Privacy Policy

1. Introduction

Welcome to TutorKamun ("we", "us", "our"). We are committed to protecting the personal data of everyone who uses our online tutoring platform, including students, parents, guardians, and tutors.

This Privacy Policy explains how we collect, use, store, and share your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please read this policy carefully. By using our platform, you confirm that you have read and understood how we handle your personal data.

2. Who We Are

TutorKamun is registered with the Information Commissioner's Office (ICO) under registration number [ICO Registration Number]. We act as the data controller for the personal data you provide to us.

If you have any questions about this policy or your data, please contact our Data Protection Officer (DPO) at: dpo@tutorkamun.com

3. What Personal Data We Collect

We may collect the following categories of personal data:

3.1 Students and Parents / Guardians

• Full name, date of birth, and age
• Contact details (email address, phone number, postal address)
• Account login credentials
• Educational information (year group, subjects, learning goals)
• Session records, progress notes, and tutor feedback
• Payment and billing information (processed securely via third-party providers)
• Communications with us or your tutor

3.2 Tutors

• Full name and contact details
• Date of birth and proof of identity
• Enhanced DBS (Disclosure and Barring Service) check records
• Qualifications, experience, and subject expertise
• Bank account details for payment purposes
• Session records, ratings, and reviews
• Communications with us or students/parents

3.3 All Users

• IP address and device information
• Browser type and operating system
• Pages visited, time spent on the platform, and clickstream data (via cookies)
• Account preferences and settings

4. How We Collect Your Data

We collect personal data in the following ways:

• Directly from you — when you register an account, book a session, complete a profile, or contact us
• From third parties — such as payment processors, DBS check providers, or identity verification services
• Automatically — through cookies and similar tracking technologies when you use our website or app (see Section 10 on Cookies)

5. Legal Bases for Processing

We process your personal data under one or more of the following lawful bases as set out in Article 6 of the UK GDPR:

Where we process special category data (such as health information or DBS records), we rely on the additional conditions set out in Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018.

6. Children's Privacy

We take the privacy of children very seriously. Our platform may be used by students under the age of 18, and in some cases under 13.

• For users under 13, we require a parent or guardian to create and manage the account and provide consent on the child's behalf.
• For users aged 13–17, we may collect personal data directly but will involve parents or guardians in certain circumstances (such as safeguarding concerns).
• We do not knowingly collect more data from children than is necessary for the provision of our services.
• Tutors are never permitted to contact students outside of our platform's monitored messaging system.

If you believe a child's data has been collected without appropriate consent, please contact us immediately at privacy@tutorkamun.com.

7. How We Use Your Data

We use your personal data to:

• Create and manage your account
• Match students with suitable tutors
• Schedule, deliver, and record tutoring sessions
• Process payments and issue invoices
• Conduct safeguarding and DBS verification checks
• Send booking confirmations, reminders, and session summaries
• Respond to your enquiries and provide customer support
• Investigate complaints or disputes
• Send marketing communications (where you have given consent)
• Analyse platform usage to improve our services
• Comply with our legal obligations

8. Sharing Your Personal Data

We do not sell your personal data. We may share your data with:

• Tutors and students/parents — limited profile and session information necessary to facilitate tutoring
• Payment processors — such as Stripe or PayPal, to handle transactions securely
• DBS checking services — to verify tutor backgrounds
• Identity verification providers — to authenticate tutor credentials
• IT and hosting providers — who support our platform infrastructure
• Analytics providers — such as Google Analytics (anonymised where possible)
• Legal and regulatory authorities — where required by law, court order, or to protect the safety of individuals (including safeguarding referrals to relevant authorities)
• Professional advisers — such as solicitors and accountants, under strict confidentiality obligations

All third-party processors are bound by data processing agreements and are required to handle your data in compliance with UK GDPR.

9. International Data Transfers

We store and process data primarily within the UK and European Economic Area (EEA). Where data is transferred outside the UK, we ensure appropriate safeguards are in place, such as:

• UK adequacy regulations
• Standard Contractual Clauses (SCCs) approved by the ICO
• Binding Corporate Rules (where applicable)

You may request details of the safeguards we use for international transfers by contacting us.

10. Cookies

We use cookies and similar technologies to improve your experience on our platform. These include:

• Essential cookies — necessary for the platform to function (no consent required)
• Analytics cookies — to understand how users interact with our platform
• Preference cookies — to remember your settings and choices
• Marketing cookies — to deliver relevant advertising (only with your consent)

You can manage your cookie preferences at any time via our Cookie Settings panel. Please note that disabling certain cookies may affect platform functionality.

For full details, please see our separate Cookie Policy.

11. Data Retention

We retain your personal data only for as long as necessary for the purposes it was collected, or as required by law.

When data is no longer required, it is securely deleted or anonymised.

12. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to request correction of inaccurate or incomplete data
• Right to erasure — to request deletion of your data in certain circumstances ("right to be forgotten")
• Right to restrict processing — to ask us to pause processing of your data in certain circumstances
• Right to data portability — to receive your data in a structured, machine-readable format
• Right to object — to object to processing based on legitimate interests or for direct marketing
• Rights related to automated decision-making — to not be subject to decisions made solely by automated means that significantly affect you
• Right to withdraw consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at privacy@tutorkamun.com. We will respond within one calendar month. We may need to verify your identity before processing your request.

13. Safeguarding

The safety and wellbeing of children and young people is our highest priority. We are required by law to share information with statutory authorities (such as social services or the police) where we have a safeguarding concern, regardless of any confidentiality obligations.

Our platform is monitored to ensure appropriate conduct between tutors and students. All tutors undergo an Enhanced DBS check before being permitted to tutor on our platform.

If you have a safeguarding concern, please contact us immediately at safeguarding@tutorkamun.com.

14. Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures, including:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure password hashing
• Role-based access controls
• Regular security audits and vulnerability assessments
• Staff training on data protection and security

In the event of a personal data breach that is likely to affect your rights and freedoms, we will notify you and the ICO as required by UK GDPR.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes, we will notify you by email or via a prominent notice on our platform.

We encourage you to review this policy periodically. The "Last updated" date at the top of this page indicates when it was most recently revised.

16. How to Complain

If you are unhappy with how we have handled your personal data, please contact us in the first instance at privacy@tutorkamun.com and we will do our best to resolve your concern.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):