Legal

Privacy Policy

Last Updated: March 2026

Your Tutor Guide Ltd (“we”, “us”, “our”) is committed to protecting the privacy of every family and student we work with. This policy explains what personal data we collect, why we collect it, how we use it, and what rights you have.

Legislation	Requirement	Status
Data (Use and Access) Act 2025	Recognised Legitimate Interests for processing	Implemented
Data (Use and Access) Act 2025	Right to Complain to the Controller	Implemented
Data (Use and Access) Act 2025	Right to Human Intervention for automated decisions	Implemented (no automated decisions currently used)
UK GDPR (retained)	Lawful basis for processing	Implemented
Privacy and Electronic Communications Regulations	Cookie modernisation — low-risk analytics opt-out	Implemented

1. Data Controller

The data controller responsible for your personal data is:

If you have any questions about this policy or how we handle your data, please contact us using the details above.

2. What We Collect

We collect the following personal data when you use our website or engage our services:

Information you provide directly

Data	Purpose
Parent/guardian name	To identify you as the contracting party
Email address	To communicate about consultations and tutoring sessions
Phone number (optional)	To contact you if needed
Child’s year group	To match your child with the right tutor
Subject and exam board	To ensure specification-level tutor matching
Details about your child’s needs	To personalise the tutoring match (current grade, target grade, focus areas)

Information we collect automatically

Data	Purpose
IP address and browser type	Website analytics and security
Pages visited and time on site	To understand how visitors use our website
Referring website	To measure the effectiveness of our outreach

We do not collect sensitive personal data (such as health information, ethnicity, or religion) unless you voluntarily share it in a free-text message, in which case it is processed only to fulfil your request.

3. Children’s Data

Our service is designed for students in Years 10–13 (typically aged 14–18). We take the protection of children’s data seriously.

• Consultation forms are completed by parents or guardians, not by children directly. This means consent for data collection is provided by an adult with parental responsibility.
• We only collect the minimum data about a child needed to match them with a suitable tutor (year group, subject, exam board, learning needs).
• We do not create user accounts for children or allow children to interact with our website independently.
• Tutor progress reports containing a child’s academic data are shared only with the contracting parent or guardian.
• All tutors are Enhanced DBS checked and trained in data handling as part of our safeguarding procedures.

If you believe a child has provided us with personal data without parental consent, please contact us immediately so we can delete it.

4. Legal Bases for Processing

Under the Data (Use and Access) Act 2025 and retained UK GDPR, we process your personal data on the following lawful bases:

Consent

When you submit our consultation form, you consent to us using that information to respond to your enquiry. You can withdraw consent at any time by emailing us.

Contract Performance

When you engage our tutoring services, we process your data as necessary to deliver those services — including matching your child with a tutor, scheduling sessions, and providing progress reports.

Recognised Legitimate Interests (DUAA 2025)

We rely on the statutory “Recognised Legitimate Interests” introduced by the Data (Use and Access) Act 2025 for the following purposes:

• Safeguarding and child protection — processing data to ensure the safety of children in our care, including DBS check administration and incident reporting.
• Crime prevention — maintaining records necessary to prevent fraud and protect against criminal activity.
• Business analytics — analysing anonymised website usage data to improve our service, understand demand, and plan capacity.

These recognised legitimate interests do not require a separate balancing test where they fall within the statutory categories defined by the DUAA 2025.

5. Analytics & Performance (Cookie Policy)

Our approach to cookies

Under the 2026 cookie modernisation rules, low-risk analytics cookies that are used solely to measure website performance do not require an intrusive consent banner. We follow this approach:

• Essential cookies — required for the website to function (e.g., form submission tokens). These are set automatically and cannot be disabled.
• Analytics cookies — we use privacy-respecting analytics to understand how visitors use our site. These cookies do not track you across other websites and do not build advertising profiles.

Your right to opt out

You can opt out of analytics cookies at any time by:

1. Adjusting your browser settings to block or delete cookies.
2. Emailing us at hello@yourtutorguide.co.uk to request we stop analytics tracking for your visits.

We do not use advertising cookies, social media tracking pixels, or any third-party cookies that build behavioural profiles.

6. Third-Party Processors

We share personal data with the following third parties, only to the extent necessary to deliver our services:

Processor	Purpose	Location
Google Fonts	Web font delivery (your IP address may be transmitted)	United States
Calendly (when activated)	Appointment scheduling	United States
Email service provider	Sending consultation confirmations and progress reports	United Kingdom / EEA

We do not sell, rent, or trade your personal data to any third party. All processors are bound by data processing agreements that require them to protect your data to UK standards.

7. International Transfers

Some of our third-party processors (Google, Calendly) are based in the United States. Where personal data is transferred outside the United Kingdom, we ensure appropriate safeguards are in place, including:

• UK International Data Transfer Agreements (IDTAs) or equivalent adequacy decisions.
• Standard contractual clauses approved by the Information Commissioner’s Office.

8. Data Retention

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

Data Type	Retention Period
Consultation enquiry data	2 years from last contact, or until you request deletion
Active client records (parent and student data)	Duration of the tutoring engagement plus 2 years
Tutor progress reports	Duration of engagement plus 2 years
Financial and billing records	6 years (as required by HMRC)
Website analytics data	26 months (anonymised and aggregated)

After the retention period expires, data is securely deleted or irreversibly anonymised.

9. Your Rights

You have the following rights regarding your personal data. To exercise any of these rights, email us at hello@yourtutorguide.co.uk.

Standard rights

• Right of access — request a copy of the personal data we hold about you.
• Right to rectification — ask us to correct any inaccurate data.
• Right to erasure — ask us to delete your data where there is no compelling reason to continue processing it.
• Right to restrict processing — ask us to limit how we use your data in certain circumstances.
• Right to data portability — receive your data in a structured, commonly used format.
• Right to object — object to processing based on legitimate interests.

Right to Complain to the Controller (DUAA 2025)

Under the Data (Use and Access) Act 2025, you have a statutory right to raise a complaint directly with us before escalating to the Information Commissioner’s Office. Our internal complaints procedure is:

1. Submit your complaint — email hello@yourtutorguide.co.uk with the subject line “Data Complaint” and a clear description of your concern.
2. Acknowledgement — we will acknowledge your complaint within 5 working days.
3. Investigation and response — we will investigate and provide a substantive response within 30 calendar days.
4. Escalation — if you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (see below).

Right to Human Intervention

You have the right to request human intervention in any decision that significantly affects you and is made solely by automated means. We do not currently use automated decision-making or profiling — every tutor match is made personally by the founder. If we introduce any automated logic in the future, this right will apply in full, and we will update this policy accordingly.

10. Information Commissioner’s Office

If you are not satisfied with how we have handled your data or your complaint, you can contact the ICO:

11. Changes to This Policy

We may update this policy from time to time to reflect changes in the law or our practices. Any significant changes will be communicated via our website. We encourage you to review this page periodically.