Last updated: 10 April 2026
Website: https://www.esheets.io
Teacher portal: https://portal.esheets.io
Contact email: richard@esheets.io
Data controller: Richard Linnington, 2 Birch Grove, RH13 6GG

1. Who we are

ESHEETS is an educational website providing interactive maths worksheets and a teacher portal for setting tasks and viewing pupil results.

For the purposes of UK data protection law, ESHEETS is the data controller for the personal data described in this notice, unless we are processing information solely on behalf of a school or teacher in a way that makes them the controller for that use.

If you have questions about this notice or about how your data is used, please contact:

Email: richard@esheets.io
Postal address: Richard Linnington, 2 Birch Grove, RH13 6GG

2. Who this notice applies to

This notice applies to:

  • visitors to the ESHEETS website;
  • people who sign up for free site membership or newsletter updates;
  • teachers who purchase or use the teacher portal;
  • pupils whose names and worksheet results are entered into ESHEETS activities by themselves or by their teacher;
  • people who contact ESHEETS.

3. The kinds of personal data we collect

Depending on how you use ESHEETS, we may collect the following information.

A. Website visitors

We may collect limited technical data such as IP address, browser type, device information, and basic site usage information.

B. Free site membership / newsletter subscribers

If you sign up for free membership or updates, we may collect:

  • name;
  • email address;
  • membership or subscription status;
  • basic account activity information;
  • email preferences;
  • records of when emails are sent, opened, or clicked, where available through our email provider.

C. Teachers using the teacher portal

If you use the teacher portal, we may collect:

  • full name;
  • email address;
  • teacher account status;
  • login and session information;
  • teacher entitlement information;
  • billing/membership linkage information from Ghost;
  • classes, tasks, and settings you create;
  • support communications.

D. Pupil worksheet use and teacher reporting

Where a worksheet is launched in teacher-tracking mode, we may collect:

  • first name;
  • last name;
  • worksheet identifier;
  • class code;
  • task code;
  • score;
  • percentage score;
  • personal best score or percentage;
  • date and time of submission.

At present, pupils do not have their own login accounts for the teacher portal. Results are linked to the names entered on the worksheet and to the relevant class/task context.

E. Contact and support enquiries

If you contact us, we may collect:

  • your name;
  • your email address;
  • the contents of your message;
  • any other information you choose to provide.

4. How we collect personal data

We collect personal data:

  • directly from you when you sign up, subscribe, contact us, log in, or use the teacher portal;
  • when a pupil or teacher enters a pupil’s first and last name on a worksheet;
  • when a worksheet submits a score to the teacher portal;
  • from Ghost, where teacher membership or entitlement information is synced to the portal;
  • from service providers that help us run ESHEETS.

5. Why we use personal data and our lawful bases

UK data protection law requires us to have a lawful basis for using personal data. The basis depends on the purpose.

A. To provide and operate ESHEETS

This includes running the website, worksheets, teacher portal, classes, tasks, and reporting features.

Lawful basis: legitimate interests and, where applicable, performance of a contract.

Our legitimate interests are to operate ESHEETS as an educational service, provide worksheets and reporting tools, keep records of subscriptions and entitlement, and maintain the security and reliability of the platform.

B. To create and manage teacher accounts

This includes sign-in, authentication emails, access control, and linking a teacher’s paid status to portal access.

Lawful basis: performance of a contract, or taking steps at your request before entering into a contract.

C. To sync teacher entitlement from Ghost to the portal

This includes checking whether a teacher has an active paid teacher subscription and allowing or restricting portal access accordingly.

Lawful basis: legitimate interests and, where applicable, performance of a contract.

D. To record and display pupil worksheet results to the relevant teacher

This includes submitting worksheet results to the teacher portal and showing them within the correct teacher-owned class/task area.

Lawful basis: legitimate interests.

Our legitimate interests are to provide a lightweight formative assessment and reporting feature for schools and teachers.

E. To send newsletters or marketing emails

This includes updates, newsletters, and promotional emails about ESHEETS.

Lawful basis: consent, except where a lawful “soft opt-in” applies.

You can withdraw consent or unsubscribe at any time by using the unsubscribe link in the email or by contacting us.

