Effective Date: 23 July 2026
The Company (referred to as “the Platform”, “the Website”, “we”, “us”, or “our”) is dedicated to safeguarding the privacy and personal information of all individuals who engage with our comprehensive learning support services. This Privacy Policy provides a detailed explanation of our practices concerning the collection, utilisation, storage, sharing, and protection of personal data in connection with your access to and use of the Website and associated tutoring, guidance, and learning support services.
This Privacy Policy must be read in conjunction with our Terms of Use and Cookie Policy, which together govern the full operation of the Platform. By accessing, browsing, or using the Website in any capacity, you acknowledge and confirm that you have carefully read, understood, and agree to the terms outlined in this Privacy Policy.
1. Data Controller
For the purposes of UK data protection legislation, specifically the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the data controller responsible for determining the purposes and means of processing your personal data is the Company operating this Website.
Given the international nature of our operations, personal data relating to UK users may be processed in locations outside the United Kingdom. All such transfers are conducted in full compliance with applicable UK data protection requirements and the safeguards detailed within this Policy, ensuring an adequate level of protection for your rights and freedoms.
2. Privacy Policy Scope
This Privacy Policy governs the processing of personal data whenever you access, browse, or interact with the Platform, submit requests for tutoring, learning support, guidance, or related services through the Platform, communicate directly with qualified Tutors, mentors, or our dedicated support and administrative teams, and engage with customer support services, submit inquiries, or provide feedback.
The Platform is designed exclusively for adult users who are 18 years of age or older. It serves a diverse range of clients, including individual learners and students seeking personalised tutoring, study guidance, or skill development; businesses, institutions, and organisations utilising our services for staff training, professional development, or learning programmes.
Our services are available to users across the United Kingdom as well as in other international jurisdictions. This Policy comprehensively addresses how personal data is managed in all these contexts, with particular emphasis on compliance with UK laws. We are committed to transparency and ensuring that users located in the UK fully understand their rights and our obligations under the UK GDPR.
3. Personal Data We Collect
We collect and process only the personal data that is necessary to deliver high-quality learning support services, maintain the functionality of the Platform, ensure security, and comply with legal obligations. Data may be obtained directly from you, automatically via your interactions with the Website, or indirectly from trusted third-party sources where permitted by law.
3.1 Information You Provide Directly
When using the Platform, you may voluntarily supply various categories of personal information, including but not limited to:
- Contact Information: Full name, email address, and telephone number.
- Materials and Service Details: Detailed instructions for tutoring sessions or learning support requests, uploaded files, and any supporting materials.
- Communications and Feedback: Messages exchanged with Tutors via the Platform’s secure messaging system, correspondence with customer support representatives, service reviews, ratings, testimonials, and any other feedback submitted regarding the quality of tutoring or guidance received.
Payment processing is handled exclusively by secure, external third-party payment gateways and processors. The Platform itself does not collect, store, or have access to full credit or debit card details. We may, however, receive limited transactional data such as payment confirmations, billing reference numbers, transaction IDs, amounts, and status updates for record-keeping and reconciliation purposes.
3.2 Information Collected Automatically
Your use of the Website automatically generates certain technical and usage data through cookies, server logs, and similar technologies. This includes:
- Internet Protocol (IP) address and associated approximate geographic location;
- Browser type and version, device type, operating system, and screen resolution;
- Website navigation patterns, including pages visited, time spent on specific sections, search queries entered, and interactions with tutoring request forms;
- Referring URLs, traffic sources, and clickstream data;
- System logs and error reports used for troubleshooting, performance optimisation, and security monitoring.
This automatically collected information enables us to deliver a seamless user experience, analyse Platform performance, detect and prevent technical issues or fraudulent activity, and continually enhance our tutoring and learning support offerings.
3.3 Information Collected Indirectly
In certain limited situations, we may receive personal data from authorised third parties, such as:
- Payment service providers providing transaction verification;
- Fraud detection and identity verification services;
- Analytics and performance monitoring partners that supply aggregated or pseudonymised insights.
All indirect collection occurs only where legally justified and aligned with the purposes described in this Policy and UK GDPR principles.
4. Legal Bases for Processing Personal Data
In accordance with the UK GDPR and Data Protection Act 2018, we process personal data solely on valid legal bases. The primary bases applicable to our operations are as follows:
4.1 Performance of a Contract
Processing is essential for the performance of services when you request or receive tutoring, learning support, or related services. This includes handling service requests, facilitating Tutor-User communications, delivering materials, processing payments, and providing ongoing customer support. Without this processing, we would be unable to fulfil our contractual obligations to you.
4.2 Legitimate Interests
We rely on legitimate interests where processing supports our business operations without unduly impacting your rights. These interests encompass improving Platform functionality and user experience, ensuring security and fraud prevention, conducting analytics to refine tutoring services, responding to inquiries, and managing internal administrative functions. We always conduct a balancing test to ensure these interests do not override your fundamental rights and freedoms.
4.3 Compliance with Legal Obligations
We process data as required to meet statutory, regulatory, or legal duties, including financial record-keeping, tax compliance, responding to lawful requests from UK authorities (such as the Information Commissioner’s Office), and defending legal claims or disputes.
4.4 Consent
Consent is used only in specific, limited scenarios, such as sending optional marketing communications about new tutoring services or utilising non-essential cookies for enhanced analytics. You have the absolute right to withdraw consent at any time without affecting the lawfulness of prior processing.
5. Purposes of Data Processing
Personal data is processed for the following key purposes, all aligned with UK data protection law:
- Provision of Learning Support Services: Managing tutoring requests, matching users with suitable Tutors, delivering guidance, materials, and session support.
- Payment Processing and Financial Management: Verifying transactions, maintaining accounting records, and ensuring smooth billing for services.
- Communication and Support: Facilitating secure interactions between Users and Tutors, responding to customer service inquiries, sending service notifications, and handling feedback.
- Platform Improvement and Analytics: Understanding user behaviour to enhance website usability, tutor matching algorithms, content quality, and overall service effectiveness.
- Security, Fraud Prevention, and Compliance: Protecting the integrity of the Platform, detecting misuse, preventing unauthorised access, and fulfilling regulatory reporting obligations.
- Legal and Dispute Resolution: Enforcing terms, managing complaints, and addressing any contractual or legal matters.
6. What Personal Data Is Mandatory
Certain information is mandatory to enable the creation and fulfilment of service requests on the Platform. This typically includes contact details, service instructions, and necessary payment verification data. Failure to provide mandatory information may prevent us from processing your request or delivering services. Provision of optional details, such as additional feedback or preferences, remains entirely voluntary.
7. Data Sharing and Third-Party Recipients
We do not sell personal data to third parties for marketing or any other purposes. Data sharing occurs only with carefully selected partners and only to the extent necessary:
7.1 Payment Service Providers
Secure external processors handle all payments and operate under their own privacy policies.
7.2 Technical and Hosting Providers
Partners responsible for website hosting, cloud services, maintenance, and technical support process data strictly under contractual agreements incorporating strong confidentiality and security obligations.
7.3 Tutors and Service Providers
Necessary details (such as service instructions and relevant contact information) are shared with qualified Tutors solely to enable the delivery of requested learning support. Tutors are bound by strict confidentiality agreements.
7.4 Professional Advisors
Limited sharing may occur with accountants, auditors, or legal advisors for legitimate business purposes.
7.5 Authorities and Legal Obligations
Disclosure to regulatory bodies, law enforcement, or courts occurs only when legally mandated or necessary to protect rights, safety, or legal interests.
8. International Data Transfers
As the Platform operates within the European Economic Area, data may be processed there or in other locations. For UK users, transfers outside the UK are safeguarded through:
- Adequacy decisions recognised under UK law;
- Approved Standard Contractual Clauses or equivalent mechanisms;
- Other appropriate safeguards ensuring UK GDPR-equivalent protection.
Contractual commitments with service providers further guarantee consistent protection levels.
9. Data Retention
We retain personal data only for as long as required to fulfil the original purposes, legal obligations, or legitimate interests:
9.1 Service-Related Data
Retained for the duration of the service relationship plus up to 30–60 days thereafter to handle complaints, refunds, or disputes.
9.2 Financial and Transaction Records
Kept for up to 6–7 years (or as mandated by UK tax and accounting laws) for compliance purposes.
9.3 Customer Support Records
Retained for periods necessary for quality improvement and dispute resolution, typically up to 30–90 days unless longer retention is justified.
Once no longer needed, data is securely deleted, anonymised, or aggregated.
10. User Rights Under UK GDPR
UK users enjoy robust rights under the UK GDPR, including:
- Right of access to your personal data;
- Right to rectification of inaccurate or incomplete data;
- Right to erasure (“right to be forgotten”) in applicable circumstances;
- Right to restrict processing;
- Right to data portability;
- Right to object to processing based on legitimate interests or for direct marketing;
- Right to withdraw consent where applicable.
To exercise these rights, contact us via email: [email protected]. We will respond within statutory timeframes and verify your identity as required.
11. Security Measures
We implement industry-standard technical and organisational security measures, including encryption, access controls, regular security audits, secure data storage, and ongoing monitoring to protect against unauthorised access, alteration, disclosure, or destruction of personal data. While we strive for the highest possible security, no system is entirely infallible; users should also adopt safe online practices.
12. Automated Decision-Making
The Platform does not engage in solely automated decision-making or profiling that produces legal or similarly significant effects on users. Automated tools may support operational functions such as basic fraud detection, security monitoring, or routing of service requests, always with appropriate human oversight where relevant.
13. Children’s Data
The Platform is strictly intended for individuals aged 18 and over. We do not knowingly collect or process data from children under 18. If we discover such data has been submitted, we will promptly delete it and take appropriate action. Parents or guardians should contact us immediately if they believe a minor has provided information.
14. Updates to This Privacy Policy
We may revise this Policy periodically to reflect legal changes, Platform enhancements, or evolving practices. The Effective Date at the top indicates the current version. Continued use after updates constitutes acceptance of the revised terms. Previous versions may be available upon request for reference.
15. Complaints and Regulatory Authority
If you have concerns about our data processing practices, we encourage you to contact us first for swift resolution. You also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office (ICO).
16. Contact Information
For any questions, requests regarding your rights, or concerns about this Privacy Policy, please reach out to us at:
- Email: [email protected]
- Contact Page: https://scholarcrew.co.uk/contact-us/