Privacy Policy

TutorEd respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains what information TutorEd collects, why we collect it, how we use it, who we may share it with, how long we keep it, and the rights you have over your personal information.

TutorEd provides an online tutoring platform connecting students with approved tutors.

For the purposes of UK data protection law, TutorEd is the data controller responsible for the personal information described in this policy.

Contact: support@tutored.online

1. Who This Policy Applies To

• students;
• parents and guardians;
• tutor applicants;
• approved tutors;
• website visitors;
• users who contact TutorEd;
• people submitting safeguarding or support concerns; and
• other individuals whose personal information is processed through TutorEd.

2. Information We Collect About Students

Depending on how TutorEd is used, we may collect:

• name;
• email address;
• account details;
• whether the student is under 18;
• guardian details where required;
• subjects and academic level;
• tutor preferences;
• lesson bookings;
• lesson dates and times;
• lesson attendance;
• booking and cancellation history;
• messages exchanged through TutorEd;
• reviews and feedback;
• support requests;
• safeguarding reports where relevant;
• payment and transaction information;
• technical and account-security information.

TutorEd does not need to collect more information than is reasonably necessary to provide the service.

3. Information About Parents and Guardians

Where a student is under 18 or a parent/guardian manages the tutoring relationship, TutorEd may collect:

• parent or guardian name;
• email address;
• relationship to the student;
• consent information;
• communications with TutorEd;
• booking or payment information where relevant;
• safeguarding or support information.

4. Information We Collect From Tutor Applicants

When someone applies to become a TutorEd tutor, we may collect:

• full name;
• email address;
• telephone number;
• university or education information;
• subjects and levels they wish to teach;
• qualifications;
• experience;
• application answers;
• CV;
• interview information;
• interview outcome;
• recruitment status;
• communications with TutorEd;
• information provided during verification;
• safeguarding/training information where applicable.

TutorEd may also maintain internal recruitment records relating to the progress and outcome of an application.

Internal admin and assessment notes are not made available publicly.

5. Identity Verification Information

Tutor applicants may be required to complete identity verification before being approved.

TutorEd may collect:

• passport or driving licence;
• photograph/selfie used for identity comparison;
• full legal name;
• date of birth;
• document type;
• verification status;
• date verification was completed;
• the administrator who completed the verification.

Identity documents are stored privately and are not visible to students, other tutors or the public.

Access is restricted to authorised TutorEd administrators.

6. DBS Information

TutorEd requires appropriate safeguarding checks for tutors working with children.

Where a tutor already holds a suitable Enhanced DBS, TutorEd may collect:

• DBS certificate number;
• certificate issue date;
• confirmation that the check is Enhanced;
• workforce information;
• Children's Barred List information where applicable;
• a copy of the DBS certificate;
• DBS verification status;
• verification date;
• internal verification information.

Where a tutor requires a new Enhanced DBS, TutorEd may also collect information needed to initiate the application through TutorEd's DBS provider, including:

• full legal name;
• date of birth;
• email address;
• telephone number;
• current home address;
• postcode;
• country;
• confirmation that the applicant has agreed to the DBS request being initiated.

TutorEd currently uses Clear Check as its DBS processing provider/umbrella body.

TutorEd will only use this information for legitimate recruitment, safeguarding, verification and compliance purposes.

DBS certificates and related verification information are never displayed publicly.

7. Approved Tutor Information

Once a tutor is approved, TutorEd may process information including:

• name;
• profile photograph;
• biography;
• university;
• qualifications;
• subjects;
• teaching levels;
• experience;
• hourly rate;
• availability;
• reviews;
• lesson history;
• attendance;
• cancellation history;
• earnings;
• payout information;
• messages;
• account status;
• safeguarding or compliance information.

Certain tutor-profile information is intentionally displayed publicly so students can choose an appropriate tutor.

Sensitive verification documents are never included in the public tutor profile.

8. Payment Information

TutorEd uses third-party payment providers, including Stripe, to process lesson payments and tutor payouts.

TutorEd may process:

• payment amount;
• payment status;
• transaction identifiers;
• refund information;
• payout status;
• Stripe account identifiers;
• limited payment-related information returned by Stripe.

TutorEd does not need to store complete card details such as full card numbers or security codes.

Payment information is processed by Stripe in accordance with its own privacy and security practices.

9. Lesson and Classroom Information

TutorEd uses online classroom technology, including Lessonspace, to deliver lessons.

We may process:

• lesson date and time;
• student and tutor participation;
• classroom access information;
• join and leave times;
• attendance;
• session start and end information;
• technical information necessary to operate or troubleshoot lessons.

