top of page
Bright-Bee-Tutors-logo

DATA PROTECTION AND PRIVACY POLICY

 

Bright Bee Tutors

Data Protection & Privacy Policy

Last updated: 18 August 2026
Policy owner: Bright Bee Tutors
Website: brightbeetutors.com
Contact: brighbeestutors@gmail.com

 

1. Introduction

Bright Bee Tutors (“Bright Bee”, “we”, “us” or “our”) is committed to protecting the privacy and personal information of our students, parents and guardians, tutors, applicants and website visitors.

We recognise that we have a particular responsibility when handling information relating to children and young people. We aim to collect and use personal information fairly, transparently and only where it is necessary for the purposes described in this policy.

This Privacy Policy explains:

  • what personal information we collect;

  • how and why we use it;

  • who we may share it with;

  • how we protect it;

  • how long we keep it;

  • your rights in relation to your personal information; and

  • how you can contact us about privacy and data protection.

Bright Bee Tutors will handle personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and applicable privacy and electronic communications legislation.

Where our online services are likely to be accessed by children, we will take account of the ICO’s Children’s Code and the additional protections it provides for children’s personal information.

 

2. Who are we?

Bright Bee Tutors provides online tutoring services to students, including students below the age of 18.

For the personal information processed in connection with the operation of Bright Bee Tutors, we are generally the data controller.

This means that we are responsible for deciding how and why personal information is processed.

Where a third-party service provider processes personal information on our behalf, that provider will generally act as a data processor and will be required to handle information in accordance with applicable data protection requirements and our instructions.

Our privacy contact is:

Email: info@brightbeetutors.com

 

3. Whose information do we collect?

Depending on your relationship with Bright Bee, we may collect information about:

  • parents and guardians;

  • students;

  • tutors;

  • prospective tutors and tutor applicants;

  • website visitors;

  • people who contact us with enquiries; and

  • other individuals where this is necessary to provide or administer our services.

 

4. Information we collect

The information we collect depends on how you interact with Bright Bee.

4.1 Parents and guardians

We may collect:

  • name;

  • email address;

  • telephone number;

  • billing and payment information where applicable;

  • information about the student;

  • preferred tutoring arrangements;

  • information provided through our booking or enquiry forms;

  • correspondence with Bright Bee;

  • information relating to lessons, bookings, cancellations or complaints; and

  • consent or preferences relating to recordings and other aspects of our service.

4.2 Students

We may collect information such as:

  • name;

  • age or date of birth where necessary;

  • school year;

  • school or educational setting where relevant;

  • subjects being studied;

  • examination board where relevant;

  • academic goals and areas requiring support;

  • information provided during tutoring;

  • lesson notes and progress information;

  • feedback;

  • information contained within lesson recordings where applicable; and

  • information necessary to safeguard the student.

We will only collect information that is reasonably necessary for providing and managing our services.

​

4.3 Tutors and tutor applicants

We may collect:

  • name and contact details;

  • date of birth where necessary;

  • educational information and qualifications;

  • university information;

  • tutoring-related information;

  • information provided during the recruitment and assessment process;

  • right-to-work information;

  • DBS information and relevant verification information;

  • safeguarding and training records;

  • payment and invoicing information;

  • correspondence with Bright Bee; and

  • information relating to tutor performance, training and quality assurance.

Where DBS information is processed, it will be handled carefully and only for appropriate safeguarding and legal purposes.

4.4 Website visitors

When you use our website, we may collect information such as:

  • information submitted through website forms;

  • technical information;

  • device and browser information;

  • IP address;

  • information about how the website is used; and

  • cookie and similar technology information.

Further information about cookies may be provided in our Cookie Policy.

 

5. How we use personal information

We may use personal information to:

  • provide and administer tutoring services;

  • arrange and manage lessons;

  • match students with suitable tutors;

  • communicate with parents, guardians, students and tutors;

  • process bookings and payments;

  • manage tutor recruitment and onboarding;

  • conduct safeguarding checks;

  • maintain appropriate safeguarding records;

  • monitor the quality and safety of tutoring;

  • create and maintain lesson records;

  • monitor student progress where appropriate;

  • deal with complaints and concerns;

  • investigate safeguarding concerns;

  • prevent fraud, misuse or other unlawful activity;

  • comply with our legal and regulatory obligations;

  • maintain appropriate business and financial records;

  • improve our services;

  • manage our website and technology systems;

  • communicate important service information; and

  • We may occasionally contact parents or tutors with information about Bright Bee Tutors, including new services, tutoring opportunities, updates or offers. Where required by law, we will ask for your consent before sending marketing communications. You can withdraw your consent or opt out of marketing communications at any time. Essential communications relating to tutoring services, bookings, payments, safeguarding or other matters concerning your relationship with Bright Bee are not considered marketing communications.

We will not use children's personal information for purposes that are incompatible with the purposes for which it was collected.

