Privacy Policy

TutorProf – Your Privacy Matters

At TutorProf, safeguarding your privacy and personal data is a core commitment. This Privacy Policy outlines how we collect, use, share, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

This policy applies when you use our website, engage our tutoring services, or otherwise interact with us. Please read it carefully.

1. Who We Are

TutorProf® is an education and tutoring company based in Scotland, providing personalised tuition services to students and schools across the UK. For the purposes of GDPR regulation, the Data Controller is TutorProf®

2. What Personal Data We Collect

We collect personal data that you provide directly, as well as data collected through our services and website.

For Students and Parents:

Contact Information – Full name, address, phone number, email
Student Details – School name, subject(s) and level of tuition required, other relevant academic information
Communications – Messages or emails sent to us or via our website

For Tutors:

Contact Information – Name, address, phone number, email
Professional Details – CV, subjects taught, availability, biography, travel preferences
Legal & Vetting Documents – Proof of ID, Proof of Address, Right to work documentation, Disclosure Scotland/PVG (for Tutors based in Scotland), Enhanced DBS (for Tutors based in England), References, Degree certificates, etc.
Banking Information – Required for payment of tutoring services
Feedback – Reviews from students or parents

Automatically Collected Data:

Cookies & Analytics – Browsing activity, IP address, device type, and referrer URL via cookies and log files

We may also generate aggregated or anonymised data, which does not identify you and is used for business analysis and service improvement.

3. How We Use Your Data

We process your personal data lawfully and transparently, for the following purposes:

To provide and manage tuition services
To match students with suitable tutors
To communicate important updates or service changes
To invoice and process payments
To perform background and safeguarding checks on tutors
To maintain records for internal business use and regulatory compliance
To improve website functionality and user experience
To respond to enquiries and support requests

4. Lawful Basis for Processing

We rely on the following lawful bases under the UK GDPR:

Contract – Processing is necessary to fulfil a tutoring agreement or to take steps at your request before entering into a contract.
Legal Obligation – To comply with safeguarding, tax, and regulatory requirements.
Legitimate Interests – For quality assurance, fraud prevention, and service improvement.
Consent – For optional communications such as marketing (where applicable)

5. Data Sharing and Disclosure

We will never sell your data. We may share personal data in these limited circumstances:

With tutors or clients to facilitate the tutoring arrangement
With payment processors (e.g., GoCardless) for secure transactions
With legal or regulatory authorities where required by law
In the event of a business sale or restructuring
With IT and admin service providers under strict confidentiality agreements

6. Data Retention

We retain your data only for as long as necessary to:

Deliver our services
Comply with legal, tax, or safeguarding obligations
Resolve disputes or enforce our agreements
Data no longer needed is securely deleted or anonymised.

7. Data Security

We apply appropriate technical and organisational safeguards to protect your personal data from unauthorised access, misuse, or loss. These include:

Role-based access control
Secure storage and encryption
Staff confidentiality agreements and data protection training
Breach detection and response procedures

8. Your Data Rights

Under UK GDPR, you have rights regarding your personal data:

Right of Access – Know what data we hold and why
Right to Rectification – Correct inaccurate or incomplete data
Right to Erasure – Request deletion of your data where applicable
Right to Restrict Processing – Limit how we use your data
Right to Object – Object to certain processing such as marketing
Right to Data Portability – Request transfer of your data to another provider

You can exercise your rights by contacting us. We will respond within one month unless an extension is justified. We may require proof of identity. If you're not satisfied with our response, you have the right to lodge a complaint at any time with the UK Information Commissioner’s Office (ICO): https://www.ico.org.uk. Of course, we would appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

9. Cookies and Website Analytics

We use cookies and server logs to:

Understand how users interact with our site
Improve website performance and user experience
Monitor site security
Most cookies collect anonymised statistics. You can control cookie settings via your browser.

10. Children’s Privacy

Users under 18 should obtain consent from a parent or guardian before providing personal data. We do not knowingly collect personal data from individuals under 13 without such consent.

11. Third-Party Payment Processing

Payments are processed securely by GoCardless. TutorProf does not store sensitive card or bank details unless specifically provided for service delivery. Please refer to GoCardless' Privacy Policy for more information.

12. Changes to This Policy

We may update this Privacy Policy occasionally to reflect legal, operational, or service changes. This policy was last updated April 2025. The latest version will always be available on our website.

13. Contact Us

If you have any concerns about our privacy policy, or have comments or questions regarding it, please contact us and we’ll be happy to answer any questions you have.

Contact: admin@tutorprof.co.uk
Postal Address: TutorProf Ltd, 272 Bath Street, Glasgow, G2 4JR