Terms, Conditions & Policies

Before Lessons 

• The client and student must keep information given on registration and all other information given updated for the tutor and must ask the tutor if they would like to update said information.
• The client and student must attend a free of charge introduction meeting before starting tuition to discuss all elements of tuition. Logon details for TutorBird, and IXL if required, will be provided to the client and student during the introduction meeting. A brief overview of the system(s) will also be provided during this time.
• The client and student must determine the establishment’s suitability and whether or not to continue using the services offered based on that decision, as the establishment is not specifically designed with regards to any physical disabilities, however support will be provided where possible.
• All parties understand that the lessons booked must always be adhered to unless relevant and appropriate arrangements in terms of cancellations are agreed by all parties.

During Lessons

• The client and student must arrive at the establishment at the exact time agreed upon for a lesson and must leave the establishment as soon as their lesson is completed, if late, lessons will not be extended to accommodate lateness, but will still be charged at full price.
• The client and student understand that during lessons, crossovers while arriving / leaving means they may see other parties that they may possibly know.
• All parties understand that, the tutor can conduct lessons with only the student present mainly due to CCTV precautions as stated below.
• All parties understand that they are recorded by CCTV every lesson for their own protection in terms of safeguarding, child protection and e-safety and for crime prevention, CCTV recordings will only be accessed / shared with relevant authorities when deemed necessary by the tutor.
• The client and student understand that a video / audio doorbell is used at the entrance of the establishment, of which other members of the household as well as the tutor have access to. Any recordings are regularly deleted by the tutor after lessons, however the tutor reserves the right to retain these if required for safeguarding, child protection and e-safety and for crime prevention.
• All parties understand that any form of inappropriate behaviour, or bullying, will not be tolerated and if felt necessary for a behavioural reason the client and student can be asked to leave the establishment by the tutor at any point and necessary arrangements to end the lesson will be made.
• The client and student understand that lessons are mainly student led in terms of what the student would like to cover. This could be the same as school or decided by the tutor, but if possible the client and student will let the tutor know the lesson before what they would like to cover next.
• All parties understand that while lesson content is planned as much as possible, due to time constraints, deviation from planned content is possible, this also applies to homework plans as well as lesson plans. For instance something planned to cover, may not be covered, if there is not enough time.
• The client and student cannot use a phone or any similar device and cannot take any photos, videos or voice recordings, unless permission is given by the tutor. This does not apply to the use of CCTV and the video / audio doorbell in the establishment.
• The client and student must take care / responsibility for any materials or equipment used and for the establishment itself, and once finished with must put all materials back where they came from, the use of provided materials or equipment will be monitored by the tutor.
• All parties and all combinations of individual parties must be the only parties in the tutoring area for any long period of time during the student's own lesson unless previously agreed otherwise.
• The client and student understands that they can be left alone, together or separately, in the tutoring area but not for long periods of time.
• The client and student understands that there are / could be other residents, visitors and animals in the establishment, however they will not be allowed into the tutoring area during lessons. Sound mitigation from all sides has been considered as much as possible, but the client and student accepts that it is not possible to mitigate all sound.
• The client and student understand that homework will only be provided (on IXL or otherwise) if signed up to IXL, the terms of which can be found below. 
• The client and student understand that due to time constraints within lessons homework cannot always be marked, therefore it is encouraged that the client and student mark their homework themselves and come to lessons with any specific questions. If answers to questions are required the client and student are more than welcome to ask the tutor for the best place to gain said answers.
• The client and student must always endeavour to arrange with the tutor which topic will be covered next in upcoming lessons in order for the tutor to make appropriate preparations in advance.
• The client is always responsible for the travel and pick up arrangements of the pupil and must inform the tutor of such, any deviation from the norm the client must inform the tutor. If the student is walking home and the client is not present the tutor will message the client once left, however once the student has left the responsibility of the tutor for the student returns to the client. The tutor will check with the student their travel arrangements before they leave and see them off establishment appropriately.
• The client and student understand that if a client is late when picking up a student from lesson, the student will be asked to wait in the hallway alone whilst the tutor’s next lesson proceeds. The tutor will then await the client’s arrival and quickly accompany the student to the client. There will be no opportunity for feedback in this eventuality. If possible arrangements will be made as much to stop these crossovers of lessons, for instance there is always a 15 minute gap between lessons.

