Privacy Policy

Introduction

This Privacy Policy explains how Scholars’ Harbour Tutoring Ltd (“we”, “us”, “our”) collects, uses, stores, and protects personal information provided by students, parents, and clients. We are committed to safeguarding your privacy and complying with the UK GDPR and Data Protection Act 2018.

By using our website or booking tutoring services, you agree to the practices described in this policy.

Information We Collect

We collect limited personal and sensitive information necessary to deliver tutoring services. This may include:

  • Student name

  • Parent/guardian name (if applicable)

  • Contact details (email, phone number)

  • Academic level, subjects, and learning needs

  • Any additional notes you choose to provide

This information is submitted voluntarily through our website’s online form.

How Information Is Collected

Information is collected through a form hosted on our Squarespace website. When you submit the form:

  • The information is transmitted securely through Squarespace’s systems

  • It is then sent to our business Gmail account via email

  • We store and process this information for administrative and tutoring purposes

How We Use Your Information

We use the information you provide to:

  • Arrange tutoring sessions

  • Match students with suitable tutors

  • Communicate about bookings, progress, and administration

  • Maintain accurate records for legal, tax, and operational purposes

We do not use your information for marketing unless you explicitly opt in.

Legal Basis for Processing

We process personal data under the following lawful bases:

  • Contractual necessity – to provide tutoring services you request

  • Legitimate interests – to operate and manage our business effectively

  • Consent – when you voluntarily submit information through our website

How We Share Information

We only share personal information when necessary to deliver tutoring services. This may include:

  • Tutors assigned to work with the student

  • Parents/guardians (for minors)

  • Administrative staff supporting service delivery

We do not sell, trade, or share your information with third parties for marketing or unrelated purposes.

Data Storage & Retention

Information received via email is stored securely within our Gmail account and internal records.

We retain personal information for no more than 7 years, in line with standard accounting and record‑keeping requirements. After this period, data is securely deleted or anonymised.

Data Security

We take reasonable steps to protect your information, including:

  • Secure website hosting via Squarespace

  • Encrypted email transmission through Gmail

  • Restricted access to client information

  • Password‑protected devices and accounts

However, no online system is completely risk‑free, and we cannot guarantee absolute security.

Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you

  • Request correction of inaccurate information

  • Request deletion of your data (unless required for legal reasons)

  • Withdraw consent at any time

  • Request restrictions on processing

To exercise these rights, contact us using the details below.

Third‑Party Services

Our website is hosted on Squarespace, which may collect technical data such as IP addresses or browser information. Their privacy practices are governed by their own privacy policy.

Email communication is handled through Gmail, a service provided by Google, which also has its own privacy and security policies.

Changes to This Policy

We may update this Privacy Policy from time to time. The most recent version will always be available on our website.

Contact Us

If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact:

Scholars’ Harbour Tutoring Ltd, tutoring@scholarsharbour.org, +44 (0) 7501 543 007