Privacy Policy

Last updated: 18 December 2025

Who we are: KTC Education Services Ltd (Trading as “Tutor Doctor Richmond, Twickenham, Putney and Wandsworth) (“we”, “us”, “our”)

Website: https://www.tutordoctor.co.uk/richmond-twickenham-putney-wandsworth/

Contact for privacy questions: [email protected]

Registered/Postal address: Second Floor, 34 Lime Street, London, England, EC3M 7AT

We respect your privacy. This notice explains what personal information we collect, how we use it, and the choices you have. It covers information collected through our website, enquiry forms, calendars/booking tools, messaging (email/SMS/WhatsApp), payments, and when we deliver tutoring services (including for under-18s with parental consent).

1) The personal data we collect

We collect only what we need to answer enquiries, enrol students, deliver tutoring, and meet our legal obligations.

a) Information you give us

• Parent/guardian details: name, email, phone, student’s name and age/year group, school, goals/concerns.

• Booking details: preferred days/times, session choices, notes you share.

• Learning information (optional and only with consent): assessment results, progress notes, additional learning needs you choose to disclose so we can support the student.

• Messages and call notes: emails, SMS/WhatsApp messages, voicemails.

• Testimonials and media (if you opt in): written or video testimonials, screenshots.

b) Payment data

• We use Stripe to process payments. We do not see or store full card numbers. Stripe receives your payment details directly.

• We store payment status (paid/refunded/late) and plan type (eg instalments).

c) Automatically collected (website/booking tools)

• Device and usage data (eg IP address, browser type, pages viewed, time on page).

• Basic analytics/cookies (see “Cookies” below).

2) Why we use your data (lawful bases)

We process personal data for these purposes:

• Answer enquiries and book calls/sessions

• Legal basis: performance of a contract or steps before entering a contract; legitimate interests (efficient communication).

• Deliver tutoring and monitor progress (eg baseline, weekly mini-checks, midpoint, final report; parent tracker access)

• Legal basis: performance of a contract; legitimate interests (quality, safeguarding); consent where required for sensitive details.

• Take and manage payments (including instalments and receipts)

• Legal basis: performance of a contract; legal obligation (tax/records).

• Send service updates and helpful reminders (eg timetable changes, session links, progress updates)

• Legal basis: performance of a contract; legitimate interests (clear service communication).

• Send optional marketing (eg tips, new groups, promotions)

• Legal basis: consent (you can opt out anytime) or legitimate interests where permitted.

• Safeguarding and safety (for under-18s)

• Legal basis: vital interests; legitimate interests; legal obligation where applicable.

3) Children’s information

We work with under-18s with the consent of a parent/guardian. We:

• Use locked online rooms (waiting room, verified names, host-only screen share, moderated chat).

• Keep progress data limited to what’s needed for teaching.

• Share updates with the parent/guardian contact(s) you provide.

• Do not publish student information. Testimonials that mention a student are optional and used only with written consent.

If you believe a child has provided us personal data without parental consent, contact [email protected] and we’ll remove it.

4) Who we share data with (service providers)

We don’t sell your data. We use reputable processors to run our service. Typical providers include:

• Platform & CRM: SCALEHub (our all-in-one platform) for pages, forms, calendar, messaging, and contact records.

• Payments: Stripe (card processing).

• Video/meetings: Zoom/Google Meet (online sessions; recording only if we’ve agreed and you’ve consented). Email/SMS/WhatsApp: [Your email provider] and [Your SMS/WhatsApp provider] to send service messages.

• Analytics & cookies: including Google Analytics, Meta Pixel, Cookies.

Each provider only processes data on our instructions and under a contract. We keep an up-to-date list on request: [email protected].

5) International transfers

Some providers may store/process data outside your country (eg in the US/EU/UK). Where required, we use standard contractual clauses or similar safeguards approved by regulators. Contact us if you want details of current transfer mechanisms.

6) How long we keep data

We keep personal data only as long as necessary for the purposes above, then delete or anonymise it.

• Enquiry data (no purchase): usually 12 months.

• Student and parent records (active): for the duration of tutoring.

• After tutoring ends: usually 6 years for business records/tax (may vary by country).

• Recordings (only with consent): typically 30–90 days, then deleted unless needed for safeguarding.

You can ask us to delete information sooner where the law allows.

7) Your privacy choices & rights

You can:

Access a copy of your data.

• Ask us to correct or delete it.

• Withdraw consent (for any processing based on consent).

• Object to or restrict certain processing.

• Opt out of marketing at any time (look for “unsubscribe” or tell us).

• Request a portable copy (where applicable).

How: Email [email protected]. We’ll respond within legal timeframes.

8) Cookies & tracking

We use cookies/trackers to make the site work and to understand visits.

• Essential cookies (required for forms/pages).

• Analytics/marketing cookies (optional where consent is needed).

You can use your browser settings to block cookies

Note: Blocking some cookies can limit functionality (eg booking forms).

9) Security

We use reasonable technical and organisational measures to protect data (encrypted connections, access controls, locked meeting rooms, minimal data collection). However, no method is 100% secure. If we suspect a breach that affects you, we’ll contact you and (where required) notify the relevant authority.

10) Complaints

If you have concerns, contact [email protected]

11) Changes to this notice

We’ll update this policy when needed. We’ll post the new date at the top and, for major changes, we’ll notify you via email or on this page.