Outside Of Lessons

• The client and student understand that a grade / result increase is not guaranteed for the student in any form of future examination, coursework, homework or work of any other form given from any other organisations.
• All parties must keep all information, correspondence and data of any form strictly confidential and must only share it if necessary with relevant authorities for safeguarding, child protection and e-safety purposes and for crime prevention.
• All parties and all combinations of individual parties can correspond privately on any form of communication platform used and face to face. All parties agree to also allow the client to view any correspondence between the tutor and student.
• All parties agree to the tutor discussing lessons with third parties that the client and student have given permission to discuss tuition with, anyone picking up from lessons or appearing on camera, and anyone agreed to verbally with the tutor.
• All parties understand that a student progress tracking log will be kept and used by the tutor to record student progress and that it will include some forms of the client's and student's data and will be uploaded for the client and student to view on the TutorBird portal. The student progress tracking log can be updated with the assistance of the student at the end of every lesson as a plenary.
• The client and student understand that it is their own responsibility to complete homework and not the tutors. If homework is not completed, the tutor reserves the right to move on and set new homework if required and leave any previously set and incomplete.
• The client and student agree to never reproduce or share resources or content provided by the tutor to other parties.
• The client and student agree to only access the client only links themselves and not share them with other parties. Content on the entirety of grsmathstutoring.co.uk must also not be copied in any way. Pages are regularly updated so any form of copying could leave you with out of date information.
• The client and student are responsible for not losing and the condition and of any materials supplied by the tutor, including blank exercise books.
• All parties understand that the once a client has obtained a slot it is at their discretion as to what they would like to do with it once finishing tuition in terms of transferring it to another son / daughter. This term does not apply to more distant family or friends.
• All parties understand that the tutor will only acknowledge the client and student if seen outside of lessons once the client and student engages with the tutor first in order to maintain confidentiality.
• The client and student understand that any reviews left for the tutor on Facebook or Google are public and that it is completely their decision as to whether they would like to leave a review or not, it is not mandatory but welcomed. The client and student also accept that said reviews may also appear on grsmathstutoring.co.uk.
• If the client and student have any complaints with regard to the tutoring service offered, the client and student are asked to arrange to discuss this with the tutor where all parties can then discuss any concerns, ways of improving / moving forward and ways of mediating said concerns.

Before Lessons

• All students must have similar educational requirements, such as same exam board and key stage for example, in order to have group lessons.
• All clients and students must have an introduction meeting with the tutor together as a group.
• All clients and students understand that elements such as lessons arrangements and lesson rearrangements must be fairly agreed by all client and students.

During Lessons

• The clients and students understand that the lesson must start on time, so if any clients and students are late, the lesson must still progress as normal even if they have not arrived.
• All parties understand that the tutor can conduct lessons with only the students present.
• All parties agree that all other parties can be within the lessons if required however these parties must be the only parties within lessons for any long periods of time unless agreed otherwise.
• All clients and students must agree on the content of each lesson or agree upon a way to fairly decide the content for each lesson, for instance students could take turns in deciding what to cover for example.
• All clients and students understand that there may be periods of time during lessons or there may be individual lessons where content is targeted more towards individual students however time during lessons will be as fairly distributed towards all students as possible by the tutor.
• All clients and students understand that they can be left alone, together or separately, in the tutoring area but not for long periods of time.
• All clients and students understand that some data elements such as work completed may be shared appropriately, only if necessary, with other clients and students only if it effects other clients' and students’ own data, in this case appropriate measures will be taken to minimise or fully remove the sharing of other clients' and students’ data as much as possible.
• All parties are agreeing to covering any homework set, even if certain students have not completed said homework.

