The Tutoring Club – Privacy Notice (Tutors)

Last updated: April 2026
Version: 1.0

1. About this notice

This notice explains how The Tutoring Club ("TTC", "we", "our", "us") collects, uses, and protects your personal information when you apply to tutor with us, are engaged as a tutor through our platform, or have previously worked with us as a tutor.

TTC operates as an employment business under the Conduct of Employment Agencies and Employment Businesses Regulations 2003. Tutors engaged through TTC are self-employed contractors, not employees.

TTC is the data controller for the personal information described in this notice.

2. Who we are & how to contact us

The Tutoring Club
Email: enquiries@thetutoringclub.com
Website: www.thetutoringclub.com
Registered address: 195 Arthur Road, Windsor, England, SL4 1RZ
Company registration number: 17118404
ICO registration number: C1502631

3. What information we collect and why

A. Recruitment and application

We collect contact details, date of birth, identification documents, right-to-work documentation, proof of address, education history, qualifications, references, CV, profile photo, video introduction, subjects, availability, pricing, bank details, National Insurance number, and tax status.

We use this information to assess your application, verify your eligibility to work in the UK, meet our legal obligations, and enter into a contract with you.

B. Tutor profile and service delivery

If accepted as a tutor, we collect profile information, booking history, platform communications, session recordings, reviews, ratings, feedback, performance records, outcomes tracking, and platform activity.

We use this information to deliver tutoring services, safeguard students, maintain service quality, and allow clients to choose a suitable tutor.

C. Payment information

We collect bank details, invoice records, payment history, tax status, and tax documentation.

We use this information to pay you, keep accurate financial records, and comply with HMRC requirements.

D. Identity verification and safeguarding

We may collect DBS check information, university verification, qualification checks, and safeguarding records.

We use this information to meet safeguarding obligations and protect children and young people.

E. Information collected automatically

When you use our platform, we may collect IP address, device information, browser information, pages visited, activity times, and interactions with emails or platform messages.

We use this for security, fraud prevention, and service improvement.

4. Special category and criminal offence data

We may process criminal offence data where DBS checks are required.

We may process health information only where voluntarily disclosed, for example where a condition affects how you work.

We process this information only where a valid lawful basis and additional UK GDPR condition applies.

5. Our lawful bases

We rely on the following lawful bases:

• Contract
• Legal obligation
• Legitimate interests
• Consent
• Vital interests

6. Who we share your information with

We may share your information with:

• Clients, where necessary to display tutor profiles and deliver sessions
• Stripe, for payment processing
• HMRC, where required
• DBS and identity verification providers
• Professional advisers
• Regulators, safeguarding authorities, and law enforcement
• IT, hosting, analytics, and platform providers

We do not sell your personal information.

7. International transfers

Some service providers may process personal information outside the UK.

Where this happens, we ensure appropriate safeguards are in place, such as UK adequacy regulations, the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses.

8. How long we keep your information

We keep information only for as long as necessary.

Standard retention periods include:

• Unsuccessful applicants: up to 12 months after the application decision
• Engaged tutors: for the duration of engagement and 6 years after last activity
• Payment and tax records: 6 years from the end of the relevant tax year
• Session recordings: 12 months unless a safeguarding issue arises
• Safeguarding records: in line with our Safeguarding Policy
• DBS certificates: not retained longer than strictly necessary

9. Your data protection rights

You have rights under UK GDPR, including:

• Right of access
• Right to rectification
• Right to erasure
• Right to restrict processing
• Right to object
• Right to data portability
• Right to withdraw consent

To exercise your rights, contact us at enquiries@thetutoringclub.com.

We will usually respond within one month.

10. Automated decision-making and profiling

We use limited automated processing to operate the platform, including application checks, message monitoring, tutor activity metrics, and profile activity monitoring.

These systems do not make final decisions about your engagement without human review.

11. How to complain

If you have concerns, please contact us first at enquiries@thetutoringclub.com.

You also have the right to complain to the Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint

12. Changes to this notice

We may update this notice from time to time. Where changes are material, we will notify you directly.

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The Tutoring Club – Privacy Notice (Parents, Guardians and Students)

Last updated: April 2026
Version: 1.0 (Draft for Legal Review)

For students — the short version

We're The Tutoring Club. When you use our tutoring sessions, we keep some information about you so we can help you learn.

• We keep your name, school year, subjects, and progress notes.
• We record lessons so you can re-watch them and so we can help keep everyone safe.
• Your tutor cannot access lesson recordings.
• We never sell your information.
• We only share what is needed with your tutor and your parent or guardian.
• Your parent or guardian usually manages your account, but you also have rights over your own information.
• If you are worried about anything, you can ask your parent to contact us or email us at enquiries@thetutoringclub.com.

