Privacy Policy

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Last updated: 1st September 2025

Ibberson Tutoring Solutions Ltd (“we”, “us” or “our”) is committed to protecting the privacy and security of the personal information of our website visitors, parents and guardians, learners, tutors, prospective customers and other individuals who interact with our services.

This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, create an account, use our parent portal, book or receive tutoring services, contact us or otherwise interact with us.

We process personal information in accordance with applicable data protection law, including the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and other applicable privacy and electronic communications legislation.

This Privacy Policy should be read alongside any other privacy information we may provide at the point at which we collect your personal information.

The data controller responsible for your personal information is:

Ibberson Tutoring Solutions Ltd

Registered office: [Insert registered office address]

Company registration number: [Insert company registration number]

Email: [Insert privacy/contact email address]

For the purposes of applicable data protection legislation, Ibberson Tutoring Solutions Ltd is the data controller for the personal information we collect and process, unless we tell you otherwise.

If you have any questions about this Privacy Policy or how we use personal information, please contact us using the details above.

Depending on how you interact with us, we may collect and process the following categories of personal information.

This may include:

• full name;
• contact details, including email address, telephone number and postal address;
• account login and registration information;
• booking and appointment information;
• information about payments and transactions;
• records of communications with us;
• information about preferences and service requirements; and
• information provided when making enquiries, registering for services or using our parent portal.

Where necessary to provide tutoring services, we may collect information about learners, including:

• name;
• age or date of birth;
• year group or educational stage;
• school or educational setting, where relevant;
• subjects and areas of learning;
• information about academic needs, goals and progress;
• information provided by a parent or guardian about learning requirements; and
• records relating to tutoring sessions, feedback and progress.

In some circumstances, parents or guardians may provide information relating to a learner's additional educational needs, disabilities, health, medical requirements or other information that may constitute special category personal data under applicable data protection law.

We will only collect and process such information where it is necessary, relevant and lawful to do so. Where special category data is processed, we will ensure that an appropriate lawful basis and additional condition for processing are in place.

You should avoid providing us with information that is not necessary for the provision of our services.

When you visit our website, we may automatically collect certain technical information, such as:

• IP address;
• browser type and version;
• device type;
• operating system;
• time zone and general location information;
• information about how you use our website; and
• information collected through cookies and similar technologies.

The information collected will depend on the cookies and technologies used on our website. Further information is provided in our Cookie Policy.

We may collect personal information:

• directly from you when you contact us;
• when you create an account or register for our services;
• when you use our parent portal;
• when you book or manage tutoring sessions;
• when you complete a form on our website;
• when you contact us by email, telephone or other communication channels;
• when you make a payment or purchase a service;
• from a parent or guardian acting on behalf of a learner;
• from a learner where appropriate and lawful;
• from tutors or other individuals involved in the delivery of our services;
• from third-party service providers who help us deliver our services; and
• automatically when you use our website, subject to applicable cookie and privacy requirements.
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We may use personal information for the following purposes:

We may use personal information to:

• provide tutoring and educational services;
• create and manage customer and parent portal accounts;
• arrange and manage bookings;
• communicate with parents, guardians, learners and tutors;
• understand learning needs and objectives;
• monitor and support learner progress;
• provide feedback and educational information;
• manage cancellations, rescheduling and other administrative matters; and
• provide customer support.
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We may use personal information to:

• process payments and maintain financial records;
• maintain accurate business and customer records;
• respond to enquiries and requests;
• administer our website and online systems;
• improve our services and customer experience;
• manage complaints and disputes;
• maintain the security of our systems and services; and
• comply with legal, regulatory and insurance requirements.
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Where permitted by law, we may send information about our services, news, offers and relevant updates.

Where required, we will obtain consent before sending direct marketing communications. You can withdraw your consent or opt out of marketing communications at any time by contacting us or using the unsubscribe option included in the relevant communication.

You will continue to receive essential service-related communications where these are necessary to provide services to you or manage your account.

We will only process personal information where we have a lawful basis to do so.

Depending on the circumstances, our lawful bases may include:

We may process personal information where this is necessary to provide services that you have requested or to take steps at your request before entering into a contract.

For example, this may include processing information to:

• arrange tutoring services;
• manage bookings;
• administer accounts; and
• process payments.

We may process personal information where necessary to comply with a legal or regulatory obligation.

This may include obligations relating to:

• accounting and financial records;
• taxation;
• legal claims;
• fraud prevention; and
• other applicable legal requirements.

We may process personal information where this is necessary for our legitimate interests, provided that those interests are not overridden by your rights and interests.

Our legitimate interests may include:

• operating and managing our tutoring business;
• providing and improving our services;
• communicating with customers;
• managing our business records;
• maintaining website and information security;
• preventing fraud or misuse; and
• responding to enquiries and managing complaints.

