Aquinas Tuition | Privacy Policy

Privacy Notice

This Privacy Notice (“Privacy Notice”) sets out how Aquinas Tuition Limited (“we,” or “us”) collect, use, share, store, transfer, protect, and remove your personal information. We respect your right to data privacy and maintain a strict policy of client and tutor confidentiality. We are committed to protecting and safeguarding your personal information. As part of this commitment, this Privacy Notice aligns with the Data Protection Act 2018, the General Data Protection Regulation (“GDPR”), and other applicable data privacy laws (collectively, “Data Protection Laws”). This Privacy Notice relates to all personal information you provide to Aquinas Tuition Limited and all personal information that Aquinas Tuition Limited processes. If you have any questions about this Privacy Notice, you can contact us at: info@aquinastuition.co.uk

This Privacy Notice will help you understand the following:

How we collect and use your personal information
How we disclose your personal information
How we protect your personal information
How we use Cookies
Your rights in relation to your personal information
Third Party Sites
How we process the personal information of minors
Changes to this Privacy Notice
How you can contact us

Please read this Privacy Notice carefully and ensure you understand it before using our Website and services.

1. How we collect and use your personal information

“Personal information” refers to any information that is recorded, electronically or otherwise, that can be used alone or in combination with other information to identify a natural person or reflect the activity of a natural person.

In line with applicable Data Protection Laws, we only collect and use personal information where we have a valid reason to do so, including but not limited to where you have provided your consent, where it is necessary to fulfil our contractual obligations to you, or where we are required to comply with our legal obligations.

We collect the following personal information from you for the following purposes:

Registration and Student Details (for Clients)
This includes your name, email address, address, telephone number, your child’s name, your child’s school year, and your child’s educational background.
We collect this information to maintain records within our systems and to contact you. We may also share this information with tutors you choose to engage in order to facilitate tutoring sessions.
Payment Details (for Clients)
As part of the lesson booking process, you will be required to enter your credit card or debit card details into our scheduling system.
To ensure these details are securely held, we work with industry-leading payment providers such as Stripe and PayPal.
Details (for Tutors)
This includes your name, telephone number, email address, relevant teaching or tutoring experience (subjects taught, experience, biography, teaching approach, testimonials), qualification checks, identity and right-to-work checks (e.g. passport), photograph, and Disclosure and Barring Service (DBS) or other criminal record information.
We collect this information to facilitate our operations and match tutors with suitable students. We may also store your bank details to make payments for work completed through Aquinas Tuition Limited.
Usage Data
We may collect data about your use of the Website, including geographical location, browser type and version, operating system, referral source, length of visit, page views, navigation paths, and usage patterns.
This data is collected via Google Analytics, is aggregated and anonymised, and does not identify individuals. It is used solely to improve our website and services.

2. How we disclose your personal information

We will not disclose your personal information to any company, organization, or individual without your explicit consent, except as described below or where required by law.

If you register as a Client

We share the broad requirements of your tutoring assignment anonymously with our tutor pool.
If a tutor applies, we may send you a link to their tutor profile.
If you proceed with a tutor, we will share your Registration and Student Details so the tutor can prepare and arrange lessons.
We share payment details only with trusted payment providers such as Stripe or PayPal.
Other than as outlined in this Privacy Notice, your information remains confidential within our company unless disclosure is required by law.

If you register as a Tutor

The details you provide form the basis of your tutor profile.
Your profile will only be published on our website with your written consent and will display your first name only.
Your profile may appear in search engine results even without written consent. If you wish to remove it, please email info@aquinastuition.co.uk.
We may share your profile and contact details with prospective clients for jobs you apply for or express interest in.
Other than as outlined above, your information remains confidential unless disclosure is required by law.

Third-party service providers

We use third-party services such as online whiteboard tools, Google Meet, and Google Classroom to deliver our services.

3. How we protect your personal information

We will take appropriate administrative, physical, and technical measures to safeguard your personal information from unauthorised access, collection, use, public disclosure, copying, modification, disposal or similar risks, and the loss of any storage medium or device on which personal information is stored. Your personal information will only be kept for a commercially reasonable period of time for the purposes stated above, and/or for as long as we have your permission to keep it. In addition, we limit access to your personal information to those of staff and tutors who have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.

You should be aware, however, that no method of transmission over the Internet or method of electronic storage is completely secure. While security cannot be guaranteed, we strive to protect the security of your personal information,

In the event your personal information is subject to any unauthorised disclosure or access or any data breach incidents (“Data Breach Incident”), we will, in a timely manner and in accordance with laws and regulations, inform you of the basic conditions and possible impacts of the Data Breach Incident, response measures that are already taken or to be taken by us, suggestions for you regarding self-prevention and risk mitigation, our recommended remedial measures for you, and other relevant information. We will inform you of such information by email or telephone. Where it is difficult or not practical for us to notify each data subject individually, we will properly and effectively issue a public notice. We will also report the handling of such Data Breach Incident to the relevant authorities in accordance with regulatory requirements.

