Privacy Policy
Privacy Notice for Tutors
This Privacy Notice has been written to inform prospective, current, and former tutors about how and why Tutorfox collects and processes your personal data in relation to administering your Tutorfox account, including your use of this website.
Who are we?
Tutorfox is a Data Controller as defined by the UK GDPR. This means that we determine the purposes for which your personal data is processed and the manner of the processing. We will only collect and use your personal data in ways that are compliant with data protection legislation.
Tutorfox has appointed Veritau Ltd. as its Data Protection Officer (DPO). The role of the DPO is to monitor our compliance with the UK GDPR and the Data Protection Act 2018 and advise on data protection issues. If you would like to discuss this Privacy Notice or our use of your data, please contact our DPO using the below contact details.
Veritau Ltd.
West Offices
Station Rise
York
North Yorkshire
YO1 6GA
schoolsDPO@veritau.co.uk // 01904 554025
What personal information do we collect?
The personal data we collect about you includes:
• Contact data includes your name, email address, and telephone number
• Background data includes your date of birth, ID numbers, photo ID, address ID, DBS documentation, information about your right to work in the UK, Qualified Teacher Status etc.
• Tutor profile data includes the subjects & level you may tutor, your prices, any previous tutoring or experience you may have, qualifications, location of services, details regarding your education and employment, calendar availability, and information you provide in your biography
• Assessment/ interview data includes information received from references, and notes taken during the assessment or interview process
• Payment data includes your payment details and credit card or other bank details. All payment data is processed by Stripe. You can find their privacy notice here
• Marketing and communications data includes records of any communications and interactions we have with you during your involvement with Tutorfox, and your marketing and communication preferences
• Technical data includes the use of Google Analytics to collect your browser details, operating system details, pages visited and actions taken
• Messaging data includes any information provided by your use of the website’s messaging system
• Login data includes your username, password and any unique account ID numbers
Why do we collect your personal information?
We process your information for the purposes outlined below:
• To create and administer tutor accounts, including internal record-keeping
• To promote tutoring services and connect you with potential students
• To ensure your right to work and suitability as a tutor with Tutorfox, including verifying your identity and carrying out security checks
• To process payments for tutoring services
• To improve our product and services
• To promote our services, where you have opted to receive such communications
• To improve our website, including its security and protect against online attacks
What is our lawful basis for processing your information?
Under the UK GDPR, it is essential to have a lawful basis when processing personal information. For tutor data processing, we normally rely on the following lawful bases:
• Article 6(1)(b) - contractual obligation
• Article 6(1)(f) – legitimate interests
For the processing of personal data relating to criminal convictions and offences, processing meets Schedule 1, Part 2 of the Data Protection Act 2018 as below:
• Condition 10 - preventing or detecting unlawful acts
• Condition 18 – safeguarding of children and individuals at risk
Who do we obtain your information from?
We normally receive your data directly from you, for example via information you include when creating an account with Tutorfox, or during the course of your involvement with us. However, we may also receive some information from the following third parties:
• Your nominated referees
• Feedback from learners and parents or guardians
Who do we share your personal data with?
We may share your information with the following organisations:
• Stripe, in order to facilitate payments
• Our software development provider, i-finity, in order to provide technical support
• TrustID, in order to carry out ID and Right to Work checks
Some information, including references, may be shared with Learners upon request in order to determine suitability.
We may also share information with other third parties where there is a lawful basis to do so. For example, we may share information with relevant authorities for safeguarding purposes e.g., the police for prevention and detection of crime.
How long do we keep your personal data for?
The retention period for most of the information we process about you is determined by statutory obligations. Any personal information which we are not required by law to retain will only be kept for as long as is necessary to fulfil its purpose, including to satisfy any legal, regulatory, tax, accounting or reporting requirements.
How do we keep your information secure?
Tutorfox has implemented technical and organisational measures to safeguard information and keep information secure. These controls include the following:
• Data encryption
• Industry standard protocols such as TLS 1.2
• SSL certification
• Complex password controls
• Recaptcha
• Hosted on Microsoft Azure which embeds compliance with UK GDPR, PCI and ISO requirements.
International transfers of data
All information held within the Tutorfox platform itself is stored in Microsoft’s Cardiff Data Centre and will not be transferred outside the UK.
Some of the digital information we hold outside the platform or in other applications may be stored on computer servers located outside the UK. Normally your information will not be transferred outside the European Economic Area, which is deemed to have adequate data protection standards by the UK government. In the event that your information is transferred outside the EEA, we will ensure your data is protected and appropriate safeguards are in place in accordance with the UK GDPR.
What rights do you have over your data?
Under the UK GDPR, individuals have the following rights in relation to the processing of their personal data:
• to be informed about how we process your personal data. This notice fulfils this obligation.
• to request a copy of the personal data we hold about you.
• to request that your personal data is amended if inaccurate or incomplete.
• to request that your personal data is erased where there is no compelling reason for its continued processing.
• to request that the processing of your personal data is restricted.
• to object to your personal data being processed.
If you have any concerns about the way we have handled your personal data or would like any further information, then please contact our DPO using the details provided above.
If we cannot resolve your concerns then you may also complain to the Information Commissioner’s Office, which is the UK’s data protection regulator. Their contact details are below:
Phone: 0303 123 1113 or via their live chat. Opening hours are Monday to Friday between 9am and 5pm (excluding bank holidays). You can also report, enquire, register and raise complaints with the ICO using their web form on Make a Complaint | ICO.
Changes to this notice
We reserve the right to change this Privacy Notice at any time. We will normally notify you of changes that affect you. However, please check regularly to ensure you have the latest version.
