Privacy Notice for Tutors
This Privacy Notice has been written to inform prospective, current, and former tutors about how and why Tutorfox collects and processes your personal data in relation to administering your Tutorfox account, including your use of this website.
Who are we?
Tutorfox is a Data Controller as defined by the UK GDPR. This means that we determine the purposes for which your personal data is processed and the manner of processing it. We will only collect and use your personal data in ways compliant with data protection legislation.
Tutorfox has appointed Veritau Ltd. as its Data Protection Officer (DPO). The DPO's role is to monitor our compliance with the UK GDPR and the Data Protection Act 2018 and advise on data protection issues. If you would like to discuss this Privacy Notice or our use of your data, please get in touch with our DPO using the contact details below.
Veritau Ltd.
West Offices
Station Rise
York
North Yorkshire
YO1 6GA
schoolsDPO@veritau.co.uk // 01904 554025
What personal information do we collect?
Our website does not directly collect or store personal data. Any personal information you provide is collected via our trusted third-party platforms, such as MailerLite (for marketing communications) and TutorCruncher (for tutor management and administration).
The personal data we collect about you includes:
Contact data includes your name, email address, and telephone number.
Background data includes your date of birth, ID numbers, photo ID, address ID, DBS documentation, information about your right to work in the UK, Qualified Teacher Status etc.
Tutor profile data includes the subjects & level you may tutor, your prices, any previous tutoring or experience you may have, qualifications, location of services, details regarding your education and employment, calendar availability, and information you provide in your biography.
Assessment/interview data includes information received from references and notes taken during the assessment or interview process.
Payment data includes your payment and credit card or other bank details. All payment data is processed by Stripe. You can find its privacy notice here.
Marketing and communications data includes records of any communications and interactions we have with you during your involvement with Tutorfox, and your marketing and communication preferences.
Technical data includes limited website usage data collected automatically by Squarespace and Google Analytics (such as browser type, IP address, operating system, and pages visited) to ensure the website functions properly and to improve performance.
Data provided via MailerLite and TutorCruncher includes any information you submit when subscribing to our mailing list or creating and managing your Tutorfox account through TutorCruncher.
Why do we collect your personal information?
We process your information for the purposes outlined below:
To create and administer tutor accounts, including internal record-keeping.
To promote tutoring services and connect you with potential students.
To ensure your right to work and suitability as a tutor with Tutorfox, including verifying your identity and carrying out security checks.
To process payments for tutoring services.
To improve our product and services.
To promote our services, where you have opted to receive such communications.
To manage mailing list subscriptions and communications through MailerLite.
To improve our website and ensure it operates securely through Squarespace’s hosting and analytics tools.
What is our lawful basis for processing your information?
Under the UK GDPR, it is essential to have a lawful basis when processing personal information. For tutor data processing, we normally rely on the following lawful bases:
Article 6(1)(b) - contractual obligation
Article 6(1)(f) – legitimate interests
For the processing of personal data relating to criminal convictions and offences, processing meets Schedule 1, Part 2 of the Data Protection Act 2018 as below:
Condition 10 - preventing or detecting unlawful acts
Condition 18 – safeguarding of children and individuals at risk
Social media and marketing
We rely on your consent to use social media or send marketing communications to promote our services. You can withdraw your consent at any time by contacting us directly. We will never sell your data to third parties for marketing purposes, and we ensure that all communications comply with the Privacy and Electronic Communications Regulations (PECR) and relevant data protection laws. If you opt-out, you may still receive essential service-related communications from us.
If you engage with our social media pages by commenting, liking, or sharing content, please be aware that your interactions may be publicly visible. Whilst we do not actively collect personal data from social media beyond what is necessary for engagement and marketing, these platforms are third-party services with their own privacy policies and data processing practices. We encourage you to review the privacy policies of any social media platforms you use to understand how your data is handled.
Who do we obtain your information from?
We normally receive your data directly from you, for example, via forms or information you provide through our third-party platforms such as TutorCruncher (for tutor management) or MailerLite (for mailing list signups and communications), or during the course of your involvement with us.
However, we may also receive some information from the following third parties:
Your nominated referees
Feedback from learners and parents or guardians
Please note that TutorCruncher and MailerLite collect data on our behalf in accordance with our instructions and their own privacy policies.
Who do we share your personal data with?
We may share your data with trusted third-party data processors who assist us in providing our services, such as IT support, payment processing, and marketing assistance. These processors act on our behalf and are contractually obligated to protect your data, use it only for specified purposes, and comply with applicable data protection laws. We have appropriate data processing agreements to ensure your information is handled securely and in line with legal requirements.
Our current third-party processors include MailerLite (for email marketing), TutorCruncher (for tutor and student management), Stripe (for payment processing), and Squarespace (for website hosting and analytics).