Where we rely on legitimate interests, we consider the potential impact on individuals and ensure that our interests are balanced against their privacy rights.

In some circumstances, we may rely on your consent to process personal information.

Where we rely on consent, you may withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn.

As a tutoring provider, we may process personal information relating to children and young people.

Where appropriate, we generally communicate with and obtain information from a parent or legal guardian. We take particular care when processing children's personal information and only collect and use information that is relevant and necessary for the provision and administration of our services.

We do not knowingly collect more personal information from children than is necessary for the purposes for which it is being processed.

Parents and guardians should contact us if they have questions about the personal information we hold about a child in their care.

We may share personal information with trusted third parties where this is necessary, lawful and relevant to the purposes described in this Privacy Policy.

These may include:

• tutors and educators involved in delivering our services;
• website hosting and technology providers;
• parent portal and booking system providers;
• payment service providers;
• accounting and financial service providers;
• email and communication service providers;
• IT, security and technical support providers;
• professional advisers, such as accountants, insurers and legal advisers;
• government bodies, regulators or law enforcement agencies where legally required; and
• other third parties where necessary to protect our legal rights, safety or property.

Where third-party organisations process personal information on our behalf, we take reasonable steps to ensure that appropriate contractual and security arrangements are in place.

We do not sell personal information to third parties.

Some of our service providers may process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we will ensure that appropriate safeguards are in place in accordance with applicable data protection law.

These safeguards may include:

• a transfer to a country recognised as providing an adequate level of data protection;
• appropriate contractual safeguards; or
• another lawful transfer mechanism permitted by applicable data protection law.

You may contact us for further information about the safeguards applicable to international transfers of your personal information.

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, regulatory and reporting requirements.

The length of time we keep information will depend on factors such as:

• the nature of the information;
• the purpose for which it was collected;
• whether we have an ongoing relationship with you;
• legal or regulatory requirements; and
• whether the information may be required in connection with a legal claim or dispute.

When personal information is no longer required, we will securely delete it, anonymise it or otherwise dispose of it appropriately.

We maintain internal retention procedures to help ensure that personal information is not retained for longer than necessary.

We take reasonable and appropriate technical and organisational measures to protect personal information against:

• unauthorised access;
• accidental loss;
• misuse;
• alteration;
• disclosure; and
• destruction.

Access to personal information is limited to individuals and organisations that have a legitimate need to access it.

However, no method of transmitting information over the internet or storing information electronically can be guaranteed to be completely secure. While we take appropriate steps to protect personal information, we cannot guarantee the absolute security of information transmitted to or through our website.

Our website may use cookies and similar technologies.

Cookies may be used for purposes such as:

• enabling essential website functionality;
• maintaining security;
• remembering preferences;
• improving website performance;
• understanding how visitors use our website; and
• supporting analytics or other non-essential functions.

Where required by law, we will obtain consent before using non-essential cookies or similar technologies.

You can manage certain cookie preferences through your browser settings or any cookie management tools provided on our website.

Depending on the circumstances and applicable law, you may have the right to:

• request access to the personal information we hold about you;
• request correction of inaccurate or incomplete personal information;
• request the deletion of personal information in certain circumstances;
• request restriction of processing in certain circumstances;
• object to certain types of processing, including direct marketing;
• request the transfer of certain personal information to you or another organisation in a structured, commonly used and machine-readable format;
• withdraw consent where we rely on consent as our lawful basis; and
• object to certain automated decision-making or profiling where applicable.

These rights are not absolute and may be subject to legal conditions and exemptions.

If you wish to exercise any of your rights, please contact us using the contact details provided in this Privacy Policy.

We may need to request additional information to verify your identity before responding to a request.

We aim to respond to valid data protection requests without undue delay and within the time period required by applicable data protection law.

You have an absolute right to object to the processing of your personal information for direct marketing purposes.

You can opt out of marketing communications at any time by:

• clicking the unsubscribe link in a marketing email;
• contacting us directly; or
• using any preference management tools we provide.

Opting out of marketing will not affect essential communications relating to services you have requested or already booked.

Our website may contain links to third-party websites, services or platforms.

This Privacy Policy does not apply to third-party websites or services. We are not responsible for the privacy practices, content or security of third-party websites.

We encourage you to read the privacy policies of any third-party websites or services you visit.

We may update this Privacy Policy from time to time to reflect changes to:

• our services;
• the personal information we process;
• our use of technology;
• applicable legal or regulatory requirements; or
• our privacy practices.

The latest version will be published on our website, together with the date on which it was last updated.

We encourage you to review this Privacy Policy periodically.

If you have concerns about how we have collected or used your personal information, we encourage you to contact us first so that we can try to resolve your concerns.

You also have the right to complain to the UK's supervisory authority for data protection:

Information Commissioner's Office (ICO)

You can find information about how to contact the ICO and how to make a complaint through the ICO's official website.