Eximus logo

Privacy Policies

At Eximus Education we respect your privacy and treat your personal data with utmost care and respect.
Find out more in our policies below.

At our tutoring company, we strive to provide the best possible service to our clients. However, we understand that there may be occasions when you are not satisfied with the service you have received. We take complaints very seriously and have established the following procedure to ensure that all complaints are handled fairly and promptly.

Informal Complaints Procedure 

Our Customer Success team is at the disposal of the customer, 24/7. If the client ever feels the need to speak to anyone at Eximus, including the top management, they can whatsapp them on their Admin whatsapp group. Every client’s whatsapp group consists of his/her respective Customer Success Lead, Customer Success Manager and the top Management including the Chief Executive Officer. This is to ensure that no complaint is overlooked.

Formal Complaints Procedure 

The student or is not satisfied with the response from the customer service department, they can make a formal complaint in writing to the company's compliance department. This can be done within 15 days of the incident, by filling the following form and sending it on email to compliance@eximuseduction.com department. The compliance department will acknowledge the receipt of the complaint within 5 working days, will investigate the complaint and provide a response within 28 working days.

If the complaint is complex and requires more time to investigate, the student or parent will be informed of the expected time frame for a response. The response from the compliance department will outline any action that will be taken to resolve the complaint.

Escalation Procedure 

  1. If the student or parent is not satisfied with the response from the compliance department, they can escalate the complaint to the company's management team.
  2. The management team will acknowledge receipt of the complaint within 5 working days.
  3. The management team will investigate the complaint and provide a response within 28 working days.
  4. If the complaint is complex and requires more time to investigate, the student or parent will be informed of the expected time frame for a response.
  5. The response from the management team will outline any action that will be taken to resolve the complaint.

 

Code of Conduct and Internal Complaints Procedure

At Eximus Education, we take suggestions and complaints by our employees very seriously.

  1. We have a suggestion box, in which the employees can insert any complaints or suggestions, if they wish to, anonymously. The box is opened at the end of every week by the Head of Admin and shared with the CEO, himself. We try our utmost to resolve any complaint or work on a suggestion, if possible
  2. For more critical complaints, employees are required to follow the below procedure:

     a. Talk to his/her immediate supervisor, for whom it is mandatory to listen and investigate the issue

     b. If the employee is not satisfied by the measures taken by his/her immediate supervisor, they can submit their                       complaint in writing to the compliance department, who can then investigate the issue and discuss with the                        executive team.

     c. The complainant is then called to discuss the issue with the executive team and appropriate action is taken                            thereafter.

It is important to note the following are considered intolerable offences:

  1. Sexual Harassment
  2. Bullying or abuse of any kind
  3. Racism

 

NOTE

There is an anonymous whistleblowing box placed in an unmanned area of the office for any staff member or tutor to record their concern about any aspect of association with the company. This box is reviewed on a weekly basis by Executive Management.

Eximus Education is committed to providing a safe and secure environment for all children and vulnerable adults who use our services. This safeguarding policy sets out our approach to safeguarding, including how we identify and respond to concerns, our recruitment procedures, and the training and support we provide to our staff.

Legal and Regulatory Framework

Our safeguarding policy is based on the following legislation and guidance:

  • Children Act 1989 and 2004
  • Protection of Freedoms Act 2012
  • Working Together to Safeguard Children 2018
  • Keeping Children Safe in Education 2021
  • Disclosure and Barring Service (DBS) Code of Practice
  • Prevent Duty Guidance for England and Wales 2015
  • Care Act 2014
  • Keeping Children Safe in Education (KCSIE)

 

Safeguarding

Safeguarding is the action that is taken to promote the welfare of children and vulnerable adults and protect them from harm. This includes protecting them from physical, sexual, emotional abuse, neglect, bullying, and any other forms of harm.

Roles and Responsibilities 

All our full-time employees or free-lance tutors, have a responsibility to safeguard the welfare of children and vulnerable adults. The Compliance team has a designated Safeguarding Lead, responsible for ensuring that our safeguarding policy is implemented and that staff receives appropriate training. The safeguarding lead is also responsible for making referrals to the appropriate authorities if there are concerns about the welfare of a child or vulnerable adult.

