Find Your Tutor is an online tutoring platform that connects students with qualified tutors for live, one-to-one video sessions. We are committed to protecting your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Find Your Tutor is the data controller responsible for your personal data collected through our website and platform.
Email: contact@findyourtutor.co.uk
Website: www.findyourtutor.co.uk
2. Information We Collect
We collect and process the following personal data when you use our platform:
- Identity and Contact Information: full name, email address, phone number, and location.
- Account Information: username, encrypted password, profile details, subjects, and availability.
- Session Data: information about booked online tutoring sessions, including date, time, duration, subject, and the video platform used.
- Video and Audio Data: if sessions are recorded with your consent, recordings may be stored temporarily. We do not routinely record sessions; this is subject to mutual consent between tutor and student.
- Payment Information: billing name, address, and transaction records. Card details are processed securely by our third-party payment provider and are never stored by us directly.
- Communications: messages exchanged through our platform between tutors and students.
- Usage Data: pages visited, search queries, session history, and device/browser information.
- Cookies and Tracking Data: see our separate Cookie Policy.
3. How We Use Your Information
- To create and manage your account and profile on the platform.
- To facilitate the booking and delivery of online tutoring sessions.
- To process payments and issue receipts for booked sessions.
- To send booking confirmations, reminders, and session links.
- To handle cancellations, refunds, and disputes.
- To enable communication between students and tutors through our platform.
- To improve the platform, analyse usage patterns, and personalise your experience.
- To send service updates and, with your consent, marketing communications.
- To comply with our legal and safeguarding obligations.
4. Legal Basis for Processing
- Contractual necessity: to deliver the tutoring booking and payment service you have requested.
- Legitimate interests: to improve our platform, prevent fraud, and ensure platform security.
- Legal obligation: to comply with UK law, including financial record-keeping and safeguarding duties.
- Consent: for marketing communications, session recordings, and non-essential cookies.
5. Payment Processing
All payments made through our platform are processed securely by a third-party payment provider. By making a payment, you agree to their terms and privacy policy. Find Your Tutor does not store your full card details. We retain transaction records (amount, date, tutor, student) for accounting and dispute resolution purposes for up to 7 years in line with HMRC requirements.
6. Session Recordings
Sessions are only recorded where both the tutor and the student (or their parent/guardian if under 18) have given explicit consent. Recordings are not made by default.
Where a recording is made with consent:
- It will be stored securely and only accessible to the relevant tutor, student, and Find Your Tutor administrators.
- Recordings will not be shared with third parties without consent, except where required by law.
- Recordings will be deleted within 30 days of the session unless both parties agree to retain them for longer.
7. Sharing Your Data
We do not sell your personal data. We may share it with:
- Payment processors (e.g., Stripe) to handle transactions securely.
- Video conferencing providers (e.g., Zoom, Google Meet) are facilitated through our booking system.
- Analytics providers (e.g., Google Analytics) under strict data processing agreements.
- Other platform users only to the extent necessary (e.g., a student seeing a tutor’s public profile and availability).
- Law enforcement or regulatory bodies, where required by law.
8. Data Retention
We retain your personal data only as long as necessary. Account data is retained for as long as your account is active, and for up to 2 years after account deletion. Payment and transaction records are retained for 7 years to comply with HMRC obligations. Session data is retained for 12 months. You may request deletion of your data at any time, subject to our legal obligations.
9. Your Rights Under UK GDPR
- Right of access: request a copy of the data we hold about you.
- Right to rectification: ask us to correct inaccurate or incomplete data.
- Right to erasure: request deletion of your personal data in certain circumstances.
- Right to restrict processing: ask us to limit how we use your data.
- Right to data portability: receive your data in a portable, machine-readable format.
- Right to object: object to processing based on legitimate interests or for direct marketing.
- Right to withdraw consent: where processing is based on consent, you may withdraw it at any time without affecting prior processing.
To exercise your rights, contact us at contact@findyourtutor.co.uk. You also have the right to lodge a complaint with the ICO at www.ico.org.uk or on 0303 123 1113.
10. Data Security
We implement appropriate technical and organisational measures to protect your personal data, including encrypted payment processing, secure HTTPS connections, and restricted access to personal data within our team. However, no online transmission is completely secure, and we cannot guarantee absolute security.
11. Children’s Data
Where students under the age of 18 use the platform, we require a parent or guardian to register on their behalf or provide verifiable consent. We take additional care in processing children’s data and comply with all applicable laws regarding the protection of minors online.
12. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated date. Your continued use of the platform constitutes acceptance of the updated policy.
