Privacy Policy

Eximus Education, of Suite 12/3d, Docklands Business Centre, 10 to 16 Tiller Road, London, E14 8PX, United Kingdom, referred to in this policy as Eximus Education, we, us or our, is the data controller responsible for the personal information described in this policy. We are committed to protecting the privacy of everyone who uses our website at eximuseducation.com and our tutoring services, including parents, guardians, students and tutors.

This policy explains what personal information we collect, how we use it, who we share it with, and the choices and rights you have. We handle personal information in line with the UK General Data Protection Regulation and the Data Protection Act 2018.

1. Information we collect

1.1 Information you give us

When you make an enquiry, book a trial lesson, or arrange tutoring, we typically collect the following.

  • Your name, email address, phone number and postal address.

  • The student's name, age or year group, school, subject needs and academic goals, where the student is a child this is provided by their parent or guardian.

  • Details you share about learning needs, exam boards, target grades or any additional support requirements, so that we can match the right tutor.

  • Payment and billing details, processed through our payment provider, so that we can take payment for lessons.

  • Any messages, feedback or complaints you send us by email, phone or through our website.

1.2 Information we collect automatically

When you visit our website, we and our service providers may automatically collect certain technical information, including your IP address, browser type, device information, pages visited and the site that referred you to us. This is typically collected through cookies and similar technologies, as described in the cookies section below.

1.3 Information about tutors

Where you apply to join us as a tutor, we collect information relevant to assessing your application and ability to work with students, including your qualifications, references, interview notes, and the results of an enhanced Disclosure and Barring Service check and safeguarding assessment. This information is used to decide whether to engage you and to keep our records up to date while you work with us.

2. How we use your information

We use personal information for the following purposes.

  • To respond to enquiries and match students with a suitable tutor.

  • To arrange, deliver and manage trial and paid lessons, including scheduling and communicating about bookings.

  • To process payments and maintain accurate billing and accounting records.

  • To carry out safeguarding checks on tutors and to support the safe delivery of lessons to children.

  • To respond to questions, feedback and complaints, and to improve the quality of our service.

  • To send you service related communications, such as confirmations, scheduling updates and important notices about your account.

  • With your consent, to send you marketing communications about our services, which you can opt out of at any time.

  • To meet our legal, regulatory and safeguarding obligations.

Our legal basis for these uses is generally that the processing is necessary to perform our contract with you, to comply with a legal obligation, or because it is in our legitimate interest to run and improve our tutoring service, provided this is not overridden by your interests or rights. Where we rely on consent, for example for marketing emails, you may withdraw that consent at any time.

3. Children's information

Much of the information we hold about students relates to children under eighteen. This information is provided to us by a parent or guardian, who confirms they have the authority to share it and to consent to its use as described in this policy. We only use a child's information for the purposes of arranging and delivering tutoring, safeguarding, and related administrative purposes, and we do not knowingly collect information directly from a child without the involvement of a parent or guardian.

Parents and guardians can exercise any of the rights described in this policy on behalf of their child by contacting us using the details below.

4. Who we share information with

We do not sell personal information. We share information only where it is necessary to provide our services or where the law requires it, including with the following.

  • Tutors, so that they have the information needed to prepare for and deliver lessons matched to a student's needs.

  • Payment processing providers, so that we can take payment for lessons securely.

  • Video conferencing and scheduling software providers, so that lessons can be delivered and organised online.

  • IT hosting and support providers who help us run our website and systems.

  • Professional advisers, such as accountants or legal advisers, where reasonably necessary.

  • Regulatory bodies, safeguarding authorities or law enforcement, where we are required to do so by law or where there is a genuine safeguarding concern.

Any third party who processes personal information on our behalf is required to keep it secure and to use it only for the purposes we specify.

5. International transfers

Where any of our service providers store or process information outside the United Kingdom, we take steps to ensure that appropriate safeguards are in place, such as standard contractual clauses or an equivalent lawful transfer mechanism, so that your information continues to receive a level of protection consistent with UK data protection law.

6. How long we keep information

We keep personal information for as long as necessary to provide our services, to maintain accurate business and tax records, and to meet our legal and safeguarding obligations. Where information is no longer needed for these purposes, we take steps to securely delete or anonymise it. Tutor safeguarding records are retained for the period recommended by relevant safeguarding guidance, given their importance to child protection.

7. How we protect your information

We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or alteration, including secure storage systems, restricted access to personal data on a need to know basis, and the use of reputable, secure third party providers for payment and video conferencing. No method of transmission or storage is completely secure, but we work to keep information protected to a high standard.

8. Cookies and similar technologies

Our website uses cookies and similar technologies to help it function properly, to understand how visitors use the site, and, where you consent, to support analytics. Cookies are small files stored on your device. You can control or delete cookies through your browser settings, though disabling certain cookies may affect how parts of our website work. Where required by law, we will ask for your consent before placing non essential cookies on your device.

9. Marketing communications

With your consent, we may send you information about our tutoring services, offers or updates by email or phone. You can opt out of marketing communications at any time by using the unsubscribe link in any email, or by contacting us directly at [email protected]. Opting out of marketing will not affect service related communications about lessons you have booked.

10. Your rights

Under UK data protection law, you have a number of rights in relation to your personal information, including the right to do the following.

  • Ask us for a copy of the personal information we hold about you.

  • Ask us to correct any information that is inaccurate or incomplete.

  • Ask us to delete your information, where there is no good reason for us to keep using it.

  • Ask us to restrict or object to certain processing of your information.

  • Ask us to transfer your information to another organisation, in certain circumstances.

  • Withdraw consent at any time, where we rely on consent to process your information.

To exercise any of these rights, please contact us at [email protected]. We will respond within the timeframe required by law. If you are not satisfied with how we have handled your information, you also have the right to complain to the Information Commissioner's Office, the UK's data protection regulator, at ico.org.uk.

11. Links to other websites

Our website may contain links to third party websites, such as Trustpilot, for example when displaying customer reviews. We are not responsible for the privacy practices of these third parties, and we encourage you to read their privacy policies before providing any personal information to them.

12. Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices or in the law. The most current version will always be available on our website, and where changes are significant we will take reasonable steps to let you know.

13. Contact us

If you have any questions about this privacy policy or how we handle your personal information, please get in touch.