You can find their privacy policies here:
MailerLite: https://www.mailerlite.com/legal/privacy-policy
TutorCruncher: https://tutorcruncher.com/privacy
Stripe: https://stripe.com/privacy
Squarespace: https://www.squarespace.com/privacy
Some information, including references, may be shared with learners upon request to determine suitability.
We may also share information with other third parties where there is a lawful basis for doing so. For example, we may share information with relevant authorities for safeguarding purposes, such as the police, to prevent and detect crime.
How long do we keep your personal data for?
Statutory obligations determine the retention period for most of the information we process about you. Any personal information that we are not required by law to retain will only be kept for as long as is necessary to fulfil its purpose, including to satisfy any legal, regulatory, tax, accounting or reporting requirements.
How do we keep your information secure?
Tutorfox does not directly host or store personal data within its own platform. All data processing takes place through secure third-party providers (MailerLite, TutorCruncher, and Stripe), each of which implements appropriate technical and organisational measures to protect your data.
Our website is hosted on Squarespace, which provides a secure hosting environment and uses industry-standard security protocols to protect visitor data.
International transfers of data
Information handled by our third-party processors (MailerLite, TutorCruncher, Stripe, and Squarespace) may be stored outside the UK or European Economic Area. Where this occurs, appropriate safeguards, such as Standard Contractual Clauses (SCCs) or participation in the UK–US Data Privacy Framework, are in place to ensure your data remains protected in accordance with the UK GDPR.
What rights do you have over your data?
Under the UK GDPR, individuals have the following rights concerning the processing of their personal data:
to be informed about how we process your personal data. This notice fulfils this obligation.
to request a copy of the personal data we hold about you.
to request that your personal data be amended if inaccurate or incomplete.
to request that your personal data be erased where there is no compelling reason for its continued processing.
to request that the processing of your personal data be restricted.
to object to your personal data being processed.
If you have any concerns about how we have handled your personal data or would like any further information, please get in touch with our DPO using the details provided above.
If we cannot resolve your concerns, then you may also complain to the Information Commissioner’s Office, which is the UK’s data protection regulator. Its contact details are below:
Phone: 0303 123 1113 or via their live chat. Opening hours are Monday to Friday between 9am and 5pm (excluding bank holidays). You can also report, enquire, register and raise complaints with the ICO using their web form on Make a Complaint | ICO.
Changes to this notice
We reserve the right to change this Privacy Notice at any time. We will generally notify you of changes that affect you. However, please check regularly to ensure you have the latest version.
This Privacy Notice was last reviewed November 2025.
Privacy Notice for Learners
This Privacy Notice has been written to inform learners, parents and guardians about how and why Tutorfox collects and processes your personal data in relation to administering your Tutorfox account, including your use of this website.
This platform is not intended for use by learners under 18 years of age. Tutorfox accounts will only be created for learners over 18 or for parents or guardians on behalf of a learner.
Who are we?
Tutorfox is a Data Controller as defined by the UK GDPR. This means that we determine the purposes for which your personal data is processed and the manner of processing it. We will only collect and use your personal data in ways compliant with data protection legislation.
Tutorfox has appointed Veritau Ltd. as its Data Protection Officer (DPO). The DPO's role is to monitor our compliance with the UK GDPR and the Data Protection Act 2018 and advise on data protection issues. If you would like to discuss this Privacy Notice or our use of your data, please get in touch with our DPO using the contact details below.
Veritau Ltd.
West Offices
Station Rise
York
North Yorkshire
YO1 6GA
schoolsDPO@veritau.co.uk // 01904 554025
What personal information do we collect?
Our website does not directly collect or store personal data. Any personal information you provide is collected via our trusted third-party platforms, such as MailerLite (for marketing communications) and TutorCruncher (for tutor management and administration).
The personal data we collect about you includes:
Contact data includes your name, email address, and telephone number.
Location data includes the geographical area where you would require tutoring to be provided.
Learner profile data includes the subjects & level of tutoring support required and information you provide in your tutoring request, including SEN details.
Payment data includes your payment details and credit card or other bank details. All payment data is stored by Stripe. You can find its privacy notice here.
Marketing and communications data includes records of any communications and interactions we have with you during your involvement with Tutorfox, and your marketing and communication preferences.
Technical data includes limited website usage data collected automatically by Squarespace and Google Analytics (such as browser type, IP address, operating system, and pages visited) to ensure the website functions properly and to improve performance.
Data provided via MailerLite and TutorCruncher includes any information you submit when subscribing to our mailing list or creating and managing your Tutorfox account through TutorCruncher.
Why do we collect your personal information?
We process your information for the purposes outlined below:
To create and administer learner accounts, including internal record-keeping.
To source and connect you with potential tutors.
To process payments for tutoring services.
To improve our product and services.
To promote our services, where you have opted to receive such communications.
To manage mailing list subscriptions and communications through MailerLite.