4. How we use cookies

A cookie is a piece of information that web servers send to your browser file when you access a website, then when you come back to a website again, that website will detect whether you have cookies on your browser file. We occasionally issue session cookies when strictly necessary for the operation of the website (e.g., logging into our member account area). These cookies do not hold any personal information.

We use cookies to identify which pages on our website are being used. This helps us analyse data about web page traffic and improve our website to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better service by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies upon each visit to our Website. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

You can find out more about what cookies are, how to control them and delete them here. Further information on Google Analytics and Privacy can be found here.

5. Your rights in relation to your personal information

At any point while we are in possession of or processing your personal information, you, as the data subject, have the following rights:

Right of access – You have the right to request a copy of the personal information that we hold about you.
Right of rectification – You have a right to correct personal information that we hold about you that is inaccurate or incomplete.
Right to request deletion – You have the right to request for your personal information to be deleted in the following circumstances:
- If the purpose for such processing has already been achieved, is no longer achievable, or if the personal information is no longer necessary for such purpose.
- If you no longer use our products or services or if we no longer provide you with our products or services.
- If we collected and used your personal information without your consent, or if you choose to withdraw your consent.
- If our processing of your personal information violates any laws or regulations or breaches our agreement with you.
- Any other circumstances prescribed by applicable laws.
Right to object – You have the right to object to certain types of processing such as direct marketing.
Right to data portability – You have the right to move, copy or transfer your personal information for your own purposes across different services (e.g., from us to a different service provider).
Right to change the scope of consent or withdraw consent – You have the right to change the scope of your consent or withdraw your consent at any time.

Please contact info@aquinastuition.co.uk if you would like to exercise any of these rights. For security, you may be required to submit written requests or prove your identity by other means. We may ask you to verify your identity before handling your request.

We will generally reply to you within thirty (30) days upon verification of your identity and will inform you if we require additional time to process your request.

Please note that we will reject your request under the following circumstances:

If we are required by laws or regulations;
If we are required to safeguard national security;
If we are required to safeguard public security, public health or major public interests;
If we are required as a result of criminal investigations, prosecutions, trials and enforcement of court decisions, etc.;
Where you are abusing your rights;
In order to safeguard the life, property, and other important legal rights and interests of you or other individuals;
Where doing so will cause serious harm to your legitimate rights and interests, or those of other individuals or organizations; or
If we are required to safeguard trade secrets.

6. Third-party sites

The Website may from time to time, contain links to other websites, such as our affiliates, advertisers, or other third parties. Certain functions and features on our website (such as the payment function) and services may be provided by third parties (such as payment service providers). When you access or use such third-party services, or when you click on the link to third-party websites, your personal information may be collected directly by such third-party service providers.

As these third-party websites and third-party services are not owned or operated by us, we do not assume any responsibility or liability for such third-party service providers, or the collection of your personal information by such third-party service providers. Your access to such third-party websites and third-party services, and provision of personal information to these third-party service providers are entirely at your own risk. Please check the privacy policies that apply to such third-party websites and third-party services carefully before you provide any personal information to such third-party service providers.

By accessing or using third-party websites and/or third-party services, or providing your personal information to third-party service providers, you acknowledge and agree that:

You have read and understood such third-party service providers’ privacy policies, and consent to the collection, use, disclosure and/or processing of your personal information by such third-party service providers pursuant to their privacy policies;
We do not control such third-party service providers, and the manner in which and purposes for which your personal information may be collected, used, disclosed and/or processed is determined solely by such third-party service providers as data controllers (as defined under applicable data protection laws); and to the maximum extent permissible by law, we shall not be liable for any liabilities, losses or damages that may be incurred by you as a result of your use of any third-party websites and/or third-party services, or the collection, use, disclosure and/or processing of your personal information by any third-party service providers.

7. How we process the personal information of minors

A child is any person below the age of 18 or as prescribed under the applicable laws.

We will only collect the personal information of children with their parents’ / guardians’ consent. If you are the parent / guardian of a child, by providing the personal information of such child to us, you hereby consent to our processing of such personal information.

If we discover a child’s personal information has been collected without his/her parents’ / guardian’s consent, we will delete the relevant personal information as soon as possible.

8. Changes to this Privacy Notice

The terms of this Privacy Notice may be revised from time to time and we will use commercially reasonable methods to notify you of such revisions, such as by posting a revised version of this Privacy Notice on our Website or by notifying you of the revision via email if you have provided your email address to us. This Privacy Notice was last updated on the date set out above.

9. Contact

If you have any questions in relation to our use of your personal information or this Privacy Notice, please contact us at: info@aquinastuition.co.uk

In order to verify your identity, we may require you to provide proof of your identity, as well as your contact details. We will generally reply to you within thirty (30) days upon verification of your identity, and will inform you if we require additional time to process your request.