Identifying and Responding to Concerns 

If a tutor has concerns about the welfare of a child or vulnerable adult, they should report these concerns to the Academic Success Lead as soon as possible. The complaint will then be taken to the Safeguarding Lead, who will then take appropriate action, which may include contacting the appropriate authorities, such as the local authority or the police.

Recruitment Procedures 

We have a robust recruitment process to ensure that all staff and tutors working with children and vulnerable adults are suitable to do so. 

  • All management staff are subject to an enhanced DBS check
  • International tutors are verified based on Enhanced DBS equivalent as per their respective countries
  • In addition to Enhanced DBS, all tutors and management staff are required to submit at least two professional references, who can verify the soundness of their values and character.
  • As updated in the KCSIE 2023-2024, we have added this further clause of investigating the shortlisted candidates (full time employee and tutors) for a job using the online search engine. This will enhance the security practice while onboarding an employee/tutor. 

 

Training, Awareness and Support

  • It is mandatory for all full time employees and tutors to go through a safeguarding training
  • Our tutors are provided with a safeguarding guidelines document (inline with KCSIE 2022 and 2023) to ensure that they are aware of our safeguarding policy and their responsibilities. This includes training on how to identify and respond to concerns, as well as training on online safety. All tutors are required to thoroughly read and understand the document and declare to abide by it.
  • As part of the above mentioned training, all tutors and full time employees are clearly made aware of their roles and responsibilities regarding safeguarding procedures, are continuously reminded of their roles through messages and informal conversation and are communicated with updates (if any) in relevant laws and legislation.
  • Since most of our tutors are based overseas, to comply with cultural requirements in the UK, the tutor training document on safeguarding consists of:
    • How to stay safe as a tutor
    • How to identify symptoms of abuse and reporting procedure

 

Online Safety 

At Eximus Education, we take safety concerns in online sessions very seriously and have measures in place to ensure that children and vulnerable adults using our services are safe online. These measures include:

  1. requiring the tutors to read and understand the safeguarding rules;
  2. requiring the tutors to record their lessons, in case there is a dispute

 

Reporting Concerns

All staff members are expected to report any concerns or incidents of abuse or neglect immediately to the Safeguarding Lead, who will take appropriate action in accordance with our safeguarding policy and relevant legislation.

Record Keeping

All safeguarding concerns and incidents are recorded and kept in accordance with our data protection policy. Access to safeguarding records is restricted to those who have a legitimate reason to access them. These reports include:

     a. “Clear and comprehensive summary of the concern

     b. Details of how the concern was followed and resolved

     c. A note of any actions taken, decisions reached and the outcome” - KCSIE 2022

Partnership with Parents and Carers

We believe that parents and carers play a crucial role in safeguarding children and vulnerable adults. We work in partnership with parents and carers to ensure that their concerns are listened to and acted upon in accordance with our safeguarding policy.

Review and Evaluation

We regularly review and evaluate our safeguarding policy to ensure that it is effective and up to date. We seek feedback from staff, parents, and carers, and we use this feedback to make improvements where necessary. 

Employee Conduct

As explained in the Complaints Policy, at Eximus Education, all employees are required to treat each other  in a fair and respectable manner. Employees' privacy is maintained at all cost and no discrimination of any kind is tolerated. Following are considered  intolerable offences at Eximus Education:

  1. Sexual Harassment
  2. Bullying or abuse of any kid
  3. Racism

 

Safe Physical Infrastructure

  • Eximus Education has a designated facilities team responsible for the physical infrastructure. 
  • Cleanliness is maintained at all times to maintain healthy conditions at work.
  • Smoke detectors are installed in the work area to emphasise on ‘No smoking policy’ and a separate open space is allotted for smoking. 
  • All safeguarding equipment, including the fire extinguisher, etc are regularly checked for functionality.
  • While all employees have been made aware of the above and trained on the actions to be taken in case of physical hazards and fire drills happen occasionally.

