Privacy policy

Who we are

The Tutors Room is an online tutoring service registered in England and Wales, company number 16626065. We are the data controller for the personal information described here. Contact: info@thetutorsroom.com, +44 7453 791147.

What we collect

• When you ask for a free call: your name, email, mobile number, your child’s school year, exam board, what you want help with, when to call you, and anything you add in the message box.
• When you book lessons: the above plus your child’s first name, the weekly slot you chose, and your payment details. Card details go straight to Stripe; we never see or store the card number.
• During lessons: lesson notes, progress and attendance, so the tutor can plan and so you get a note after every lesson. Lessons are recorded so your child can watch them back; the recording shows your child and the tutor and is shared only with your family.
• When you use the site: device and usage data through cookies and similar tools (see “Cookies and advertising” below).

Children’s data

We collect a child’s first name, school year and learning needs from a parent or guardian, never from the child directly through the website. We use it only to teach and to keep you informed. A parent or guardian must be the one booking and paying.

What we use it for, and why we are allowed to

• To answer your enquiry and run the free call. Basis: taking steps at your request before a contract.
• To provide lessons, send the video link, send the note after each lesson, and take weekly payment. Basis: our contract with you.
• To tell you about our tutoring offers by email, phone, SMS or WhatsApp, for example exam-season lessons or a new slot opening up. Basis: your agreement when you send a form, and our legitimate interest in keeping in touch with families who have asked about us. Every message has a way to opt out, and you can also email info@thetutorsroom.com to stop at any time.
• To understand website visits, measure our adverts and show personalised tutoring adverts to previous visitors. Basis: your consent to optional analytics and advertising cookies. Declining does not affect your ability to enquire or book lessons.
• To keep records we are legally required to keep, such as invoices. Basis: legal obligation.

Who we share it with

We do not sell personal information. We use these providers to run the service, each under a contract that limits what they may do with your data:

• Stripe (payments and the weekly subscription).
• Google Firebase (secure storage of bookings, enquiries and accounts).
• Resend (sending our emails) and Hostinger (our mailbox).
• Google Analytics, Google Ads, Meta (Facebook and Instagram) and TikTok for analytics, advertising measurement and remarketing, only where you have accepted the relevant cookies. Google Analytics audiences are shared with our Google Ads account. We may send Meta and TikTok hashed versions of your contact details (such as your email and phone number) so they can match our ads to enquiries and bookings, without sending them in plain text. We do not send your child’s name, enquiry messages or lesson notes to Google Analytics or Google Ads.
• WhatsApp, if we message you there.

Some of these providers process data outside the UK, mainly in the United States. Where they do, transfers are covered by the UK’s international data transfer agreement or the UK extension to the EU–US Data Privacy Framework.

How long we keep it

• Free-call enquiries that do not lead to lessons: up to 24 months, so we can follow up and see what our advertising brought in.
• Lesson recordings: deleted when the booking ends, or sooner if you ask.
• Booking, lesson and payment records: 6 years after the last lesson, which is what HMRC requires for financial records.
• Marketing contact: until you opt out, after which we keep only enough to make sure we do not contact you again.

Cookies and advertising

Essential cookies keep booking and sign-in working and are always on. Google Analytics is also always on: it counts visits so we can understand how the website is used and improve it. We ask before using advertising cookies. With your consent, Google Ads, Meta and TikTok help us measure enquiries and bookings from adverts, and remarketing lets us show tutoring adverts to people who previously visited our website.

With your consent to advertising, we and these providers may use first-party cookies or identifiers from our website together with third-party advertising cookies or identifiers to measure adverts and build audiences. With the same consent, Google Signals associates website session data with information Google holds about signed-in users who have allowed ad personalisation. This supports cross-device measurement, remarketing, and aggregated demographics and interest reporting. Google does not give us a list identifying those Google account holders.

To decline advertising cookies, choose “Manage choices”, switch advertising off and save. No advertising tags run and no advertising events are sent from our server with that choice. To stop Google Analytics, use the Google Analytics opt-out browser add-on linked below, or block cookies in your browser. You can withdraw consent at any time using “Cookie settings” in the footer; you can also block or delete cookies in your browser. You can control Google’s personalised adverts in My Ad Centre, review or delete Google account activity in My Activity, or use the Google Analytics opt-out browser add-on. Booking and sign-in continue to work if you decline optional cookies.

Your rights

Under UK data protection law you can ask us to: show you the information we hold about you and your child; correct it; delete it; stop using it for marketing; restrict or object to other uses; or give it to you in a portable format. Email info@thetutorsroom.com and we will reply within one month. If you are unhappy with how we handle your data you can complain to the Information Commissioner’s Office at ico.org.uk.

Security

Data is encrypted in transit and at rest with our providers. Access to bookings and enquiries is limited to the people who run the service, and card payments are handled entirely by Stripe, a PCI DSS Level 1 provider.

Changes

If we change this policy in a way that matters, we will update the date at the top and, for anything significant, email families with an active booking.