Outside Of Lessons

• All parties must keep everything that happens within lessons between all parties confidential and must only share it with all parties and if necessary relevant authorities for safeguarding, child protection and e-safety purposes and for crime prevention.
• All clients and students can speak to the tutor privately through their own arrangements.
• All clients and students understand that what happens within lessons can be discussed with all clients and students appropriately however more personal information and details will be kept confidential to the individual client and student and any discussions about lessons will primarily involve discussing the individual client and student unless agreed otherwise.
• All clients and students understand that any discussions that directly involve all / other clients and students must be had with the clients and students directly involved unless agreed otherwise.
• All parties, if agreed upon, understand that for any general discussion, for elements such as lesson arrangements, an online group chat can be formed in order to undertake discussions with all parties.
• All clients and students can decide to change lessons from group lessons to other lessons if required and in this case the client and student that has made said change will be required to arrange a new schedule of / new individual lessons; any disputes over who has made said change will result all involved clients and students arranging a new schedule of / new individual lessons. Please keep in mind that splitting from the group will require that client and student to go to the back of the waiting list, and they therefore may have quite a wait before they can get another available slot.
• All clients and students understand that if they would like to introduce another client and student to the group lessons then this must be agreed upon by all clients and students, the new client and student must then have an individual introduction meeting with the tutor before joining the group lessons.
• All clients and students understand that their data cannot be deleted / destroyed if it affects another data subjects data, for safeguarding, child protection and e-safety purposes or for crime prevention purposes. Otherwise data will be kept confidential to the individual client and student where possible.
• All clients and students understand that any disagreements between the clients and students must be resolved by the clients and students.

• Online lessons are conducted via Skype. The client and student must send the tutor relevant contact Skype information for online lessons to be conducted, prior to the first online lesson.
• All parties understand that a feature of Skype is to display the number of mutual contacts between two accounts and that this feature cannot be turned off. This does not display who the mutual contacts are just the number of mutual contacts between the two accounts. Therefore, all parties understand and accept that this information is also shared with other clients and students of the tutor’s.
• All parties understand that they must be set up and signed onto Skype before the start of their lesson at which point any party can then call another party in order to begin the lesson at their designated start time.
• All parties understand that online tuition mainly refers to the use of video and voice calls, instant messaging and screen sharing between the tutor and student.
• The client understands that it is their own responsibility to make sure that the student turns their camera on during lessons if the client would like it to be on. It is always recommended that the camera is turned on during lessons for optimal tuition.
• All parties understand to give fair allowances with regard to technology in terms of any unexpected technological issues that may arise at the time tuition is supposed to take place.
• All parties agree that they will attempt to limit any online connection issues as much as possible. In the event of an unsustainable connection the lesson will end and the lesson fee will be reviewed dependant on reason for disconnection and length of lesson. If the majority of a lesson does manage to take place the full lesson charge may still be due.
• All parties understand that they must undertake online tuition within a private and suitable space where only all parties can view the lesson.
• All parties understand that devices being used during lessons must only be used for the purpose of tuition unless in the case of an emergency.
• All parties understand that if necessary all parties can ask to see any resources during the lessons over the camera in order to make online tuition as optimal as possible. This includes the student's written work.
• All parties understand that they may need to share the screen of their device to undertake optimal tuition and agree to share their screen if necessary appropriately.
• All parties understand that CCTV will still be used for the protection of all parties, and that the camera will be able to see the device screens being used by the tutor during the entire lesson. Again CCTV is used for safeguarding, child protection and e-safety as well as for crime prevention purposes and will only be shared with the relevant authorities if deemed necessary by the tutor.