To improve our website and ensure it operates securely through Squarespace’s hosting and analytics tools.
What is our lawful basis for processing your information?
Under the UK GDPR, it is essential to have a lawful basis when processing personal information. For learner data processing, we normally rely on the following lawful bases:
Article 6(1)(b) - contractual obligation
Article 6(1)(f) – legitimate interests
There may be occasions where we collect information about you classed as special category data under the UK GDPR. For example, if you provide SEN details or health/medical information supporting your tutoring request.
In these instances, the additional conditions that allow for processing this data are:
Article 9(2)(g) - reasons of substantial public interest
The applicable substantial public interest conditions in Schedule 1 of the Data Protection Act 2018 are:
Condition 8 – equality of opportunity or treatment
Social media and marketing
We rely on your consent to use social media or send marketing communications to promote our services. You can withdraw your consent at any time by contacting us directly. We will never sell your data to third parties for marketing purposes, and we ensure that all communications comply with the Privacy and Electronic Communications Regulations (PECR) and relevant data protection laws. If you opt-out, you may still receive essential service-related communications from us.
If you engage with our social media pages by commenting, liking, or sharing content, please be aware that your interactions may be publicly visible. Whilst we do not actively collect personal data from social media beyond what is necessary for engagement and marketing, these platforms are third-party services with their own privacy policies and data processing practices. We encourage you to review the privacy policies of any social media platforms you use to understand how your data is handled.
Who do we obtain your information from?
We normally receive your data directly from you, for example, via forms or information you provide through our third-party platforms such as TutorCruncher (for learner account management and lesson administration) or MailerLite (for mailing list signups and communications), or during the course of your involvement with us.
However, we may also receive some information from the following third parties:
Your tutor(s), who may provide feedback about lessons or progress
Please note that TutorCruncher and MailerLite collect data on our behalf in accordance with our instructions and their own privacy policies. They do not share your data independently of our relationship with them.
Who do we share your personal data with?
We may share your data with trusted third-party data processors who assist us in providing our services, such as IT support, payment processing, and marketing assistance. These processors act on our behalf and are contractually obligated to protect your data, use it only for specified purposes, and comply with applicable data protection laws. We have appropriate data processing agreements to ensure your information is handled securely and in line with legal requirements.
Our current third-party processors include MailerLite (for email marketing), TutorCruncher (for tutor and student management), Stripe (for payment processing), and Squarespace (for website hosting and analytics).
You can find their privacy policies here:
MailerLite: https://www.mailerlite.com/legal/privacy-policy
TutorCruncher: https://tutorcruncher.com/privacy
Stripe: https://stripe.com/privacy
Squarespace: https://www.squarespace.com/privacy
We may also share information with other third parties where there is a lawful basis for doing so. For example, we may share information with relevant authorities for safeguarding purposes, such as the police, to prevent and detect crime.
How long do we keep your personal data for?
Statutory obligations determine the retention period for most of the information we process about you. Any personal information that we are not required by law to retain will only be kept for as long as is necessary to fulfil its purpose, including to satisfy any legal, regulatory, tax, accounting or reporting requirements.
How do we keep your information secure?
Tutorfox does not directly host or store personal data within its own platform. All data processing takes place through secure third-party providers (MailerLite, TutorCruncher, and Stripe), each of which implements appropriate technical and organisational measures to protect your data.
Our website is hosted on Squarespace, which provides a secure hosting environment and uses industry-standard security protocols to protect visitor data.
International transfers of data
Information handled by our third-party processors (MailerLite, TutorCruncher, Stripe, and Squarespace) may be stored outside the UK or European Economic Area. Where this occurs, appropriate safeguards, such as Standard Contractual Clauses (SCCs) or participation in the UK–US Data Privacy Framework, are in place to ensure your data remains protected in accordance with the UK GDPR.
What rights do you have over your data?
Under the UK GDPR, individuals have the following rights concerning the processing of their personal data:
to be informed about how we process your personal data. This notice fulfils this obligation.
to request a copy of the personal data we hold about you.
to request that your personal data be amended if inaccurate or incomplete.
to request that your personal data be erased where there is no compelling reason for its continued processing.
to request that the processing of your personal data be restricted.
to object to your personal data being processed.
If you have any concerns about how we have handled your personal data or would like any further information, please get in touch with our DPO using the details provided above.
If we cannot resolve your concerns, then you may also complain to the Information Commissioner’s Office, which is the UK’s data protection regulator. Its contact details are below:
Phone: 0303 123 1113 or via their live chat. Opening hours are Monday to Friday between 9am and 5pm (excluding bank holidays). You can also report, enquire, register and raise complaints with the ICO using their web form on Contact us | ICO.
Changes to this notice
We reserve the right to change this Privacy Notice at any time. We will generally notify you of changes that affect you. However, please check regularly to ensure you have the latest version.
This Privacy Notice was last reviewed November 2025.