TutorEd lessons are not routinely recorded unless TutorEd expressly introduces an authorised recording feature and provides appropriate notice.

Tutors and students must not independently record lessons contrary to TutorEd's safeguarding rules.

10. Messages

TutorEd provides messaging functionality between relevant users.

We may store:

• message content;
• sender and recipient;
• timestamps;
• message attachments;
• conversation information;
• moderation or safeguarding information where required.

Messages may be reviewed where reasonably necessary for:

• safeguarding;
• investigating complaints;
• preventing abuse;
• enforcing TutorEd's Terms;
• security;
• legal compliance.

TutorEd does not routinely read private messages without a legitimate reason.

11. Safeguarding Information

Where a safeguarding concern is raised, TutorEd may process sensitive information relating to:

• students;
• tutors;
• parents or guardians;
• witnesses;
• alleged incidents;
• lesson information;
• relevant messages;
• safeguarding decisions;
• communications with external authorities.

Safeguarding information is treated as confidential and access is restricted.

TutorEd may share safeguarding information with appropriate authorities where necessary to protect a child or comply with legal or safeguarding obligations.

This may include:

• police;
• children's social care;
• Local Authority Designated Officers;
• Disclosure and Barring Service;
• other appropriate safeguarding bodies.

12. Support and Complaints

When someone contacts TutorEd through Help & Support, we may collect:

• name;
• contact information;
• account information;
• nature of the request;
• communications;
• relevant lesson or booking details;
• supporting documents;
• actions taken by TutorEd.

Safeguarding concerns are treated separately from ordinary customer-service complaints.

13. Technical Information

When someone uses TutorEd, we may automatically receive technical information including:

• IP address;
• browser type;
• device information;
• operating system;
• login information;
• timestamps;
• security logs;
• error information;
• website usage information.

We use this information to operate, secure, troubleshoot and improve TutorEd.

14. Why We Use Personal Information

TutorEd may use personal information to:

• create and manage accounts;
• provide the TutorEd platform;
• match students with tutors;
• process bookings;
• deliver lessons;
• process payments and payouts;
• manage cancellations and refunds;
• communicate about lessons;
• operate messaging;
• recruit and verify tutors;
• conduct ID and DBS checks;
• manage tutor applications;
• safeguard children and young people;
• investigate complaints;
• prevent fraud and misuse;
• secure TutorEd;
• comply with legal obligations;
• maintain records;
• improve our services;
• communicate important service information.

TutorEd does not use personal information for unrelated purposes without an appropriate legal basis.

15. Our Legal Bases for Processing

Under UK data protection law, TutorEd relies on different legal bases depending on why information is being processed.

These may include:

• Contract — where processing is necessary to provide TutorEd's services or take steps at someone's request before entering into an agreement. Examples include creating accounts, arranging bookings, delivering lessons, processing payments and managing tutor applications.
• Legitimate Interests — where processing is reasonably necessary for TutorEd's legitimate business interests and those interests do not override an individual's rights. Examples may include maintaining platform security, preventing fraud, managing complaints, improving services and maintaining appropriate recruitment records.
• Legal Obligation — where TutorEd must process information to comply with the law.
• Consent — where consent is the appropriate legal basis and has been requested.
• Vital Interests — in rare circumstances, information may be processed where necessary to protect someone's life or physical safety.

16. Special Category and Sensitive Information

Some safeguarding, disability, health or other information provided to TutorEd may be particularly sensitive.

TutorEd will only process this information where there is an appropriate legal basis and additional condition under applicable data-protection law.

We do not ask users to provide sensitive information unless it is reasonably necessary.

17. Children and Young People

TutorEd provides services to children and young people.

We recognise that children's personal information requires particular protection.

TutorEd aims to:

• collect only information reasonably necessary to provide the service;
• use clear and understandable language;
• limit access to children's information;
• maintain appropriate safeguarding controls;
• involve parents or guardians where appropriate;
• avoid unnecessary collection of sensitive information;
• design TutorEd with children's privacy and safety in mind.

TutorEd does not sell children's personal information.

18. Who We Share Personal Information With

TutorEd may share limited personal information with service providers necessary to operate the platform.

These may include providers involved in:

• payment processing;
• tutor payouts;
• online classroom technology;
• email delivery;
• website hosting;
• database/storage services;
• DBS processing;
• identity or verification services;
• security;
• analytics;
• professional advice.