All Lessons

• The client and student understands that the lesson fee is always dependant on the the time period of said lesson and will always be adjusted appropriately considering said condition, the standard lesson fee is subject to change and can be found on grsmathstutoring.co.uk at any time, any price disputes must be solved using said pricing strategy at the time of dispute. Lessons must be a minimum of one hour long.
• The client and student must pay the lesson fee before the end of the lesson to the tutor by cash or bank transfer, the payment recipient is the tutor and the client and student are asked to try and bring the exact amount of cash if possible. If possible bank transfer is preferred.
• The client and student are welcome to pay for lessons in bulk however they choose, and money will be allocated to lessons as they are undertaken, said money can also be allocated by the tutor for late cancellations or any other outstanding balance if required.
• The client and student agree that any cash payments requiring change can be provided to either the client or student.
• The client and student can request receipts of payment from the tutor.
• The client and student accept that any refunds are only given at the sole discretion of the tutor for any valid reasons.

Group Lessons

• All parties understand that if a new client and student is introduced to the group lesson, the price will be immediately set to the appropriate amount.
• All parties understand that the agreed price of lessons will remain constant for the individual clients and students even if the number of students in individual lessons is less than agreed, unless what is stated below occurs.
• All clients and students understand that if an individual client or student stops having group lessons for any reason then the remaining clients and students will be appropriately notified of this change and will be given a period of three weeks where the price will remain the same, of which afterwards it will be set to the appropriate amount as per the pricing on grsmathstutoring.co.uk.
• All clients and students understand that if they would like to rearrange a lesson for themselves, or would like to have any extra lessons separate to the regularly agreed group lessons, or move to any other permanent slot, then the price for said lessons will be immediately set to the appropriate amount.

• All parties understand that cancellations of any sort must be processed through the TutorBird portal, failure to adhere to this will result in the full lesson charge.
• All parties can cancel lessons, however all parties must give at least 24 hours notice of cancellation, in the event of the tutor cancelling within 24 hours a free lesson will be offered, in the event the the client and student cancelling within 24 hours they will still be charged the full lesson fee, wavier of this fee is at full discretion of the tutor. Please give as much notice as possible of any cancellations.
• The client and student understands that if they cancel three consecutive lessons, then the tutoring services offered to the client and student can be reviewed or terminated and made unavailable to them and this agreement can be cancelled, this is at the sole discretion of the tutor. Lesson viability and continuation will also be reviewed with regard to poor attendance.
• All parties understand that an extended period of cancellations can be made over the summer holidays of a maximum of six lessons.

• By registering  to GRS Maths Tutoring the client understands that they are asking the tutor to create an TutorBird account for the client and by using said account, the client is acknowledging that they also agree to the following TutorBird specific terms and conditions. This agreement is between TutorBird and the client, not the tutor. Said terms and conditions can be found here: https://app.tutorbird.com/TermsOfService.aspx
• The client understands that when an account is created for them the client has to agree TutorBird’s privacy policy themselves and that agreement is between TutorBird and the client, not the tutor.  Said privacy policy can be found here: https://www.tutorbird.com/privacy-policy/
• The client and student agree that the information provided within the GRS Maths Tutoring registration form, will be inputted into TutorBird in order to create and use their account and that information can be held by the tutor. The client’s phone number and email address will be used specifically so that all correspondence and other elements within TutorBird specifically go to and involve the client’s phone number and email address.
• All parties agree to keep everything with regard to TutorBird confidential and understand that anything inputted in any form into TutorBird will be kept confidential between all parties and TutorBird also. This term becomes void when regarding any safeguarding concerns and having to inform any relevant authorities.
• The client and student understand that the account created is mainly for the client’s information, however within lessons notes information may be placed that is useful for the student to acces.
• The client and student understand that it must only be themselves who uses their TutorBird account and the login information should never be shared with another party.
• All parties agree that relevant communication regarding tuition can take place between any / all parties through TutorBird. This includes any current / future methods of communication implemented on TutorBird.
• The client and student agree that all devices within the tutoring area can be used to safely log on to the client’s TutorBird account by the client and student, in order to make use of said account during lessons, however accounts will always be logged out of immediately by the client, student or tutor once the lesson is complete. The client also agrees to allow the tutor to log on to the client’s TutorBird account at any time but only for an appropriate reason.
• All parties understand that when holding a TutorBird account with the tutor, they will gain access to a TutorBird account with the tutor being linked to their account. When the client and student finish tuition permanently the client and student understand that their account information will be archived and access to the account will be revoked.

