Privacy Policy

Last updated: 8 July 2026

1. Who we are

This website and the tutoring-matching service available through it are operated by MyOxbridgeTutor Ltd, a company registered in England and Wales under company number 17300888, with its registered office at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ.

We are the “data controller” responsible for your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are registered with the Information Commissioner’s Office (ICO), registration number ZC187116.

If you have any questions about this policy or how we handle your personal data, contact us at privacy@myoxbridgetutor.com.

2. The information we collect

Depending on how you use our service, we may collect:

If you are a parent, guardian or student making an enquiry or booking tuition:

  • Your name and contact details (email address, phone number).
  • The student’s first name, year group or age, the subject(s) and exam board, and details of the support you are looking for.
  • Information you choose to give us in enquiry forms, messages or during a consultation.
  • Account details if you create an account through our tutoring platform.
  • Payment information, processed by our payment provider (we do not store full card details ourselves).

If you are, or apply to become, a tutor:

  • Your name and contact details.
  • Your educational background, qualifications, university and subject(s).
  • Information relevant to vetting and suitability, including references and criminal-records (DBS) information — see section 7.
  • Payment details so we can pay you.

Everyone who uses the website:

  • Usage data, such as pages viewed and how you interact with the site, collected through cookies and similar technologies (see our Cookie Policy).
  • Technical data such as your IP address, browser type and device information.
3. Children’s privacy

Our service supports students preparing for GCSE, A-Level and university admissions, some of whom are under 18. We take the protection of children’s personal data seriously.

Enquiries and bookings for a student under 18 should be made by, or with the knowledge and consent of, a parent or guardian. Where we hold personal data about a student under 18, we limit it to what is necessary to provide tuition and we apply additional care to how it is stored, shared and retained, in line with the ICO’s standards for children’s data.

If you are under 18 and want to contact us, please ask a parent or guardian to do so on your behalf, or to be involved.

If you believe we hold information about a child without appropriate consent, contact us at privacy@myoxbridgetutor.com and we will review and, where appropriate, delete it.

4. How and why we use your information, and our legal basis

Under UK GDPR we must have a lawful basis for each way we use your data. These are set out below.

What we do Why Lawful basis
Respond to your enquiry and arrange a consultation To answer you and match you with a suitable tutor Taking steps at your request before entering a contract; our legitimate interests in responding to enquiries
Create and manage your account; deliver and administer tutoring To provide the service you’ve asked for Performance of a contract
Match students with tutors Core to the service Performance of a contract; legitimate interests in operating the marketplace
Process payments and pay tutors To run the service and meet our obligations Performance of a contract; legal obligation
Vet and verify tutors (including DBS where applicable) To help keep students safe Legal obligation; legitimate interests in safeguarding; and the conditions in section 7 for criminal-records data
Send service messages (e.g. booking confirmations, account updates) To keep you informed about your account and sessions Performance of a contract; legitimate interests
Send marketing emails and newsletters To tell you about our services Consent, or our legitimate interests where you are an existing customer and have not opted out (the “soft opt-in”)
Improve our website and understand how it is used To make the service better Consent (for non-essential cookies); legitimate interests
Keep financial and tax records To meet legal and accounting duties Legal obligation
Establish, exercise or defend legal claims To protect the business Legitimate interests

Where we rely on legitimate interests, we have considered whether those interests are overridden by your rights, and we balance them accordingly. You can object to this processing — see section 9.

Where we rely on consent (for example marketing or non-essential cookies), you can withdraw it at any time without affecting processing already carried out.

5. Who we share your information with

We do not sell your personal data. We share it only as needed to run our service, with the following categories of recipient:

  • Tutors — when we match you, we share the information a tutor needs to contact you and prepare for sessions.
  • Our tutoring platform / CRM provider — TutorCruncher, which we use to manage accounts, bookings and payments.
  • Our online classroom and video provider — Pencil Spaces, which we use to deliver online lessons and video calls.
  • Form and automation providers — the tools that power our enquiry forms and route submissions to us.
  • Communication and productivity providers — for example Google Workspace and Google Sheets (record-keeping) and our messaging tools used for internal alerts.
  • Analytics providers — for example Google Analytics, where you have consented to analytics cookies.
  • Our payment provider — to take payments and pay tutors.
  • Professional advisers — such as accountants or lawyers, where necessary.
  • Authorities or regulators — where we are required to disclose by law, or to protect someone’s safety.

We require everyone who processes data on our behalf to do so only on our instructions and to keep it secure.

6. International transfers

Some of the providers above may store or process data outside the UK (for example in the United States or EU). Where that happens, we make sure your data is protected by an appropriate safeguard recognised under UK data protection law — such as UK “adequacy” regulations, the UK International Data Transfer Agreement (IDTA), or the UK Addendum to the EU Standard Contractual Clauses.

7. Criminal-records (DBS) data for tutors

Where we process information about a tutor’s criminal-records check (a DBS certificate or its outcome), this is “criminal offence data” and receives extra protection under the law.

We process it only for the purpose of assessing a tutor’s suitability to work with students, including for safeguarding. We do so on the basis of our legal and safeguarding responsibilities, relying on the condition for the safeguarding of children and individuals at risk under the Data Protection Act 2018, supported by an appropriate policy document. We keep this information secure, limit access to it, and retain it only as long as necessary.

8. How long we keep your data

We keep personal data only as long as we need it for the purposes above, then delete or anonymise it. Our standard periods are:

  • Enquiries that don’t lead to a booking: retained for business record-keeping and potential future follow-up.
  • Client and tutor records: for the duration of our relationship and then up to 6 years afterwards, to handle queries, disputes and our legal obligations.
  • Financial and tax records: at least 6 years, as required by HMRC.
  • Marketing preferences: until you opt out, reviewed periodically.
  • DBS information: we keep copies of Enhanced DBS certificates on file for record-keeping, renewal tracking, and compliance purposes.
9. Your rights

Under UK data protection law you have the right to:

  • Be informed about how we use your data (this policy).
  • Access the personal data we hold about you.
  • Rectification — have inaccurate or incomplete data corrected.
  • Erasure — ask us to delete your data in certain circumstances.
  • Restrict how we use your data in certain circumstances.
  • Data portability — receive certain data in a reusable format, or have it transferred to another provider.
  • Object to processing based on our legitimate interests, and to direct marketing at any time.
  • Not be subject to solely automated decisions that have a significant effect on you.
  • Withdraw consent at any time where we rely on it.

To exercise any of these, contact us at privacy@myoxbridgetutor.com. We will respond within one month. There is normally no charge.

10. Your right to complain

If you are unhappy with how we have handled your personal data, please contact us first so we can try to put things right. You also have the right to complain to the ICO:

Information Commissioner’s Office — www.ico.org.uk — helpline 0303 123 1113.

11. Cookies

We use cookies and similar technologies on our website. Non-essential cookies (such as analytics) are only used with your consent. For full details, see our Cookie Policy.

12. Data security

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or misuse. No system can be guaranteed completely secure, but we take reasonable steps to keep your information safe and to limit access to those who need it.

13. Changes to this policy

We may update this policy from time to time. We will post any changes here and update the “Last updated” date. Where changes are significant, we will take reasonable steps to let you know.

14. Contact us

For any questions about this policy or your personal data:

MyOxbridgeTutor Ltd 71-75 Shelton Street, Covent Garden London WC2H 9JQ

privacy@myoxbridgetutor.com