HANNAH'S TUTORING

PRIVACY POLICY & SAFEGUARDING STATEMENT

Version 2.0 Last updated: 24 June 2026 (replaces version dated 06 February 2026)

This document explains how personal information is collected, used, stored, and shared in relation to our online tutoring services, and outlines our approach to safeguarding.

1. Who We Are

Hannah's Tutoring (Hannah Smith, sole trader) provides online tutoring services. For the purposes of UK data protection law (UK GDPR and the Data Protection Act 2018), we are the data controller responsible for the personal information we collect and use.

Contact details: Email: hannah@hannahstutoring.co.uk or info@hannahstutoring.co.uk Website: www.hannahstutoring.co.uk

2. What Information We Collect

We may collect personal information when parents or guardians complete enquiry or registration forms; contact us via email, text message, WhatsApp, phone, or other messaging platforms; use our website; or use our administrative systems.

This information may include:

  • parent or guardian contact details;

  • student name, year group, school, exam board, subjects studied, academic information and learning preferences;

  • scheduling details;

  • optional information such as location details;

  • payment-related information (see section 8);

  • website and advertising data such as cookie identifiers and interactions with our site and ads (see sections 6 and 7).

Where tutors apply to work with us, we also collect tutor information including identity and right-to-work documents, qualifications, and DBS and safeguarding details. Tutor compliance data is handled in line with our Safeguarding & Child Protection Policy.

3. Lawful Bases for Processing

We rely on the following lawful bases under UK GDPR:

  • Contract: to provide the tutoring services you book and to manage payment.

  • Legitimate interests: to run and improve our business, communicate with you, recruit and vet tutors, prevent fraud, and measure the effectiveness of our advertising, balanced against your rights.

  • Consent: for non-essential cookies and any optional marketing. You can withdraw consent at any time.

  • Legal obligation: to meet accounting, tax, and safeguarding requirements.

4. How We Use Personal Information

Personal information is used for managing enquiries and bookings, providing tutoring services, communicating with parents, guardians, and tutors, recruiting and verifying tutors, processing payments, maintaining accurate administrative records, meeting legal and accounting obligations, and measuring and improving our website and advertising.

5. Sharing Information with Tutors

To deliver tutoring services, relevant personal information may be shared with one or more tutors working with a student. This may include the student's name, year group, school, exam board, subject requirements, and relevant learning information. Information is shared strictly on a need-to-know basis.

In some cases, limited information may be shared with potential tutors prior to a formal match, for the purpose of assessing suitability. Full personal details are not shared at this stage.

6. Cookies and Website Data

Our website uses cookies and similar technologies. We use Squarespace's cookie consent tool to ask for your choice about non-essential cookies. Cookies we may use include:

  • Essential cookies required for the website to function (these do not require consent).

  • Analytics cookies (including Squarespace's built-in analytics) that help us understand how the site is used.

  • Advertising cookies, specifically the Meta (Facebook/Instagram) pixel, described in section 7.

You can accept or decline non-essential cookies via the cookie banner, and you can change your browser settings to manage cookies at any time. Declining non-essential cookies will not stop you using the core of our site.

7. Advertising

We advertise our services on Meta platforms (Facebook and Instagram). To measure whether our adverts are effective, our website uses the Meta pixel, a small piece of code that records certain actions on our site (such as visiting a page or submitting an enquiry) and shares this information with Meta.

We use the pixel for conversion tracking and measurement only. We do not upload customer or contact lists to Meta, and we do not run retargeting or custom-audience advertising based on your personal data. Our adverts are targeted by general interest and demographic criteria provided by Meta, not by your individual information.

Meta acts as a separate controller for the data collected through the pixel. You can review Meta's data practices in its own privacy policy, and you can control advertising cookies through our cookie banner.

8. Payments and Financial Information

Payments are processed securely through Stripe, an external payment provider. We do not have access to or store full bank or card details. Limited payment-related information such as payment confirmations, dates, and amounts may be retained for accounting and administrative purposes, in line with legal record-keeping requirements.

9. Administrative Systems and Automated Processing

Personal information is managed through secure administrative systems, which include TutorCruncher, GoHighLevel, Zapier, Google Workspace, and related tools. We retain overall control of personal data and distribute relevant information to tutors on a need-to-know basis.

We use automation within these systems to help run our business efficiently, for example tagging records, sending reminder and onboarding emails, and organising applicant and tutor information. This processing is automation-assisted: meaningful decisions about people (such as which tutor is matched to a student, or whether an applicant proceeds) are made by a person, not solely by automated means. We do not carry out solely automated decision-making that produces legal or similarly significant effects on you.

10. Online Tutoring and Communication

Tutoring services are delivered online using platforms such as Google Meet. Tutors may communicate with parents and students via dedicated channels, including WhatsApp groups created for tutoring purposes. All communication is conducted professionally and transparently, with parents or guardians aware of the tutor or tutors working with their child.

11. Third Parties and Data Sharing

We use trusted third-party providers to deliver our services, which currently include: Stripe (payments), TutorCruncher and GoHighLevel (administration and CRM), Zapier (automation between systems), Google (video sessions and email), Meta (advertising measurement), and WhatsApp (communication). These providers process data on our behalf or, in Meta's case, as a separate controller. This list may change as our tools evolve and is available on request.

We do not sell personal data. We may share information with authorities where required by law or to protect a child's vital interests.

12. Children's Data

Our services are centred on children and young people. We collect and process student data only as necessary to deliver tutoring, and always with the involvement of a parent or guardian, who enters into the agreement on the student's behalf. We take particular care with children's information and apply our Safeguarding & Child Protection Policy to its handling.

13. Data Storage and Security

Personal data is stored securely and accessed only by those involved in managing and delivering tutoring services. Appropriate technical and organisational measures are taken to protect data against unauthorised access, loss, or misuse. Sensitive identity documents (such as DBS and right-to-work evidence) are handled with additional care and minimised wherever possible.

14. Data Retention

Personal information is retained only for as long as necessary to provide tutoring services and to meet legal, accounting, or administrative requirements. Financial records are kept for the period required by tax law (currently six years). Tutor compliance records are kept for the duration of engagement and a reasonable period afterwards. Data is securely deleted when no longer required.

15. Your Rights

Under UK data protection law you have the right to:

  • request access to your personal data;

  • request correction of inaccurate data;

  • request deletion where appropriate;

  • object to or restrict certain processing;

  • withdraw consent where processing is based on consent;

  • request data portability where applicable.

To exercise any of these rights, contact us using the details in section 1. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk if you are unhappy with how we have handled your data.

16. Updates to This Policy

This Privacy Policy and Safeguarding Statement may be updated from time to time. The most recent version will always be available on request.

Safeguarding Statement

We are committed to safeguarding the welfare of children and young people. Tutoring is delivered online in a professional and structured manner, with parents or guardians informed of the tutor or tutors working with their child.

Tutors engaged to provide services are self-employed subcontractors. All tutors are required to confirm their right to work in the UK and to hold a Disclosure and Barring Service (DBS) check, basic or enhanced. Tutor vetting, DBS renewal, and safeguarding training are handled in line with our separate Safeguarding & Child Protection Policy, available on request.

Tutoring sessions are not recorded. While the online platforms used may have recording functionality, tutors are not instructed to record sessions.

Communication with students is conducted appropriately and transparently, including through dedicated messaging channels involving parents or guardians. Any safeguarding concerns are handled sensitively and in line with relevant guidance.

© 2026 Hannah's Tutoring. All rights reserved. Version 2.0