• The client and student understand that when an account is created for them the tutor has agreed to IXL’s terms and privacy policy on behalf of the client and student and that the client and student are also agreeing to abide by IXL’s terms and agree to IXL’s privacy policy which can all be found here: https://uk.ixl.com/privacypolicy
• The client and student understand that to gain an account on IXL with the tutor the client must ask the tutor to create them an account for which the tutor will then provide the login details appropriately.
• The client and student understand that the tutor can see information about the client's student's use of IXL and that this is only used for the purpose of mathematics tuition. This includes the ability to see what the client and student type in as answers to questions. The client and student agree to keep everything input into IXL appropriate and with regard to mathematics.
• All parties agree to keep everything with regard to IXL confidential and understand that anything inputted in any form into IXL will be kept confidential between all parties and IXL also. This term becomes void when regarding any safeguarding concerns and having to inform any relevant authorities.
• The client and student understand and agree that they both share the account created by the tutor and that both can use it appropriately and whenever necessary.
• The client and student understand that it must only be themselves who uses their IXL account and the login information should never be shared with another party.
• The client and student agree that the information provided within the registration form, can be inputted into IXL in order to create and use their account and that information can be held by the tutor. The client’s email address will be used specifically so that all correspondence and other elements within IXL specifically go to and involve the client’s email address. This includes receiving progress updates, being able to retrieve information about usernames / passwords if needed, and potentially other elements.
• The client and student understand that the first name and the initial of the last name of the student will be used by IXL to create their username which is input by the tutor. Also a password is created automatically by IXL for the account created.
• The client and student understand that the tutor can see the password that the client or student sets for their account, and are reminded to make sure this is always different from other accounts held and is appropriate. The client and student also agree to allow the tutor to change the account password if that’s ever necessary both in or outside of lessons for an appropriate reason.
• All parties agree that relevant communication regarding mathematics can take place between any / all parties through IXL. This includes any current / future methods of communication implemented on IXL.
• The client and student agree that all devices within the tutoring area can be used to safely log on to the client’s and student's IXL account by all parties, in order to make use of said account during lessons, however accounts will always be logged out of immediately by any party once the lesson is complete. The client and student also agree to allow the tutor to log on to the client’s and student's IXL account at any time but only for an appropriate reason.
• All parties understand that when holding an IXL account with the tutor, they will gain access to a paid for IXL account with the tutor being linked to their account. When the client and student finish tuition permanently the client and student understand that their account will be revoked and they will therefore no longer have the paid for IXL account provided by and linked with the tutor.

General

• The tutor cannot guarantee a grade / result increase for the student in any form of future examination, coursework, homework or work of any other form given from any other organisations.
• The tutor must always endeavour to give correct tuition.
• The tutor must strive to provide high quality tuition by regularly reviewing mathematical knowledge and  teaching practices by keeping up to date with new information and student requirements.
• The tutor will always strive to adapt lessons appropriately to the individual student and keep relevant resources that accommodate various learning styles.
• The tutor can postpone covering a topic until upcoming lessons to make appropriate preparations if the client and student has not given prior notice of wanting to cover said topic in previous lessons.
• The tutor cannot help to complete any homework / coursework or work of any other form given from any other organisations, however the topic in question can be covered.
• The tutor will keep relevant information, feedback and notes for the client, on each students’ lesson available on TutorBird. Said information, feedback and notes can be complied during the end of each students’ lesson as a plenary. Feedback will also be provided to clients or another agreed to party as much as possible at the end of lessons.
• Holiday periods taken by the tutor will be advised to the client in advance and will also be reflected in the TutorBird portal.

Group Lessons

• The tutor must keep all personal data / information confidential to the individual client and student unless instructed otherwise by the client and student.
• The tutor must strive to fairly distribute their time during individual lessons or over a period of lessons towards all students.