Current providers may include services such as:

• Stripe;
• Lessonspace;
• Clear Check;
• TutorEd's hosting/database providers;
• email-delivery providers.

These organisations only receive information necessary for the relevant service.

Where appropriate, TutorEd requires service providers to handle personal information securely and lawfully.

19. When We May Share Information With Authorities

TutorEd may disclose information where reasonably necessary to:

• comply with the law;
• respond to a court order;
• assist law enforcement;
• protect a child;
• respond to a safeguarding concern;
• prevent serious harm;
• protect TutorEd or its users from fraud or abuse.

Where appropriate, information may be shared without an individual's consent.

20. We Do Not Sell Personal Information

TutorEd does not sell users' personal information to advertisers or data brokers.

Personal information is not provided to third parties simply so they can independently market unrelated products or services to TutorEd users.

21. Storage and Security

TutorEd uses technical and organisational measures designed to protect personal information.

These include, where appropriate:

• access controls;
• authentication;
• role-based permissions;
• private file storage;
• database security policies;
• short-lived signed URLs for sensitive documents;
• restricted admin access;
• encryption provided by infrastructure providers;
• security logging.

No online service can guarantee absolute security, but TutorEd aims to use safeguards proportionate to the sensitivity of the information being processed.

22. ID and DBS Document Security

Tutor identity and DBS documents receive additional protection.

These documents:

• are stored in private storage;
• are not publicly accessible;
• are not visible to students;
• are not visible to other tutors;
• can only be accessed by authorised administrators;
• are accessed through short-lived secure links where applicable.

TutorEd records relevant document metadata, including upload and verification information.

23. How Long We Keep Personal Information

TutorEd keeps personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, safeguarding, fraud-prevention and dispute-resolution purposes.

Different types of information may be retained for different periods.

For example:

• account information may be retained while an account remains active and for an appropriate period afterwards;
• transaction records may be kept where required for tax/accounting purposes;
• safeguarding records may need to be retained for longer where appropriate;
• recruitment records may be retained for an appropriate period after an application;
• ID and DBS documents should not be retained indefinitely where they are no longer required.

TutorEd's system supports configurable retention controls for sensitive tutor-verification documents.

TutorEd may securely delete or anonymise information once it is no longer required.

24. Unsuccessful Tutor Applications

If a tutor application is unsuccessful, TutorEd may retain relevant recruitment information for a reasonable period to:

• maintain an appropriate recruitment record;
• respond to disputes;
• prevent repeated or abusive applications;
• meet safeguarding or legal requirements.

Sensitive identity and DBS information will not be retained longer than reasonably necessary.

25. Account Closure

Users may request closure of their TutorEd account.

Account closure does not necessarily mean every record can immediately be deleted.

TutorEd may retain information where necessary for:

• completed transactions;
• tax/accounting obligations;
• safeguarding;
• disputes;
• fraud prevention;
• legal claims;
• compliance with law.

Information that is no longer necessary will be deleted or anonymised where appropriate.

26. International Data Transfers

Some service providers used by TutorEd may process information outside the United Kingdom.

Where personal information is transferred internationally, TutorEd will take appropriate steps to ensure that required safeguards are in place under UK data-protection law.

27. Cookies

TutorEd may use cookies and similar technologies necessary to:

• keep users signed in;
• operate the website;
• maintain security;
• remember preferences;
• understand how the service is used.

Where legally required, non-essential cookies will only be used with appropriate consent.

More information may be provided in TutorEd's Cookies Policy or cookie preferences interface.

28. Your Data Protection Rights

Depending on the circumstances, individuals may have rights including:

• the right to be informed about how personal information is used;
• the right to access personal information held about them;
• the right to have inaccurate information corrected;
• the right to request deletion of information in certain circumstances;
• the right to restrict processing in certain circumstances;
• the right to object to certain processing;
• the right to data portability where applicable;
• the right to withdraw consent where processing relies on consent.

These rights are not absolute and may be subject to legal exceptions.

Requests can be made to: support@tutored.online

TutorEd may need to verify the identity of the person making the request.

29. Complaints About Privacy

If you have concerns about how TutorEd handles your personal information, contact: support@tutored.online

TutorEd will try to resolve the concern.

Individuals also have the right to complain to the UK's data-protection regulator, the Information Commissioner's Office (ICO).

30. Changes to This Privacy Policy

TutorEd may update this Privacy Policy as the platform, legal requirements or services change.

Where changes are significant, TutorEd may provide appropriate notice.

The latest version will be available through the TutorEd website.

31. Contact TutorEd

For questions about this Privacy Policy or the use of personal information, contact: