Keystone Tutors maintains a strict policy of client and tutor confidentiality and we are committed to protecting and safeguarding your personal data. As part of this commitment this policy aligns with the Data Protection Act 2018, and the General Data Protection Regulation (GDPR) (“Data Protection Laws”). This policy relates to all personal data you provide to Keystone Tutors and all personal data that Keystone Tutors holds in relation to your use of our website (the “Site”). It supplements and is in addition to our Terms and Conditions and should be read in conjunction with them.
What do we collect?
In line with applicable Data Protection Laws we are only able to process personal data where we have a valid reason to do so, including where you have provided your consent for us to do so, or where we are required to do so either to fulfil our contractual obligations to you, or comply with our legal obligations.
Registration and student details (for Clients): This includes details such as your name, email address, address, telephone number, your child’s name, your child’s school year and your child’s educational background.
Payment details (for Clients): As part of the sign-up process clients may enter card details or direct debit details. To ensure these details are securely held we work with industry leaders Stripe for processing of card payments and GoCardless for the processing of direct debit payments.
Details (for Tutors): Name, telephone number, email address, details of relevant teaching / tutoring experience, qualifications check, identity check, and DBS related information. We may also store your bank details for the purpose of making payments to you for work done through Keystone Tutors.
What do we do with your information?
We will use your personal data to fulfil tutoring requests, meet our contractual and legal obligations, record-keeping, process job applications, send marketing communications and deliver a high quality service to clients and tutors.
Sharing information with third parties
Clients: After clients have registered with us we will share the broad requirements of the assignment on an anonymous basis with our tutor pool so that relevant tutors can apply for the job. If a tutor applies for a job, Keystone Tutors may send a link to that tutor’s profile to the client. If a client chooses to proceed with a tutor we will pass on the specific registration and student details to the tutor so that the tutor knows where the tutoring will happen, so that the tutor can prepare for the assignment and the tutor can contact the client to arrange lessons. From time to time we may also share personal data, with your consent, with third parties, such as schools. Other than sharing information as outlined in this policy, we will keep your personal information confidential within our group of companies and not pass it on to any 3rd parties, save for our trusted payment partners as detailed above, unless we are required to do so by law.
Tutors: The information that you provide to Keystone Tutors forms the basis of a tutor profile. This includes the following information: a photograph, the subjects that you teach, your teaching experience, personal biography, your personal teaching approach, and testimonials. This profile will be published on our Site only if you have ticked the “I would like my profile published on the Keystone Tutors website” box. You can untick this at any time to remove your profile from our Site. Keystone Tutors may share your profile with prospective clients. We will pass on your contact details to clients for jobs that you have applied for or for jobs that you have expressed an interest in. Other than sharing information with our clients on the basis outlined above we will keep your personal information confidential within our group of companies and not pass it on to any 3rd parties unless we are required to do so by law.
Third party software providers: We use third party software as part of our services, such as online whiteboard services. In addition, we also use third party newsletter email management. These third party providers are subject to at least an equivalent degree of confidentiality and data security as we maintain at Keystone Tutors and any personal data that may be processed by or through such third party providers is only as is reasonably necessary in accordance with this Policy.
How do we keep your information safe?
We take reasonable steps to ensure that your information is kept safe and will endeavour to protect it from unauthorised access, using password-protected software systems, locked cabinets for hard copy documents, and other appropriate technical, organisational and security measures. Your 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 data to those of staff and tutors who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
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 (such as logging into our member account area). These cookies do not hold any personal information.
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 Site. 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. Google Analytics and third party services such as Google Maps, Twitter and Facebook may issue cookies. Further information on Google Analytics and Privacy can be found here.
Your rights in relation to your personal data
At any point while We are in possession of or processing your personal data, you, the data subject, have the following rights:
- Right of access - you have the right to request a copy of the information that We hold about you.
- Right of rectification - you have a right to correct data that We hold about you that is inaccurate or incomplete.
- Right to be forgotten - in certain circumstances you can ask for the data We hold about you to be erased from our records.
- Right to object - you have the right to object to certain types of processing such as direct marketing.
Please contact firstname.lastname@example.org if you would like to exercise any of these rights.
Email tracking and Newsletters
Our newsletters employ tracking so that we can monitor at an individual level whether a recipient has opened the email and what content they have clicked on. We only send our newsletter to recipients where there is a legitimate interest to do so and/or where you have agreed to receive our newsletter. This includes sending emails giving details of relevant events and courses and updates to individuals who have subscribed via our website or who are registered clients. Recipients are able to easily unsubscribe from the newsletter if they wish by clicking on the unsubscribe link at the bottom of each email.
Third party sites
We link to a number of other websites on our site. We are not responsible in any way for the privacy policies of these sites nor for the way in which they may use the information they collect about you.
Changes to this policy
We keep this Policy under regular review, so you are advised to review it from time to time so you are aware of any changes. This Policy was last updated on the date set out above.