1. About this notice

This notice explains how The Tutoring Club ("TTC", "we", "our", "us") collects, uses, and protects personal information about parents, guardians, and students who use our tutoring services.

TTC is the data controller for the personal information described in this notice.

We comply with the UK General Data Protection Regulation, the Data Protection Act 2018, and, where students are under 18, the ICO Age Appropriate Design Code.

2. Who we are & how to contact us

The Tutoring Club
Email: enquiries@thetutoringclub.com
Website: www.thetutoringclub.com
Registered address: 195 Arthur Road, Windsor, England, SL4 1RZ
Company registration number: 17118404
ICO registration number: C1502631

3. What information we collect and why

A. Account and contact information

We collect parent or guardian name, address, email, telephone number, account login details, billing information, and correspondence.

We use this to create and manage your account, take payment, manage bookings, and communicate with you.

B. Student information

We collect student name, date of birth, school year, school name, examination board, subjects, academic goals, mock results, target grades, attendance records, tutor notes, homework records, progress reports, platform communications, and session recordings.

We use this to deliver effective tutoring, produce progress reports, manage sessions, and safeguard students.

C. Payment information

Payment information is processed by Stripe.

We keep transaction records, invoices, refunds, and billing dispute information where necessary.

D. Queries, complaints, and claims

We may collect details of concerns, complaints, claims, correspondence, investigation records, incident information, and witness information.

We use this to investigate issues, uphold safeguarding duties, and respond to legal claims.

E. Marketing and communications

We may collect parent contact details, marketing preferences, and website interaction information.

We do not market directly to students.

4. Session recordings

All tutoring sessions are recorded on video.

We do this for safeguarding and educational benefit.

Recordings may be used to protect students, protect tutors from unfounded allegations, investigate concerns, and allow students to re-watch lessons.

Who can access recordings

Recordings may be accessed by:

• The student
• The parent or guardian on the account
• Authorised TTC safeguarding staff, where necessary
• Regulators, police, or safeguarding authorities where required by law

Tutors cannot access recordings.

How long recordings are kept

Recordings are kept for 90 days unless they are needed for a safeguarding concern, complaint, dispute, legal matter, or insurance purpose.

5. Special category information

We may process SEND information, additional support needs, or health information where shared voluntarily and relevant to the service.

We process this information with explicit consent or where another UK GDPR condition applies, such as safeguarding.

6. Our lawful bases

We rely on:

• Contract
• Legal obligation
• Legitimate interests
• Consent
• Vital interests

7. Children's data and the ICO Children's Code

Because our service is used by children and young people, we apply the ICO Age Appropriate Design Code.

Our commitments include:

• Best interests first
• Data minimisation
• High privacy by default
• No advertising profiling of students
• No nudging towards lower privacy
• Clear explanations for children
• Easy ways to exercise data rights

8. Who we share your information with

We may share information with:

• Tutors, where needed to deliver tutoring
• Stripe, for payment processing
• Cloud hosting, platform, and communication providers
• Professional advisers
• Safeguarding authorities, schools, police, or regulators
• Parents and guardians

We do not sell personal information and do not use student data for third-party advertising.

9. International transfers

Some service providers may process information outside the UK.

Where this happens, we use appropriate safeguards such as UK adequacy regulations, the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses.

10. How long we keep your information

Standard retention periods include:

• Account and contract records: duration of the account and 6 years after last activity
• Financial and payment records: 6 years from the end of the relevant tax year
• Session recordings: 90 days unless flagged
• Progress reports and assessment information: duration of account and 3 months afterwards
• Safeguarding records: in line with our Safeguarding Policy
• Marketing contacts: until consent is withdrawn or we stop contacting you
• Complaint and claim records: 6 years from resolution

After these periods, information is securely deleted or anonymised.

11. Your data protection rights

You have rights under UK GDPR, including:

• Right of access
• Right to rectification
• Right to erasure
• Right to restrict processing
• Right to object
• Right to data portability
• Right to withdraw consent
• Rights relating to automated decision-making

To exercise your rights, contact us at enquiries@thetutoringclub.com.

We will usually respond within one month.

12. Marketing

We may send parents service updates about bookings and account activity.

With consent, we may also send marketing about our services.

We do not send marketing communications to students.

13. Cookies

Our website uses cookies and similar technologies.

Non-essential cookies are only set with consent via our cookie banner.

We do not use cookies to profile students.

14. Automated decision-making and profiling

We use limited automated processing, including:

• Matching students to suitable tutors
• Checking messages for safeguarding risks or attempts to share personal contact details
• Sending booking reminders

We do not make decisions that have a legal or similarly significant effect on students solely by automated means.

15. How to complain

If you have concerns, please contact us first at enquiries@thetutoringclub.com.

You also have the right to complain to the Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint

16. Changes to this notice

We may update this notice from time to time.

Where changes are material, we will notify parents directly and, where appropriate, update the student-facing summary.