some order and payment records to meet accounting and tax obligations.

2.11 WHAT WE DO NOT COLLECT

Except where we need information to fulfil a direct order, we do not ask for, and do not want, your phone number, your postal address, or your date of birth.

Except where it is relevant to a direct business or organisation order, we do not ask for information about your employer or workplace. We do not ask for information about your health, beliefs, ethnicity or politics.

We contact you by email only. We do not send marketing by text message, by post, or by social media message.

3. WHY WE USE IT, AND WHAT ALLOWS US TO

3.1 The law requires us to have a specific legal reason for each use. Ours are as follows:

WHAT WE DO	WHY WE ARE ALLOWED TO
Send you the newsletter you signed up for	Consent
Send you a free resource or collection offered when you joined our mailing list	Legitimate interests: providing the free resource you specifically requested when you signed up
Tailor what we send, using the preferences you chose to give us	Consent
Keep a record of who consented, what they consented to, and when	Legal obligation: we must be able to demonstrate that consent was obtained properly
Keep a suppression list of people who have unsubscribed or objected to marketing	Legal obligation: so that we can comply with your withdrawal or objection and avoid contacting you again by mistake
Reply when you email us or use our contact form	Legitimate interests: responding to correspondence that you chose to send us
Operate, maintain and protect our website and its essential technical systems	Legitimate interests: running the website securely and reliably
Use website analytics and advertising tags where these require consent	Consent: given through the cookie banner
Keep proper company, accounting and tax records	Legal obligation
Measure engagement with links in our newsletter emails, infer interests from click history, create subscriber segments and tailor our marketing	Legitimate interests: understanding what our readers find useful and improving our newsletter, free resources, publications and marketing
Process and fulfil an order you place directly with us in your own name	Contract
Handle an enquiry or order where you act for a business or organisation	Legitimate interests: responding to business enquiries and administering orders and our contractual relationship with the organisation

3.2 Where we rely on your consent, you can withdraw it at any time, and doing so is as easy as giving it was. See section 7.

4. HOW OLD YOU NEED TO BE

4.1 WE HAVE VARIOUS RULES ACROSS THE SITE

Different parts of the site have different rules because they serve different purposes.

4.2 YOU MUST BE 18 OR OVER

To join our mailing list, ask us for one of the free resources we send to subscribers, set preferences, or buy anything from us. This is our own rule and it is stricter than the law requires. We publish for children but our list is for the adults who teach or support them.

4.3 OUR FREE RESOURCES AND ONLINE TESTS ARE FOR CHILDREN TO USE

They are built so that no name, email address, account, saved score or progress information is required or collected by the test itself. As with any webpage, ordinary technical information may still be generated; see section 2.5.

4.4 IF YOU ARE UNDER 13

Please check with a grown-up before using any website, including ours.

4.5 OUR PRIVACY NOTICE FOR YOUNGER READERS

We have written a separate, much shorter privacy notice in plain English for younger readers, at Your Privacy.

4.6 IF YOU BELIEVE A CHILD HAS GIVEN US THEIR DETAILS

Tell us and we will delete them. We will not ask you to prove anything first.

5. WHO ELSE SEES YOUR DATA

5.1 We do not sell your information, rent it, or give it to anyone for their own marketing.

5.2 We use other companies to provide services that help us run our business. The information they receive depends on the services they provide:

WHO	WHAT THEY DO FOR US
MailerLite	Runs our sign-up forms, stores our mailing list, sends our emails, records interactions with links in those emails and, in double opt-in confirmation emails, records when its tracking image is loaded and records associated technical information; and provides the tools we use for subscriber preferences, segmentation and personalisation
Squarespace	Hosts and runs this website
Google	Provides our business email, file storage and collaboration services; provides website analytics and tag management where you have consented to them; holds the archived record of our old website sign-ups; and hosts the Google Forms used by some practice papers
BookVault	Prints and dispatches some direct orders on our behalf. Where we use BookVault to fulfil your order, we give it the delivery and order information it needs to do so

Where another company processes personal data on our behalf, it must handle that information in accordance with our agreement with it and applicable data protection law.

5.3 When you pay us directly, the payment will be processed through HSBC or PayPal, depending on the method you use. They receive and process the information needed to handle the payment and may also process that information for purposes for which they are independently responsible, such as security, fraud prevention and compliance with financial-services law. Their own privacy notices explain how they use that information.

We do not see or store your full payment-card details.

5.4 If you agree to advertising cookies, Meta (Facebook) and Pinterest receive information about your visit through their advertising tags. You can refuse these in the cookie banner, and they do not run at all on the pages built for children. See our Cookie Policy.

5.5 We may also share personal information where the law requires it, or where this is necessary to establish, exercise, or defend a legal claim.

If STP is ever bought, merged or reorganised, relevant information may transfer with the business. If that happened in circumstances that materially affected how your information was used, we would inform you.

5.6 Some of our books, digital products and free resources are available through other companies, including:

Amazon, IngramSpark, and BookVault for books and publishing/distribution services
TES and Teachers Pay Teachers (TpT) for digital educational products
BookFunnel for some downloadable resource files
Bitly for some links in our printed books

When you buy, download, or otherwise use something through one of these companies (or follow a link that takes you through its service) that company may collect and use information about you under its own privacy policy. We encourage you to consult the privacy policies of these services and any others that you use.

These services are not given access to our mailing list simply because you use them. The exception is information we deliberately provide where this is necessary to fulfil a direct order, as described above.

6. WHERE YOUR DATA IS HELD, AND FOR HOW LONG

6.1 WHERE?

MailerLite Limited, registered in Ireland, is the company that runs our mailing list. MailerLite currently states that subscriber data for UK customers served by MailerLite Limited does not leave the EU. Its Data Processing Addendum also contains safeguards for restricted international transfers where those safeguards are required.

Squarespace is our website hosting platform. It states that its data servers are in the US and that personal data may be transferred to the United States. It relies on mechanisms including the UK Extension to the EU-US Data Privacy Framework and the UK Addendum to the SCCs where applicable.

Google Workspace Business Standard is our primary communication and collaboration platform. We have configured Google's available data region controls so that covered Google Workspace data at rest is stored in Europe. Google's data region policy applies to specified categories of data and services and does not mean that every type of data or every processing operation takes place exclusively in Europe.

Where personal data is transferred outside the UK, we rely on the safeguards recognised by UK data protection law, such as an adequacy regulation or approved contractual safeguards, as appropriate.

6.2 HOW LONG?

YOUR PLACE ON OUR MAILING LIST

You remain on our mailing list for as long as you want to be on it. We remove addresses that unsubscribe or become undeliverable, and we review our mailing list periodically so that we do not keep personal information for longer than necessary.

UNCONFIRMED SIGN-UPS

If you start a double opt-in sign-up but do not confirm it, you remain recorded in MailerLite as an unconfirmed subscriber and you do not receive our ordinary newsletter emails.

As part of our regular mailing-list housekeeping, we review unconfirmed sign-ups each month. Where an attempted sign-up has remained unconfirmed for more than 30 days, we use MailerLite's Forget function to remove the record. MailerLite states that information subject to a Forget request is completely deleted from its systems within 30 days.

We do not keep a suppression-list record for an unconfirmed sign-up that is forgotten in this way, because the person never completed their newsletter subscription.

THE PREFERENCES YOU GAVE US

Your preferences remain attached to your subscription for as long as you are on the list. They go when you go.

WHEN YOU UNSUBSCRIBE

If you unsubscribe, we stop using your information for email marketing and related profiling immediately. We then arrange for your newsletter profile to be removed from MailerLite, including your name, Preference Centre selections, click history, inferred interests and subscriber segments.

We keep only the minimum information needed to honour your decision not to receive further marketing, together with the separate record of your consent that we retain for accountability purposes. These retained records are described below under OUR RECORD THAT YOU CONSENTED and OUR SUPPRESSION LIST, and are not used for marketing.

OUR RECORD THAT YOU CONSENTED

We keep the record of who agreed to what and when — including the archived copies of our old sign-up pages — for as long as we are relying on that consent, and for six years afterwards. We have to be able to show we did this properly, and that obligation outlasts your subscription. This record is kept for accountability only; it is never used to contact you.

OUR SUPPRESSION LIST

A suppression list is the recommended mechanism for us to comply with a person's objection not to be contacted by us after they have withdrawn their consent. When you unsubscribe, we keep a minimal note: your email address and the date, solely to make sure you are not added back to our marketing list without a fresh request or consent from you, or emailed again by accident. We keep this information indefinitely. Asking us to delete that note would remove the very thing that prevents us from contacting you again by mistake.

MESSAGES YOU SEND US

We keep messages for two years and then delete them, unless there is a reason to keep the thread.

ORDERS AND ACCOUNTING RECORDS

We keep order and accounting records for six years from the end of the last company financial year to which the records relate, because HMRC says so.

7. YOUR RIGHTS, IN PLAIN ENGLISH

7.1 These are your rights under UK data protection law. They are normally free to use, and we will not make you justify yourself.

STOP EMAILING ME

Click unsubscribe at the bottom of any email. It works immediately. Or tell us and we will do it for you.

SHOW ME WHAT YOU HAVE

Ask, and where the right applies, we will send you a copy of the personal information we hold about you, subject to any applicable legal exemptions.

THAT IS WRONG, FIX IT

Tell us and we will correct it. You can change your preferences yourself.

DELETE ME

Ask, and where the right applies, we will delete your personal information, subject to the suppression record described in section 6.2 and any information we are permitted or required by law to retain.

GIVE IT TO ME IN A FILE

Where the right applies, we will send it to you in a common, machine-readable format you can take elsewhere.

STOP PROFILING AND MARKETING DIRECTLY TO ME

You have an absolute right to object to us processing your personal data for direct marketing, including profiling connected with direct marketing.

In certain circumstances, you may also ask us to restrict how we use your information while an issue is being resolved.

I CHANGED MY MIND

Where we relied on your consent, you can withdraw it at any time. Withdrawing consent does not undo anything we did while your consent was still in place.

IF YOU NEED TO CONTACT US ABOUT ANY OF THE ABOVE

We normally respond to requests to exercise your data protection rights without undue delay and within one month. If your request is complex, or you have made a number of requests, we may extend this period by up to two further months. If we need more time, we will tell you within the first month and explain why.

You do not normally have to pay a fee to exercise your rights. However, where a request is manifestly unfounded or excessive, we may charge a reasonable fee or, where the law allows, refuse to act on it.

If you ask to exercise your rights, we may need to ask for enough information to confirm your identity and make sure that we do not disclose personal data to someone who has no right to receive it. We may also ask for information needed to clarify your request or help us respond more quickly.

7.2 Write to us at privacy@swottotspublishing.com.

7.3 If you object specifically to click profiling, we will honour that objection. If MailerLite cannot send you our newsletter without continuing to track clicks, we will stop sending you the newsletter.

7.4 We do not make any automated decisions about you that have a legal or similarly significant effect. Choosing what newsletter content to send you is not one of those.

8. ARTIFICIAL INTELLIGENCE

We do not put the personal information we hold about you into AI tools, nor do we use it to train AI models.

9. COOKIES

9.1 Our Cookie Policy explains what we set and why, and the banner lets you choose. Only the cookies needed to make the site work run without your agreement.

9.2 The pages built for children run no advertising or tracking tags at all, whatever you choose in the banner. We took that decision deliberately.

10. KEEPING IT SAFE

10.1 Access to our mailing list is restricted to the smallest possible number of authorised staff and is protected by strong passwords and two-factor authentication. Our suppliers are established companies with their own security obligations.

10.2 If a personal data breach occurs, we will assess the risk and notify the ICO and affected individuals where data protection law requires us to do so.

11. IF YOU ARE UNHAPPY

11.1 Please tell us first. We would appreciate the opportunity to understand the problem and put it right.

If you wish to make a data protection complaint, please email us directly at the following address:

privacy@swottotspublishing.com

We will acknowledge your complaint within 30 days and investigate it appropriately without undue delay. You will be kept informed and we will communicate the outcome to you.

11.2 You also have the right to complain to the Information Commissioner's Office at any time, and you do not have to come to us first:

Information Commissioner's Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline: 0303 123 1113

ico.org.uk

12. CHANGES TO THIS POLICY

12.1 If we change anything that matters, we will update the date at the top and say what changed. If the change is significant and you are on our list, we will email you about it.

12.2 This version replaces our previous privacy policy in full.

Version 2.0 — 25 August, 2026