Privacy Policy

TODO before go-live (VLE Tutors to confirm): set the Effective Date to the day the new website goes live. Check the new wording in section 2 (website enquiries, consultation bookings, WhatsApp), section 8 (two-year rule) and section 10 (named providers), especially that booking records are stored with Cloudflare.

Effective Date: 27th April 2025

Introduction
What Information We Collect
Special Category (SEN) Data
How We Use Your Information
Legal Basis for Processing
Cookies and Tracking Technologies
How We Store and Protect Your Data
Data Retention
Your Data Rights
Third Parties
Contact Us

1. Introduction

Who We Are: VLE Tutors Ltd (“we”, “our”, or “us”) is a UK-based tutoring company delivering online, small group, and one-to-one tuition for KS3, GCSE, and A-Level students. We also offer face-to-face tutoring upon parent request.

Website: https://vletutors.co.uk

We are committed to protecting your privacy in accordance with the UK GDPR and the Data Protection Act 2018.

2. What Information We Collect

We collect personal information when you:

Register or book a tutoring session
Contact us via the website, email, telephone or WhatsApp
Send an enquiry through our website enquiry form
Book a free consultation through our booking page (booking.vletutors.co.uk)
Subscribe to our newsletter
Use our learning portal

This may include:

Student and parent/guardian names
Contact information (email, phone number, address)
Academic details (year group, subjects, exam boards)
Payment information (processed securely via third parties)
Website usage data (cookies and analytics)

Why We May Collect Your Address: For face-to-face sessions, we may collect your home/session address to arrange safe delivery of services.

Website enquiries

When you send an enquiry through our website, we collect your name, email address, phone number (if you give it), your child’s first name, year group and subject, the type of tuition you are interested in, any notes you add, and a record of when you gave consent to be contacted. To prevent spam we also store a scrambled (hashed) version of your IP address, which cannot be turned back into the address itself, and use Cloudflare Turnstile to check that the form is being used by a person.

Consultation bookings

When you book a free consultation at booking.vletutors.co.uk, we collect the details you enter on the booking form and the time you choose. We use them to arrange and hold the consultation, to send you emails about your booking, and to send your child’s diagnostic test.

If you message us on WhatsApp, we receive your phone number, your WhatsApp profile name and the messages you send. We use a WhatsApp Business account on a company phone, and use these details only to reply to you about tutoring. WhatsApp is provided by Meta under its own terms and privacy policy.

3. Special Category (SEN) Data

We may collect and process information relating to a student's Special Educational Needs (SEN) or disabilities. This is classified as special category data under the UK GDPR.

We process SEN data only:

With explicit consent from the parent/guardian
To tailor educational support
To meet safeguarding and educational obligations

We apply additional protections to this data.

4. How We Use Your Information

We use your information to:

Deliver tutoring services
Manage bookings and communications
Monitor and improve services
Send session updates
Comply with legal obligations

We do not sell or rent personal information.

5. Legal Basis for Processing

We process personal data based on:

Contract: To provide services.
Legitimate Interest: For service improvements.
Consent: For optional communications (e.g., newsletters).
Legal Obligation: For safeguarding, tax, and compliance.

Special category (SEN) data is processed based on explicit consent.

6. Cookies and Tracking Technologies

Our website uses cookies to improve your experience. You can manage preferences via our Cookie Policy.

7. How We Store and Protect Your Data

Your information is stored securely on encrypted, password-protected systems. Special category data (SEN) is subject to additional security measures.

8. Data Retention

We retain data for up to six (6) years after the end of tutoring services unless deletion is requested earlier.

If you send an enquiry or book a consultation but do not go on to start tutoring with us, we delete your enquiry and booking details two (2) years after our last contact with you, unless you ask us to delete them sooner.

9. Your Data Rights

Under the UK GDPR, you have rights to:

Access your data
Correct inaccurate data
Request data deletion
Restrict or object to processing
Data portability (in certain cases)

To exercise your rights, email glenroy.francis@vletutors.co.uk.

10. Third Parties

We share necessary information only with trusted providers such as:

Payment processors
Online learning platforms
Website hosting and IT support providers
Cloudflare, which hosts our website and booking page, stores enquiry and booking records, and provides spam protection (Turnstile)
Resend, which sends our enquiry and booking emails
WhatsApp (Meta), if you choose to message us on WhatsApp

All third parties must maintain confidentiality.

11. Contact Us

If you have any questions regarding this Privacy Policy, please contact:

VLE Tutors Ltd
124 City Road, London, EC1V 2NX
Email: glenroy.francis@vletutors.co.uk
Phone: +44 7359 373239

Safeguarding: All tutors hold Enhanced DBS checks (registered with the DBS Update Service) and complete annual safeguarding training.

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