Privacy notice

Information we collect

When you enquire or use our tutoring service, we may collect:

• a parent or carer’s name, email address and other contact details;
• the student’s study level, subject, learning goals and other information you choose to provide;
• information needed to match a student with a tutor and arrange lessons;
• lesson administration, attendance, billing and referral records; and
• technical information needed to operate and protect the website, such as basic server and security logs.

Please do not include medical information or other sensitive details in the website enquiry form. If such information is genuinely needed to support a student, contact us first so we can agree an appropriate way to handle it.

How we use information

We use personal information to:

• reply to enquiries and recommend a suitable tutor;
• arrange, administer and support tutoring lessons;
• communicate with parents, carers, students and tutors;
• manage payments, records and the referral programme;
• handle questions, complaints and safeguarding concerns; and
• protect the website and prevent misuse.

We do not sell personal information or use enquiry details for unrelated advertising.

Our reasons for using information

Our lawful basis depends on why we use the information:

• Enquiries and tutor matching: taking steps at your request before entering a contract.
• Arranging lessons, communicating about the service, billing and providing tutoring: performing our contract with you.
• Tax, accounting and other records required by law: complying with our legal obligations.
• Operating the referral programme and preventing misuse: our legitimate interests in promoting and protecting the service, balanced against the rights of those involved.
• Website security, service administration and handling ordinary complaints: our legitimate interests in operating a reliable and secure tutoring service.
• Responding to a safeguarding concern: our legal obligations, our legitimate interests in protecting students and others, or protection of someone’s vital interests where the circumstances require it.

If we rely on consent for a separate use, we will ask for it clearly and you may withdraw it at any time.

Children’s information

Our service supports children, but enquiries and bookings should be made or supervised by a parent or carer. We aim to collect only the information needed to match and support the student. Parents and carers should avoid sharing unnecessary personal or sensitive information about a child.

Who we share information with

We share information only where needed to provide or administer the service. This may include:

• the tutor selected for the student, who receives only the information reasonably needed for the lesson;
• Netlify, which hosts the website and receives enquiry-form submissions;
• Google Workspace, which provides Aptum’s business email and administrative tools;
• payment, accounting or professional service providers where applicable; and
• public authorities or safeguarding professionals where disclosure is required by law or necessary to protect someone.

International transfers

Netlify and Google may process information in the United States or other countries outside the UK. Netlify states that transfers from the UK to the United States may rely on the UK Extension to the EU-US Data Privacy Framework and that contractual safeguards are included in its data-processing arrangements where required. Google’s Workspace data-processing terms provide for transfers to adequate countries and UK standard contractual clauses or another lawful transfer solution for restricted transfers.

You can read Netlify’s privacy information and Google Workspace’s data-processing terms. Contact us if you would like more information about safeguards relevant to your information.

Referral information

If someone refers a family, we use the referrer’s email address to identify and administer the referral. The email entered beside the “Copy referral message” button is processed in the visitor’s browser and placed into the copied message; it is not submitted to Aptum until the receiving family includes it in an enquiry.

How long we keep information

Enquiries that do not become clients are normally kept for up to 12 months. Client administration, referral and transaction records may be kept for up to six years after the relationship ends where needed for contractual, tax or legal purposes. Other records are deleted or anonymised when they are no longer reasonably needed, unless a safeguarding or legal reason requires a different period.

Security

We use reasonable technical and organisational measures to protect personal information, including controlled access to business accounts and limiting information to the people who need it. No online service can guarantee complete security, so please contact us promptly if you believe information has been misused or exposed.

Cookies and website measurement

We do not currently use advertising or analytics cookies on this website. Our hosting provider may process limited technical information needed to deliver and secure the website.

Your rights

Depending on the circumstances, you may have the right to ask for a copy of your personal information, correct it, delete it, restrict or object to its use, or receive it in a portable format. Where processing relies on consent, you may withdraw that consent.

To make a request, email hello@aptumtutors.com. We may need to confirm your identity before acting on a request. We will respond without undue delay and normally within one calendar month. The period may be extended where the law permits for a complex request or multiple requests, and we will tell you if that happens.

Complaints and changes

Please contact us first if you have a privacy concern so we can try to resolve it. You also have the right to lodge a complaint with the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint.

We may update this notice when our services or legal obligations change. The latest version will always appear on this page.