F. To respond to enquiries and provide support

Lawful basis: legitimate interests.

This includes fraud prevention, security, incident handling, record keeping, and complying with legal requests.

Lawful basis: legal obligation and legitimate interests.

6. Children’s data

ESHEETS is used in educational contexts and may involve children’s personal data.

We aim to keep pupil data to a minimum. For teacher-reporting purposes, this currently means mainly names and worksheet performance data, rather than broader pupil profiles.

We do not currently require pupils to create teacher-portal accounts in order for a teacher to receive worksheet results.

We ask teachers and schools to use ESHEETS in a way that is appropriate for their pupils and local policies. Where a school or teacher chooses to use ESHEETS with pupils, they are responsible for ensuring they have an appropriate basis for that use within their school setting.

7. Marketing and free membership

If you sign up for free membership, updates, or newsletters, we may use your email address to send ESHEETS news and updates where you have consented or where another lawful basis under applicable marketing rules applies.

We will not require you to accept marketing emails in order to use paid teacher services where consent is the basis for marketing.

You can unsubscribe at any time.

8. Who we share personal data with

We may share personal data with trusted service providers who help us run ESHEETS. These may include providers for:

  • website hosting and content management;
  • teacher portal hosting;
  • database and authentication services;
  • transactional email delivery;
  • domain or infrastructure services;
  • professional advisers where needed.

Based on the current ESHEETS setup, this may include services such as Ghost, Render, Supabase, and Resend.

We may also share personal data:

  • where required by law;
  • to protect rights, safety, or security;
  • in connection with a business reorganisation or sale, if that ever occurs.

We do not sell personal data.

9. International transfers

Some of our service providers may process personal data outside the UK.

Where personal data is transferred internationally, we aim to ensure that appropriate safeguards are in place, such as adequacy regulations or appropriate contractual safeguards where required.

10. How long we keep personal data

We keep personal data only for as long as reasonably necessary for the purposes described in this notice.

A. Pupil submission data

ESHEETS is intended to be a lightweight formative tool rather than a long-term records system.

Pupil submission data in the teacher portal is currently intended to be kept for up to 60 days, after which it may be deleted automatically. Archived classes and related tasks/data may also be deleted on a similar short-retention basis. This reflects the current design and retention policy of the portal.

B. Teacher portal account data

We keep teacher portal account data for as long as the account remains active and for a reasonable period afterwards where needed for account administration, security, legal, or record-keeping purposes.

C. Paid teacher entitlement records

We may keep records of paid teacher entitlement and account history for a reasonable period for audit, support, fraud prevention, and business record purposes, even if entitlement later ends.

D. Free-tier or free-membership accounts

We may manually delete free-tier or free-membership accounts that have been inactive for more than 5 years.

E. Newsletter and marketing data

We keep marketing preferences until you unsubscribe, withdraw consent, or we otherwise decide the data is no longer needed.

F. Enquiries and support messages

We keep these for as long as reasonably necessary to deal with the enquiry, maintain records, and protect the service.

11. Cookies and similar technologies

ESHEETS may use cookies or similar technologies for functions such as:

  • essential website operation;
  • login and session management;
  • security;
  • remembering settings or preferences;
  • limited analytics, where used.

Where non-essential cookies are used, we will seek consent where required by law.

12. Data security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, misuse, loss, or alteration.

No online system can be guaranteed to be completely secure, but we aim to use proportionate safeguards appropriate to the nature of the data and the service.

13. Your rights

Depending on the circumstances, you may have rights to:

  • access the personal data we hold about you;
  • ask us to correct inaccurate data;
  • ask us to erase your data;
  • ask us to restrict how we use your data;
  • object to our use of your data;
  • ask for a portable copy of certain data;
  • withdraw consent where we rely on consent.

These rights are not absolute and may depend on the lawful basis we are relying on.

If you would like to exercise any of these rights, please contact us at [insert email].

14. Complaints

If you are unhappy with how we use personal data, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection matters.

ESHEETS may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties, and you should read their own privacy notices.

16. Changes to this notice

We may update this privacy notice from time to time.

When we do, we will update the “Last updated” date above. Where appropriate, we may also take additional steps to draw significant changes to your attention.