Tutor Information

• The tutor has a clear DBS enhanced criminal record certificate (renewed every three years and signed up to the DBS update service), general liability insurance and professional indemnity insurance.
• The tutor has both a first class honours in ‘BSc (Hons) Mathematics’ and a PGCE (QTS) in ‘PGCE Lower Primary With QTS’ as well as many other qualifications.
• The tutor is a member of the ‘The Tutors’ Association’, and follows all policies and codes of conduct provided by the association.
• The tutor runs GRS Maths Tutoring as self employed, and completes all self assessment and self employed necessities.

Waiting List

• The waiting list is always ordered in order of registration.
• Permanent lesson slots will always be offered out in order of the waiting list.
• Ad hoc lessons will not be offered out in order of the waiting list, but will instead be on a first come first served basis booked into by the client on TutorBird.
• Clients and students that have had an introduction meeting will be able to book into lessons on their TutorBird portal, clients and students who have not had an introduction meeting will be required to wait until the tutor can book them in manually for an introduction meeting but again this will be on a first come first served basis.
• No form of permanent slot or ad hoc can ever be promised by the tutor, and no time frame can be promised either, estimates can be given by the tutor if required.
• The client and student can request to know their position on the waiting list.
• Any forms of days off from school, lessons may be able to booked in for, but they may not appear as available on TutorBird as usual lessons, so the client and student are welcome to message the tutor to check availability.
• If fully booked, the tutor’s usual availability is only full due to those being the main times students are not usually in school, however during most days lessons will be available if requested.

Establishment Information

• The establishment is first and foremost a home with an area customised for tuition purposes.
• Other household members or visitors may be in the establishment during lessons, however they will not be within the tutoring area during lessons.
• The establishment is cleaned and monitored regularly.
• Drinking water facilities are available within the tutoring area.
• Food and drink is allowed within the establishment, however caution is advised.
• Toilet facilities are available within the establishment but are outside of the tutoring area.

General

• Safeguarding, child protection and e-safety are all equally considered as extremely important and are treated as a top priority in order to make sure that all parties are kept safe.
• Safeguarding, child protection and e-safety is the responsibility of the tutor meaning the tutor is in charge of all safeguarding procedures and should be contacted for any and all safeguarding, child protection and e-safety based queries.
• Child protection specifically applies to all under age 18.
• An ethos in which the client and student feel: safe, able to engage comfortably and listened to is always provided by the tutor, and the tutor will always offer full support with regards to safeguarding, child protection and e-safety.
• The tutor always endeavours to provide a safe and welcoming environment for all clients and students and has a duty of care to the student while they are undertaking lessons.
• Any barriers the client or student may face will always be accounted for and support will always be offered by the tutor where possible.
• The tutor can conduct lessons with only the student present, mainly due to the CCTV facilities which therefore protect all parties.
• Training has been undertaken by the tutor, the tutor has gained relevant qualifications from the NSPCC in the courses: ‘Child protection: an introduction (online course)’ and ‘Keeping children safe online (2.0) (online course)’.

E-Safety Information

• Any form of technology is only used for tuition / emergencies during lessons.
• E-safety and online safety practices are encouraged by the tutor during lessons.
• Responsibility is expected from the client and student when using equipment and the internet.
• Access to an electronic tablet is available during lessons so that the client and student can use various resources, however the client and student will be monitored while in use of it. The client and student can also log on to relevant accounts, login information is then logged out of and removed after every lesson. Relevant parental controls have also been activated on the device. The history is saved on the device, however the tutor checks and clears it after every lesson, if there are any concerns the history will not be deleted and necessary appropriate actions will be taken.
• Any messages, correspondence or information provided through any form of technology based communication by the client or student will be kept strictly confidential by the tutor and only shared if necessary with relevant authorities. The client and student are also giving permission for either party to message the tutor regarding mathematics tuition whenever necessary through any messaging platform.

