Privacy Policy

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HURST GREEN TUTORS

Last updated: March 2026

1. Who We Are

Hurst Green Tutors is operated by Thomas Vaughan, trading as Hurst Green Tutors, tgvaughan@outlook.com, ("we", "us", "the Platform").

We are the data controller for the personal data we collect through this Platform. This means we decide how and why your personal data is used.

You can contact us about data protection matters at: tgvaughan@outlook.com

2. What Data We Collect

We collect the following categories of personal data:

From clients (and parents/guardians booking on behalf of a minor):

Full name
Email address and telephone number
The name and age range of the pupil (where the pupil is not the person making the booking)
Subject(s) and academic level requiring tuition
Any relevant learning needs or additional information you choose to share
Payment records (transaction references via PayPal — we do not store card details)
Booking history and session notes

From tutors:

Full name, address, and contact details
Qualifications and subject expertise
DBS certificate reference number and Update Service status
Bank account details for payment
Session records and invoices

3. How We Collect Your Data

We collect personal data when you:

make a booking through our Acuity Scheduling system;
contact us by email or through our Wix website;
complete an application or onboarding form as a tutor; or
make a payment through PayPal.

4. Why We Use Your Data (Legal Bases)

We process your personal data on the following legal bases under UK GDPR:

Performance of a contract (Article 6(1)(b)) — to arrange and deliver tutoring sessions you have booked, process payments, and communicate with you about your bookings.

Legitimate interests (Article 6(1)(f)) — to maintain records of sessions delivered, handle complaints, and operate the Platform safely and effectively.

Legal obligation (Article 6(1)(c)) — to comply with safeguarding duties and applicable law.

Where we process data about children under 13 for any purpose beyond direct service delivery, we will seek parental or guardian consent.

5. Special Category Data

We may, in limited circumstances, process information about a pupil's learning needs or disabilities where you voluntarily share this with us to help us match you with an appropriate tutor. This is processed on the basis of your explicit consent (Article 9(2)(a) UK GDPR). You may withdraw this consent at any time without affecting the delivery of the core service.

We do not seek or store any other special category data (such as racial or ethnic origin, health data beyond learning needs, or criminal conviction data other than DBS certificate references held for tutors).

6. Third Parties We Share Data With

We share your personal data only where necessary:

Tutors — clients' names, contact details, and session information are shared with the assigned tutor to enable delivery of the session.
Acuity Scheduling (a Squarespace company) — our booking and calendar system. Data is processed in accordance with their privacy policy. Acuity is a US-based provider; transfers are covered by their Standard Contractual Clauses.
Wix.com Ltd — our website platform. Data submitted via our website contact forms is processed by Wix. Transfers outside the UK are covered by appropriate safeguards.
PayPal (Europe) S.a.r.l. — payment processing. PayPal processes payment data independently as a data controller under their own privacy policy. We receive only transaction references and amounts.
We do not sell, rent, or share your data with any third party for marketing or commercial purposes.

7. How Long We Keep Your Data

We retain personal data for the following periods:

Client booking and session records: 3 years from the date of the last session, to allow for any complaints or contractual disputes.
Financial and payment records: 6 years from the relevant tax year, as required by HMRC guidance.
Tutor records (including DBS references): for the duration of the engagement and 3 years thereafter.
Enquiries that did not result in a booking: deleted within 12 months.

After these periods, data is securely deleted or anonymised.

8. Data Security

We take reasonable technical and organisational measures to protect your personal data, including:

Use of reputable, security-accredited third-party platforms (Wix, Acuity, PayPal);
Password-protected access to our systems;
Limiting access to personal data to those who need it to deliver the service.

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and will inform affected individuals without undue delay.

9. Your Rights

Under UK GDPR, you have the following rights:

Right of access — to request a copy of the personal data we hold about you.
Right to rectification — to ask us to correct inaccurate or incomplete data.
Right to erasure — to ask us to delete your data, subject to our legal and contractual obligations.
Right to restriction — to ask us to restrict processing of your data in certain circumstances.
Right to data portability — to receive your data in a structured, machine-readable format.
Right to object — to object to processing based on legitimate interests.
Right to withdraw consent — where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, contact us at [Email Address]. We will respond within one calendar month. You will not be charged for making a request.

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

10. Children's Data

Where we process personal data about a child (under 18), we require the booking to be made by a parent or legal guardian who accepts these Terms on the child's behalf.

We take additional care with children's data and will never use it for any purpose beyond the direct delivery of tuition services and associated administration.

Parents and guardians may exercise the data rights listed above on behalf of their child by contacting us at [Email Address].

11. Cookies

Our website (hosted on Wix) uses cookies. A cookie is a small text file placed on your device. We use:

Essential cookies — necessary for the website and booking system to function.
Analytics cookies — to understand how visitors use our site (via Wix Analytics). These are only set with your consent.

You can manage your cookie preferences through the cookie consent banner on our website, or through your browser settings. Disabling non-essential cookies will not affect your ability to book sessions.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The current version will always be available on our website. We will notify registered clients of any material changes by email.

Hurst Green Tutors | tgvaughan@outlook.com | hurstgreentutors.com

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