1. Policy Statement
ScholarCore Tutors (“we”, “our”, “us”) is committed to protecting the privacy, confidentiality and security of personal data. We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.
This policy explains how we collect, use, store, share and protect personal data relating to students, parents, tutors, employees, contractors and website visitors.
2. Purpose of this Policy
The purpose of this policy is to:
- Ensure compliance with UK GDPR and data protection legislation.
- Protect the rights and freedoms of individuals whose data we process.
- Establish clear procedures for handling personal information.
- Promote transparency and accountability in data processing activities.
3. Scope
This policy applies to:
- Students
- Parents and guardians
- Tutors
- Employees
- Contractors
- Website visitors
- Any individual whose personal information is processed by ScholarCore Tutors
The policy covers both electronic and paper-based records.
4. Data Protection Principles
ScholarCore Tutors processes personal data in accordance with the following principles:
Personal data shall be:
- Processed lawfully, fairly and transparently.
- Collected for specified, explicit and legitimate purposes.
- Limited to what is necessary for those purposes.
- Accurate and kept up to date.
- Retained only as long as necessary.
- Processed securely to protect against unauthorised access, loss or damage.
- Managed in a way that demonstrates accountability and compliance.
5. Personal Data We Collect
Depending on the services provided, we may collect:
Student Information
- Full name
- Date of birth
- Academic level
- Subject requirements
- Educational goals
- Contact details
- Parent or guardian information
Parent or Guardian Information
- Name
- Email address
- Telephone number
- Payment information
- Communication preferences
Tutor Information
- Name
- Contact details
- Qualifications
- Employment history
- Professional experience
- References
- DBS information where applicable
- Payment details
Website Information
- IP address
- Device information
- Browser type
- Website usage statistics
- Cookies and analytics data
6. Lawful Basis for Processing
We process personal data under one or more of the following lawful bases:
Contractual Necessity
To:
- Arrange tutoring services
- Process bookings
- Facilitate payments
- Manage tutor-student relationships
Legitimate Interests
To:
- Improve services
- Maintain platform security
- Manage business operations
- Respond to enquiries
Consent
Where required, we will seek consent before:
- Sending marketing communications
- Using certain cookies
- Processing optional information
Legal Obligations
To:
- Comply with safeguarding requirements
- Meet accounting and tax obligations
- Respond to lawful requests from authorities
7. Special Category Data
ScholarCore Tutors generally avoids collecting special category data unless necessary.
Where special category data is collected, such as information relating to learning support requirements, additional safeguards will be applied and processing will comply with legal requirements.
8. How We Use Personal Information
We may use personal information to:
- Match students with tutors
- Deliver educational services
- Process payments
- Manage tutor recruitment
- Communicate with users
- Improve customer experience
- Conduct safeguarding checks
- Comply with legal obligations
- Prevent fraud and misuse
9. Data Sharing
Personal information may be shared with:
Service Providers
- Payment processors
- Website hosting providers
- Email service providers
- Learning management systems
- Video conferencing platforms
Tutors
Information necessary to deliver tutoring services may be shared with assigned tutors.
Professional Advisers
- Accountants
- Solicitors
- Compliance consultants
Regulatory Authorities
Where required by law or safeguarding obligations.
ScholarCore Tutors does not sell personal information to third parties.
10. International Data Transfers
Where personal data is transferred outside the United Kingdom, appropriate safeguards will be implemented, including:
- Adequacy regulations
- Standard contractual clauses
- Other approved transfer mechanisms
11. Data Security
ScholarCore Tutors takes appropriate technical and organisational measures to protect personal data.
Security measures may include:
- Secure passwords
- Encryption where appropriate
- Access controls
- Secure hosting environments
- Staff training
- Regular software updates
Despite our efforts, no system can guarantee absolute security.
12. Data Retention
Personal information will be retained only for as long as necessary to:
- Deliver services
- Meet contractual obligations
- Comply with legal requirements
- Resolve disputes
- Maintain business records
Data no longer required will be securely deleted or anonymised.
13. Individual Rights
Under UK GDPR, individuals have the right to:
Right of Access
Request a copy of personal information we hold.
Right to Rectification
Request correction of inaccurate or incomplete information.
Right to Erasure
Request deletion of personal information where legally applicable.
Right to Restrict Processing
Request limits on how information is processed.
Right to Data Portability
Request transfer of data to another provider.
Right to Object
Object to processing based on legitimate interests.
Rights Relating to Automated Decision-Making
Request human review where automated decisions are used.
14. Subject Access Requests
Individuals wishing to exercise their rights should contact us in writing.
We aim to respond within one month of receiving a valid request.
Additional information may be requested to verify identity.
15. Data Breach Management
In the event of a personal data breach, ScholarCore Tutors will:
- Investigate the incident promptly.
- Take appropriate remedial action.
- Assess risks to affected individuals.
- Notify the Information Commissioner’s Office (ICO) where required.
- Inform affected individuals where legally necessary.
16. Staff and Tutor Responsibilities
All tutors, employees and contractors must:
- Handle personal data responsibly.
- Follow data protection procedures.
- Maintain confidentiality.
- Report suspected data breaches immediately.
- Complete any required data protection training.
Failure to comply may result in disciplinary action or termination of engagement.
17. Cookies and Website Tracking
Our use of cookies and similar technologies is explained in our Cookie Policy.
Users may manage cookie preferences through their browser settings and cookie consent tools.
18. Complaints
If you have concerns about how your personal data has been handled, please contact us first.
You also have the right to lodge a complaint with:
Information Commissioner’s Office (ICO)
For further information, visit:
Information Commissioner’s Office (ICO)
19. Policy Review
This policy will be reviewed periodically to ensure continued compliance with applicable legislation and best practice guidance.
Changes may be made at any time and updated versions will be published on our website.
20. Contact Information
For questions relating to this GDPR Data Protection Policy or your personal information, please contact:
ScholarCore Tutors
Email: [admin@scholarcoretutors.com]
Website: [scholarcoretutors.com]
Data Protection Contact: [Insert Name or Position]
Commitment to Data Protection
ScholarCore Tutors is committed to protecting personal information, respecting privacy rights and maintaining the highest standards of data protection and information security across all aspects of our educational services.