Procedures Information

• Appropriate steps are taken in order to protect all that use this tuition service, this responsibility will be met by constant monitoring and regular reviewing of all procedures.
• Procedures are in place to manage safeguarding, child protection and e-safety cases or concerns.
• Any form of case or concern about safeguarding, child protection or e-safety will be raised by the tutor appropriately with relevant authorities as soon as said case or concern is recognised.
• All forms of data and everything within lessons is kept strictly confidential, unless a serious incident arises, or something serious is said, meaning therefore the case or concern must be reported further to the relevant authorities.
• CCTV records every lesson for the protection of all parties in terms of safeguarding, child protection and e-safety and for crime prevention, CCTV recordings will only be accessed / shared with relevant authorities when deemed necessary by the tutor.
• A safeguarding, child protection and e-safety incident log will be kept and used to record any cases or concerns that arise and can include some forms of the client’s and student's data.

The following data will be collected and potentially shared with relevant authorities in the event of a safeguarding concern for the safeguarding, child protection and e-safety incident log:

• Name, age, gender and ethnicity of the student.
• Relevant dates and times.
• Parties involved.
• Information about the party raising the concern.
• Background incident information.
• General information about the concern.
• Event incident information.
• Interpretation of event.
• Agreed actions.
• Actions taken.

General

• Membership with the ICO (Information Commissioners Office)  is held by the tutor and the tutor adheres to the GDPR (General Data Protection Regulations) which is regularly reviewed in order to fulfil the clients and students rights.
• The data protection officer and the data controller is the tutor, the only person with access to the data and the only person who can use it appropriately is the tutor. The tutor should be contacted for any and all GDPR, data protection and privacy based queries. Exceptions to this include: Video and audio doorbell footage which can be accessed by other household members as stated below, and other data can be provided to relevant authorities if necessary as mentioned below, otherwise the tutor is the only party with access to any data.
• The client and student are agreeing to have their data collected, used and processed for the purposes of tuition. To run the tuition service effectively the tutor does not allow an opt out from data collection, however the data collected is the minimum required to operate effectively. 
• Data is obtained from the tutor, client and student, data is only asked for if necessary, data is only ever used reasonably and fairly.
• Data / Information supplied from the client and student is expected to be kept up to date by the client and student, therefore the client and student are expected to ask the tutor to update said information when necessary.
• Contract is the lawful basis used in order for all parties to fulfil the the terms, conditions and policies, this lawful basis is used as data processing is necessary to fulfil the tuition service.
• Special category data is also collected (ethnicity and relevant health information) in order to provide appropriate safeguards for the protection and interests of the client and student.
• Communication will be undertaken by the tutor with relevant parties appropriately through different appropriate methods.
• Any external links provided on grsmathstutoring.co.uk are not the responsibility of the tutor.
• The ability to lodge a complaint about the tutor with regard to data can be reported to the tutor or the ICO, this is a right for the client and student and can be conducted if they feel it is necessary.

Data Information

• Data is used to provide a tuition service to the student and to complete relevant self employment necessities.
• A general use of all data asked for is for the protection of all parties with regard to safeguarding, child protection and e-safety and for crime prevention.
• It is at the client’s and student's discretion to decide to use any forms of communication and they understand that forms of their data are collected automatically through their usage.
• Information provided through bank transfers may be seen by relevant banks and HMRC if ever requested.
• A GDPR, data protection and privacy incident log will be kept and used to record any data issues that arise and can include some forms of the client’s and student's data.

Data collected and processed includes: 

• Communication correspondence the client and student uses.
• Information provided on the registration form on grsmathstutoring.co.uk.
• Scheduling, financial, student progress logs and communication information on TutorBird.
• Any educational work.
• Tablet internet history (regularly cleared).
• Safeguarding, data protection and health and safety log information.
• CCTV footage.
• Information provided through bank transfers.

CCTV Information

• CCTV records every lesson for the protection of all parties in terms of safeguarding, child protection and e-safety and for crime prevention.  A video and audio doorbell is also used for the same purposes, access to the doorbell footage is available to all members of the household but is deleted by the tutor on a regular basis.
• CCTV within the tutoring area records video only, the video / audio doorbell collects video and audio.
• CCTV recordings will only be accessed by the tutor when necessary, however they can be shared with relevant authorities when deemed necessary by the tutor for safeguarding, child protection and e-safety and for crime prevention purposes.
• CCTV recordings within the tutoring area are kept as they cannot be deleted, they can only be overwritten by new recordings, the oldest recordings will be overwritten first.

