Privacy Notice

Who we are

The Tutoring Hub Ltd, registered in England and Wales, is the data controller for the personal information described in this notice. That means we decide how and why your information is used, and we are responsible for looking after it. You can contact us about anything in this notice at info@thetutoringhub.co.uk or on 020 4586 9139.

What we collect

We collect only what we need to arrange and deliver tuition well:

• Family enquiry details: your name, email address and phone number are required so we can respond and discuss suitable tuition. Your role, subjects, educational stage and learning goals are optional. Our website enquiry form does not ask for a child’s name.
• Partnership enquiry details: your professional contact details, organisation, role, organisation type, approximate cohort size, preferred timing and programme requirements. Please do not submit pupil-identifying information or sensitive case records through the website form.
• Tuition administration records: bookings, lesson arrangements, progress notes tutors keep to teach effectively, and payment and account records.
• Communication history: our emails, calls and messages with you, so we can pick up conversations where they left off.
• Safeguarding records, only if a concern arises: what was seen or said, and what we did, kept securely and shared only where necessary to protect a child.

How we collect it

Directly from you, through our website enquiry form, by phone, by email or via WhatsApp when you choose to contact us that way. Tutors also add progress and administration notes as tuition proceeds. We do not buy lists of contacts. For website technologies and the embedded TutorBird sign-in service, see our Cookie Policy.

How we use it, and our lawful bases

UK data protection law requires a lawful basis for every use of personal information. Ours are:

• Contract. To arrange, schedule and deliver tuition, to manage your account and payments, and to take the steps you ask for before tuition begins, such as matching a tutor.
• Legitimate interests. To respond to enquiries, to run and improve our service, and to keep in touch with families we are already working with about their tuition. We balance these interests against your rights, and you can object (see section 11).
• Legal obligation. To keep records the law requires, such as financial and tax records.
• Consent. For anything optional, such as a newsletter or marketing beyond the tuition relationship. We only send these with your agreement, and you can withdraw it at any time.
• Safeguarding. Where records relate to protecting a child or vulnerable individual, we process them under the safeguarding ground recognised in UK data protection law, and under legal obligation where a duty applies.

Children's data

Our students are children, so we treat their information with special care, in line with the ICO's Children's Code. In practice that means we collect the minimum about each student that good tuition requires, most records are held against the parent or carer's account rather than the child, we never market to children, and we design our processes so privacy is the default rather than an option to switch on. Parents and carers act on their child's behalf for the purposes described in this notice.

Special category data

Some information, such as health details or special educational needs and disabilities, known as SEND, is classed by law as special category data and needs extra protection. We only hold this where a family volunteers it because it is relevant to tuition, for example so a tutor can adapt lessons appropriately. It is handled with extra care, shared only with those who need it to support your child, and you may ask us to remove it at any time, though that may limit the adjustments we can make.

Who we share information with

Tutors receive only what they need to teach your child well: typically a first name, year group, subject goals and anything you have asked us to pass on. Service providers that help us run the business, such as our website hosting and email delivery, process limited information on our instructions and may not use it for their own purposes. We may also share information where the law requires it, or where it is necessary to protect a child, as set out in our Safeguarding and Child Protection Policy. We never sell personal information, and we never share it for anyone else's marketing.

International transfers

We aim to keep personal information within the UK. If one of our service providers were to process information outside the UK, we would only allow that where appropriate safeguards are in place, as UK data protection law requires, and we would be happy to explain the position for any provider on request.

How long we keep information

We keep personal information only for as long as it is needed for the purpose it was collected, and no longer. What that means in practice varies: an enquiry that never becomes tuition is kept for a shorter period than the records of an ongoing tuition relationship, and some records, such as financial records, must be kept for periods set by law. When information is no longer needed, it is deleted or anonymised. If you would like to know the retention period for a particular kind of record, ask us and we will tell you.

How we keep information secure

Access to personal information is limited to those who need it for their role. We use reputable service providers, keep access controlled, and review how information is handled as the business grows. No method of transmission or storage is ever perfectly secure, but we work to protect your information and would act quickly and openly if something went wrong.

Your rights

UK data protection law gives you the right to:

• access the personal information we hold about you
• have inaccurate information corrected
• have information erased, in certain circumstances
• restrict how we use it, in certain circumstances
• receive it in a portable format, where the law provides for portability
• object to uses based on our legitimate interests, and to marketing at any time

To use any of these rights, email info@thetutoringhub.co.uk or call 020 4586 9139. Parents and carers normally exercise these rights on behalf of younger students. We will respond as quickly as we can, and always within the time the law allows. We will not charge you for a reasonable request.

Questions and complaints

Please come to us first with any concern about how we handle information, and we will do our best to put it right. You also have the right to complain to the Information Commissioner's Office, the UK's data protection regulator, at ico.org.uk or on 0303 123 1113.

Changes to this notice

This notice took effect on 24 July 2026 and is reviewed at least annually, with the next review due by 24 July 2027. If we change how we use personal information, we will update this page, and where a change is significant we will let affected families know directly.

Parent and student portal

Our login page embeds the TutorBird sign-in service. Sign-in details entered there are sent to TutorBird. Loading the widget also connects your browser to TutorBird and Google reCAPTCHA. The widget is not loaded on other website pages. Read TutorBird’s Privacy Policy for its service and data handling information.

Website enquiries and delivery providers

Our website forms send the details you enter to FormSubmit so your enquiry can be delivered to info@thetutoringhub.co.uk. Vercel hosts the website. Your browser connects to these providers when using the relevant service. The website does not save enquiry drafts in local browser storage. The contact checkbox records permission to reply about your enquiry; it is not marketing consent.

Read FormSubmit’s privacy policy and Vercel’s privacy policy for their service information. Contact us if you prefer to enquire by phone.

Optional Google advertising measurement

When you accept advertising measurement, Google may receive your IP address, browser and device information, visited page URLs, advertising click identifiers and measurement events. Google Ads may store first-party _gcl_ cookies, typically for up to 90 days, and click information in local storage named _gcl_ls. We rely on your consent for this optional measurement, and you can withdraw it through Cookie settings. This integration does not add names, email addresses, phone numbers, enquiry messages or children’s details to the data layer. Google may process information outside the UK; see Google’s privacy information for its handling and safeguards. Withdrawal does not undo information already sent.

Google Privacy Policy · How Google uses information from sites that use its services

Related policies

• Safeguarding & child protection
• Online learning
• Cookie policy