 

Communication and messaging of Safeguarding Policy

  • Safeguarding policy is regularly updated as per changes in the relevant laws and communicated to employees, tutors and clients.
  • All relevant policies are updated and visible on our website as per NTP guidance.

Eximus Education is committed to protecting the privacy and security of personal data processed by the company in accordance with data protection regulations. This privacy policy sets out how we collect, use, and protect personal data, as well as your rights in relation to your personal data.

Who are we? Eximus Education is a UK tutoring company that provides one-to-one tutoring services to the masses in the UK

What information do we collect? Following information is collected from the students (or their parents/guardian of students are under 18 years of age) at the time of their onboarding:

  1. Full name of the student
  2. Level of education
  3. Special needs (if any)
  4. Their academic performance to date
  5. Full name of the parent/guardian (if the student is under 18 years of age)
  6. Email address (of the student and/or parent/guardian)
  7. Cell number
  8. Full UK address
  9. Debit/credit card number in case of Auto payment

 

Following information is collected from the tutor at the time of registration:

  1. Full name
  2. Cell number
  3. Full address
  4. National Identity/National Insurance number
  5. Enhanced DBS or equivalent
  6. Proof of education
  7. CV
  8. Photograph
  9. Bank account details 

 

Data Use 

This data is used to:

  1. Create and manage student and tutor accounts on the portal
  2. Provide tutoring services
  3. Process payments
  4. Communicate with students and tutors
  5. File complaint in events of non-payment

 

We only collect personal data that is necessary for these purposes, and we do not share this data with third parties..

Following information is collected from the students (or their parents/guardian of students are under 18 years of age) at the time of their onboarding:

  1. Full name of the student
  2. Level of education
  3. Special needs (if any)
  4. Their academic performance to date
  5. Full name of the parent/guardian (if the student is under 18 years of age)
  6. Email address (of the student and/or parent/guardian)
  7. Cell number
  8. Full UK address
  9. Debit/credit card number in case of Auto payment

 

Following information is collected from the tutor at the time of registration:

  1. Full name
  2. Cell number
  3. Full address
  4. National Identity/National Insurance number
  5. Enhanced DBS or equivalent
  6. Proof of education
  7. CV
  8. Photograph
  9. Bank account details 

 

Data Use 

This data is used to:

  1. Create and manage student and tutor accounts on the portal
  2. Provide tutoring services
  3. Process payments
  4. Communicate with students and tutors
  5. File complaint in events of non-payment
  6. Marketing purpose: newsletters, etc (you can opt out of receiving emails if you want)

We only collect personal data that is necessary for these purposes, and we do not share this data with third parties. The company does not use the data for any other purpose unless the individual concerned gives their explicit consent.

Data protection

We take the security of your personal data seriously and have implemented appropriate technical and organizational measures to protect it from unauthorized access, disclosure, alteration, or destruction. All data is saved in files with access to limited people. This access is reviewed monthly. 

Who do we share your information with?

We may share your personal data with third parties in certain circumstances, such as:

Law enforcement agencies, regulators, or other authorities where required by law or to protect our legal rights

We will not sell, rent, or lease your personal data to third parties for their marketing purposes.

Your rights

You have certain rights in relation to your personal data, including the right to access, correct, or delete your personal data. You also have the right to object to the processing of your personal data or to request that we restrict its processing. If you wish to exercise any of these rights, please contact us using the details below.

How to contact us

If you have any questions or concerns about our use of your personal data, please contact us using the following details:

Name: Eximus Education

Address: Docklands Business center, Suite #12/3d, 10-16 Tiller Road, London E14 8PX, United Kingdom

Email: compliance@eximuseducation.com

Phone: +44 (0)203 9001062

We may update this privacy policy from time to time to reflect changes in our data processing practices. We encourage you to review this policy periodically to stay informed about how we collect, use, and protect your personal data.

wpChatIcon
wpChatIcon