Terms and Conditions and Privacy Policy

Version: 2026.3
Policy owner: Internal Compliance Team
Review frequency: Annually or following material legal/process changes

Authorised by Nathaniel McCullagh, Managing Director, June 2026.

1. Introduction

Simply Learning Tuition (SLT) is committed to protecting personal information and handling it fairly, lawfully and transparently. This privacy notice explains how we collect, use, share and protect personal data relating to clients, students, parents/carers, tutors, applicants, team members and website users.

2. Who we are

SLT is the data controller for personal data processed in connection with our tutoring, recruitment, safeguarding and administrative activities.

SLT is registered as a data controller and processor with the Information Commissioner’s Office (ICO) under the reference Z195128X (SLTA).

Contact: Internal Compliance Team
Email: ITC@simplylearningtuition.co.uk

Phone: +44 (0)20 7350 1981

3. Information we collect

We may collect:
• Contact details and account information
• Student and family information needed to provide tuition services
• Tutor professional information, qualifications, references and verification information
• Recruitment information including employment history and suitability information
• Identity, right-to-work and safeguarding verification information
• DBS-related information where legally permitted and required
• Payment and billing information
• Website usage and technical information

Because SLT provides education services, we may process information relating to children. We apply additional care when handling children’s information and only collect information necessary to provide services, safeguard students and meet legal obligations.

4. How we use personal data

We use personal data to:
• Provide and manage tutoring services
• Match students and tutors
• Manage accounts, billing and payments
• Communicate about services
• Recruit and assess tutors and staff
• Complete safeguarding and legal checks
• Improve our services through analysis and quality monitoring

5. Lawful bases for processing

We process personal data using the lawful basis most appropriate to the activity, including:

Contract / pre-contractual steps: managing tuition arrangements and recruitment applications.

Legal obligation: meeting legal requirements including safeguarding and employment obligations.

Legitimate interests: operating our tutoring service, maintaining records, improving services and protecting students, provided these interests do not override individual rights.

Consent: where we specifically request consent, such as certain marketing or optional uses of information.

6. Safeguarding and sensitive information

Due to the nature of our services, SLT may process safeguarding-related information and, where legally permitted, criminal offence information such as DBS-related information.

Access to safeguarding and criminal offence information is restricted through role-based permissions, confidentiality obligations, secure storage arrangements, access reviews and defined retention periods. Sensitive information is only accessible to authorised individuals who require it for safeguarding, recruitment, legal or regulatory purposes.

7. Sharing information

We only share information where necessary and appropriate. This may include:
• Tutors and clients to facilitate agreed tuition arrangements
• Schools, universities or educational organisations, where requested and authorised
• Service providers acting as processors
• Regulators, authorities or safeguarding bodies where required by law

We do not sell personal data.

8. Suppliers and processors

Where third-party providers process personal data on our behalf, SLT requires appropriate contractual protections, confidentiality obligations and security measures. We review suppliers according to the level of risk associated with the information processed. SLT also manages internal access to personal data through confidentiality obligations, access controls and role-based permissions.

9. International transfers

Where personal data is accessed or transferred outside the UK, SLT ensures appropriate safeguards are in place, including adequacy decisions or approved contractual safeguards where required. This includes access by authorised employees, contractors, service providers or systems located outside the UK.

10. Retention

We retain personal data only for as long as necessary for the purpose collected, legal obligations, safeguarding responsibilities and legitimate business needs. Different categories of information are retained for different periods depending on legal obligations, safeguarding requirements, contractual needs and legitimate business purposes. Retention periods are defined within SLT’s retention schedule.

11. Security

SLT applies appropriate technical and organisational measures including:
• Role-based access controls
• Password protection and authentication controls
• Secure storage systems
• Confidentiality obligations
• Access restriction to sensitive information
• Security monitoring and incident management procedures

12. Cookies and website analytics

We use website analytics and cookies to understand website usage and improve our services. Where required, non-essential cookies are used only with appropriate consent mechanisms.

13. Marketing

We may contact individuals about services where permitted by law. Marketing communications include appropriate opt-out options. We do not sell or share personal data for third-party marketing purposes.

14. Your rights

Individuals have rights including:
• Access to personal information
• Correction of inaccurate information
• Deletion where applicable
• Restriction of processing
• Objection to certain processing
• Data portability where applicable
• Rights relating to automated decision-making

15. Automated matching

SLT may use database tools to assist with tutor matching. These tools support human decision-making and do not make solely automated decisions producing legal or similarly significant effects.

16. Data breaches

SLT maintains procedures for identifying, managing and responding to personal data breaches. Where required, breaches will be reported to the Information Commissioner’s Office and affected individuals.

17. Complaints

If you believe SLT has handled your information incorrectly, please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO).

18. Review and updates

This privacy notice is reviewed regularly and updated when there are changes to our services, legal requirements or processing activities.