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Privacy Policy

Last updated: [07/12/25]

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This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our tutoring website. We are committed to complying with the UK General Data Protection Regulation (GDPR), the Data Protection Act 2018, and all other applicable UK privacy legislation.

By using our website or services, you agree to the practices described in this Privacy Policy.

Data Controller

We act as the Data Controller for the personal information collected through this website.
Contact details:

Information We Collect

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  • 2.1 Information You Provide to Us

  • Account registration information

  • Full name

  • Email address

  • Password

  • Phone number 

  • Address or location

  • Tutoring-related information

  • Subjects of interest

  • Learning goals

  • Booking details

  • Communication through message or chat features

  • Billing and payment information

  • Name on card

  • Billing address

  • Payment details (processed securely through a third-party payment provider; we do not store full card details)

  • 2.2 Information Collected Automatically

  • When you use our website, we may collect:

  • IP address

  • Browser type and version

  • Device information

  • Usage data (pages visited, time spent, clicks, etc.)

  • Cookies and similar tracking technologies

  • 2.3 Information Collected from Third Parties

  • We may receive information from:

  • Payment providers

  • Analytics platforms

  • Identity verification services (if applicable)

 

How We Collect Information

  • We collect information in the following ways:

  • When you register an account

  • When you book a tutoring session

  • When you fill out forms or submit support requests

  • When you interact with tutors through our platform

  • Through automated technologies such as cookies, logs, and analytics tools

  • When making payments through integrated payment processors

 

Legal Bases for Processing (GDPR Article 6)

  • We process your personal data under the following legal bases:

  • Contractual necessity: To provide tutoring services, manage bookings, and process payments

  • Consent: For marketing communications and certain cookie usage

  • Legitimate interests: Improving our platform, security monitoring, fraud prevention

  • Legal obligation: Record-keeping, tax requirements, and responding to legal requests

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  • Why We Collect Your Information

  • We collect and use your data to:

  • Provide and manage tutoring services

  • Create and maintain user accounts

  • Process payments

  • Facilitate communication between tutors and students

  • Personalise user experience

  • Improve and secure our website

  • Provide customer support

  • Send service updates, notifications, and—if you consent—marketing communications

  • Comply with legal obligations

How We Share Your Information

We do not sell your personal information.

We may share your data with the following categories of third parties:

6.1 Tutors

Basic information needed for session coordination (e.g., first name, subject needs, relevant notes).

6.2 Service Providers

Such as:

  • Payment processors

  • Analytics providers

  • Customer support services

  • Website hosting and IT providers

These providers only access your data when necessary and are bound by confidentiality and data-processing agreements.

6.3 Legal or Regulatory Authorities

We may share data when legally required, such as:

  • Preventing fraud

  • Complying with court orders

  • Responding to lawful government requests

6.4 Business Transfers

If we undergo a merger or acquisition, your data may be transferred as part of the transaction.

7. International Data Transfers

If your data is transferred outside the UK, we ensure appropriate safeguards such as:

  • UK adequacy regulations

  • Standard Contractual Clauses (SCCs)

  • Additional security measures

8. Data Retention

We retain personal data only as long as necessary for:

  • Providing services

  • Fulfilling legal, tax, and accounting obligations

  • Resolving disputes

Typical retention periods:

  • Account data: retained while your account is active

  • Payment records: up to 7 years (legal requirement)

  • Communications: typically 1–3 years

You may request deletion sooner unless we are legally required to retain certain data.

9. Cookies and Tracking Technologies

We use cookies for:

  • Essential website functionality

  • Analytics and performance

  • Personalisation

  • Advertising (with consent)

You can manage cookie preferences through your browser or our cookie banner.

10. Your Rights Under the GDPR

You have the following rights regarding your personal data:

  • Right to access – obtain a copy of your data

  • Right to rectification – correct inaccurate information

  • Right to erasure (“right to be forgotten”)

  • Right to restrict processing

  • Right to data portability

  • Right to object — especially to marketing

  • Right to withdraw consent at any time

  • Right not to be subject to automated decision-making, unless necessary for a contract

To exercise these rights, contact us at: [Insert contact email]

We will respond within 30 days as required by GDPR.

11. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

  • Encryption

  • Secure servers

  • Role-based access

  • Regular security audits

  • Strong authentication systems

No system is perfectly secure, but we are committed to maintaining a high standard of data protection.

12. Children’s and Minors’ Privacy

We are committed to protecting the privacy of minors.

  • We only collect data from children with parental or guardian consent, where legally required.

  • Tutors are prohibited from soliciting unnecessary personal information from minors.

  • We do not display minors’ personal data publicly.

  • Parents may request access to or deletion of their child’s data at any time.

If you believe a child has provided us data without consent, contact us immediately.

13. Links to External Sites

Our website may link to third-party websites. We are not responsible for their privacy practices and encourage you to review their policies.

14. Changes to This Privacy Policy

We may update this policy periodically. Any changes will be posted on this page with an updated “Last Updated” date. Significant changes will be communicated via email or website notice.

15. Contact Us

For any privacy-related questions or to exercise your rights, contact:

  • Email: [admin@thelearningloopproject]

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