This Privacy Notice was last reviewed March 2024.
Privacy Notice for Learners
This Privacy Notice has been written to inform learners, parents and guardians about how and why Tutorfox collects and processes your personal data in relation to administering your Tutorfox account, including your use of this website.
This platform is not intended for use by learners under the age of 18 years. Tutorfox accounts will only be created for learners over the age of 18, or for parents or guardians on behalf of a learner.
Who are we?
Tutorfox is a Data Controller as defined by the UK GDPR. This means that we determine the purposes for which your personal data is processed and the manner of the processing. We will only collect and use your personal data in ways that are compliant with data protection legislation.
Tutorfox has appointed Veritau Ltd. as its Data Protection Officer (DPO). The role of the DPO is to monitor our compliance with the UK GDPR and the Data Protection Act 2018 and advise on data protection issues. If you would like to discuss this Privacy Notice or our use of your data, please contact our DPO using the below contact details.
Veritau Ltd.
West Offices
Station Rise
York
North Yorkshire
YO1 6GA
schoolsDPO@veritau.co.uk // 01904 554025
What personal information do we collect?
The personal data we collect about you includes:
- Contact data includes your name, email address, and telephone number.
- Location data includes the geographical area where you would require tutoring to be provided.
- Learner profile data includes the subjects & level of tutoring support required, and information you provide in your tutoring request, including SEN details.
- Payment data includes your payment details and credit card or other bank details. All payment data is processed and stored by Stripe. You can find their privacy notice here.
- Marketing and communications data includes records of any communications and interactions we have with you during your involvement with Tutorfox, and your marketing and communication preferences.
- Technical data includes the use of Google Analytics to collect your browser details, operating system details, pages visited and actions taken, with your consent.
- Messaging data includes any information provided by your use of the website’s messaging system.
- Login data includes your username, hashed password and any unique account ID numbers.
Why do we collect your personal information?
We process your information for the purposes outlined below:
- To create and administer learner accounts, including internal record-keeping.
- To source and connect you with potential tutors.
- To process payments for tutoring services.
- To improve our product and services.
- To promote our services, where you have opted to receive such communications.
- To improve our website, including its security and protect against online attacks.
What is our lawful basis for processing your information?
Under the UK GDPR, it is essential to have a lawful basis when processing personal information. For learner data processing, we normally rely on the following lawful bases:
- Article 6(1)(b) - contractual obligation
- Article 6(1)(f) – legitimate interests
There may be occasions where we collect information about you classed as special category data under the UK GDPR. For example, if you provide SEN details or health/medical information in support of your tutoring request.
In these instances, the additional conditions that allow for processing this data are:
- Article 9(2)(g) - reasons of substantial public interest
The applicable substantial public interest conditions in Schedule 1 of the Data Protection Act 2018 are:
- Condition 8 – equality of opportunity or treatment
Who do we obtain your information from?
We receive your data directly from you, for example via information you include when creating an account with Tutorfox, or during the course of your involvement with us or one of our registered tutors.
Who do we share your personal data with?
We may share your information with the following organisations:
- Our registered tutors.
- Stripe, in order to facilitate payments.
- Our software development provider, i-finity, in order to provide technical support.
We may also share information with other third parties where there is a lawful basis to do so. For example, we may share information with relevant authorities for safeguarding purposes e.g., the police for prevention and detection of crime.
How long do we keep your personal data for?
The retention period for most of the information we process about you is determined by statutory obligations. Any personal information which we are not required by law to retain will only be kept for as long as is necessary to fulfil its purpose, including to satisfy any legal, regulatory, tax, accounting or reporting requirements.
How do we keep your information secure?
Tutorfox has implemented technical and organisational measures to safeguard information and keep information secure. These controls include the following:
- Data encryption
- Industry standard protocols such as TLS 1.2
- SSL certification
- Complex password controls
- Recaptcha
- Hosted on Microsoft Azure which embeds compliance with UK GDPR, PCI and ISO requirements.
International transfers of data
All information held within the Tutorfox platform itself is stored in Microsoft’s Cardiff Data Centre and will not be transferred outside the UK.
Some of the digital information we hold outside the platform or in other applications may be stored on computer servers located outside the UK. Normally your information will not be transferred outside the European Economic Area, which is deemed to have adequate data protection standards by the UK government. In the event that your information is transferred outside the EEA, we will ensure your data is protected and appropriate safeguards are in place in accordance with the UK GDPR.
What rights do you have over your data?
Under the UK GDPR, individuals have the following rights in relation to the processing of their personal data:
- to be informed about how we process your personal data. This notice fulfils this obligation.
- to request a copy of the personal data we hold about you.
- to request that your personal data is amended if inaccurate or incomplete.
- to request that your personal data is erased where there is no compelling reason for its continued processing.
- to request that the processing of your personal data is restricted.
- to object to your personal data being processed.
If you have any concerns about the way we have handled your personal data or would like any further information, then please contact our DPO using the details provided above.
If we cannot resolve your concerns then you may also complain to the Information Commissioner’s Office, which is the UK’s data protection regulator. Their contact details are below:
Phone: 0303 123 1113 or via their live chat. Opening hours are Monday to Friday between 9am and 5pm (excluding bank holidays). You can also report, enquire, register and raise complaints with the ICO using their web form on Contact us | ICO.
Changes to this notice
We reserve the right to change this Privacy Notice at any time. We will normally notify you of changes that affect you. However, please check regularly to ensure you have the latest version.
This Privacy Notice was last reviewed March 2024.