Data Protection Information

• For security purposes all personal data is kept within: a locked draw within the tutoring area which itself is locked within a locked establishment, a password protected computer, phone, tablets, smart watch and CCTV system, relevant online password protected accounts.
• All security measures can only be accessed by the tutor, the establishment and tutoring area can be entered by other members of the household however the tutoring room specifically cannot.
• If any data needs to be transferred either physically or electronically, then it will be done safely and securely with the security of said data considered as a top priority, with regard to confidentiality.
• Where possible data is backed up and back ups are regularly tested as to whether they are working.
• In the event of a data breech, all efforts will be made to identify, report, manage and resolve the issue.
• Risks of holding data are regularly reviewed and limited as much as possible.
• Data security is regularly reviewed and improvements are made where / if possible.

Confidentiality & Sharing Data Information

• The importance of keeping all data confidential is fully understood and the tutor will always adhere to keep data as such, making confidentiality paramount. The client and student are also agreeing to keep everything confidential with regards to tuition and the tutor.
• Personal data can only be discussed and shared with the parties involved unless agreed otherwise.
• Personal data may also be discussed and shared with representatives of the client or student as long as there has been a previous agreement in any form with the client and student.
• Personal data will never be shared with third parties other than relevant authorities if necessary for safeguarding, child protection and e-safety purposes or for crime prevention and in the case of the video / audio doorbell which can be viewed by other members of the household.
• All of the client’s and student's physical and electronic personal data held can be provided safely and securely to them or another organisation if required by the client and student.
• Tablet internet history is checked after every lesson, and as long as no issues need to be reported to the client or relevant authorities then the history is deleted after each lesson.
• The client and student will not be expected to pay any charges to exercise any of their rights, any requests made however, the tutor has a month to respond.

Data Deletion / Destroying Information

• If the client or student would like to take action with regard to their data in any way then they are asked to start a discussion with the tutor.
• If the client or student would like to carry out their right of if possible having their data deleted / destroyed as much as possible, restrict / object to it being used or processed as much as possible, then the tuition service will cease pending further discussions on how to proceed with these requests in mind.
• Data cannot be deleted / destroyed if it affects another data subjects data, for safeguarding, child protection and e-safety purposes, for crime prevention purposes, for relevant self employment necessities (HMRC self assessment) and on TutorBird again for relevant self employment purposes, on Tutorbird however the data is archived and not accessed regularly.
• Data is only kept for as long as it is necessary, after it is no longer needed, if possible, it is deleted / destroyed.
• Physical data on paper to be destroyed is shredded.

• A risk assessment has been carried out by the tutor and relevant health and safety measures have been taken.
• No form of first aid or medical training has been undertaken by the tutor or anyone who is regularly within the establishment .
• A first aid kit and fire fighting equipment are available within the tutoring area and can be visibly seen at all times.
• Relevant signage has been put up within the establishment for health and safety precautions.
• There are dogs within the establishment and whilst they would never be in the tutoring area during lessons, we cannot always guarantee the dogs won’t be within the tutoring area outside of lessons, if you suffer from dog allergies, please advise us so that we can discuss further how to move forward if possible.
• Smoke and carbon monoxide alarms are active within the establishment.
• In case of a fire / alarm, all parties are asked to leave immediately through the front door (the fire exit) of the establishment and wait outside away from the establishment until further notice from the tutor.
• For any form of immediate emergencies, one of all able parties are asked to contact relevant emergency services immediately if necessary.
• Please inform of any relevant health information when registering so that the situation can be safely evaluated.
• Please be aware that the tutoring area does not have any specific facilities with regard to any disabilities, but please feel free to discuss any requirements with the tutor prior to registering to see if arrangements can be made.
• A health and safety accident book will be kept and used to record any form of accident that has arisen and can include some forms of the client’s and student's data.