 

6. Lawful bases for processing

We will only process personal information where we have a lawful basis to do so.

Depending on the circumstances, this may include:

Contract

We may process information where it is necessary to provide tutoring services that have been requested or to take steps before entering into an agreement.

For example, we may need to process a parent's contact details and a student's tutoring requirements to arrange a lesson.

Legal obligation

We may process information where necessary to comply with a legal obligation.

This may include certain financial, accounting, safeguarding or regulatory requirements.

Legitimate interests

We may process information where this is necessary for our legitimate interests, provided that those interests are not overridden by the rights and interests of the individual.

Examples may include:

  • administering our business;

  • maintaining appropriate records;

  • improving our services;

  • protecting the security of our systems;

  • preventing fraud or misuse; and

  • maintaining appropriate safeguarding and quality assurance arrangements.

When relying on legitimate interests, we will consider the impact on individuals and apply appropriate safeguards, particularly where children are involved.

Consent

In some circumstances, we may rely on consent.

Where we rely on consent, you will be informed what you are consenting to and will generally be able to withdraw that consent.

Withdrawal of consent will not affect processing that took place before consent was withdrawn.

Consent is not necessarily the lawful basis for every activity involving a child. We will select the lawful basis that is appropriate to the particular processing activity.

 

7. Children's information

Bright Bee provides tutoring to children and young people and therefore takes the protection of children's personal information particularly seriously.

We will:

  • collect only information that is reasonably necessary;

  • explain how information is used in clear language;

  • consider the best interests of the child when designing and delivering our services;

  • avoid unnecessary collection or sharing of children's information;

  • apply appropriate security measures;

  • avoid retaining information longer than necessary;

  • provide appropriate support for exercising data protection rights; and

  • take additional care where information could be particularly sensitive or potentially harmful if misused.

Parents and guardians may contact us regarding information relating to their child. However, children also have data protection rights of their own, and these rights will be considered according to the child's age, understanding and the circumstances of the request.

The ICO's Children's Code recognises that children can have rights over their own personal information and that organisations should take the best interests of children into account.

 

8. Tutoring sessions and recordings

Bright Bee may record online tutoring sessions for safeguarding, quality assurance, training and the investigation of concerns or complaints.

Further information about recordings, including how they are stored, accessed and deleted, is contained in our separate:

Recording & Privacy Policy.

Recordings will not be used for unrelated purposes such as advertising or public publication unless appropriate permission and a lawful basis have been established.

Access to recordings will be restricted to authorised individuals who have a legitimate reason to access them.

Where recording is not required for a particular purpose, we will not retain it unnecessarily.

 

9. Sharing personal information

We will only share personal information where there is a legitimate and appropriate reason to do so.

This may include sharing information with:

Assigned tutors

We may provide a tutor with information that is reasonably necessary for them to provide effective and safe tutoring.

For example, this may include:

  • student's name;

  • year group;

  • subject;

  • relevant academic goals;

  • areas requiring support; and

  • information necessary to conduct the lesson safely.

Tutors should not receive information that is unnecessary for their role.

Parents or guardians

Where appropriate, we may share information relating to a student's tutoring, progress, attendance, lesson arrangements or safeguarding with the student's parent or guardian.

Service providers

We use third-party providers to help operate Bright Bee Tutors.

Depending on the services we use, these may include providers for:

  • website hosting;

  • email;

  • online tutoring/video conferencing;

  • scheduling;

  • payment processing;

  • document storage;

  • lesson recording;

  • transcription or lesson-note generation;

  • administrative systems; and

  • analytics or website functionality.

These providers may process personal information on our behalf where necessary to provide their services.

We will take reasonable steps to ensure that appropriate contractual and security arrangements are in place.

Safeguarding and legal disclosures

We may share information where necessary to:

  • protect a child or another individual from harm;

  • investigate or respond to a safeguarding concern;

  • comply with a legal obligation;

  • respond to a lawful request from a competent authority; or

  • establish, exercise or defend legal claims.

Data protection law does not prevent necessary and proportionate information sharing for safeguarding purposes where the relevant legal requirements are met.

 

10. International transfers

Some third-party technology providers may process information outside the United Kingdom.

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place, in accordance with applicable data protection law.

 

11. Data security

We take reasonable and appropriate technical and organisational measures to protect personal information from:

  • unauthorised access;

  • accidental loss;

  • misuse;

  • alteration;

  • disclosure; and

  • destruction.

Access to personal information will be limited to individuals who need it for their role.

Bright Bee tutors are expected to keep student and parent information confidential and must not use or disclose it for purposes unrelated to their work with Bright Bee.

However, no online system can be guaranteed to be completely secure. Where a personal data breach occurs, we will assess it and take appropriate action in accordance with applicable data protection requirements.

 

12. Data retention

We will not keep personal information indefinitely.

Information will be retained only for as long as it is reasonably necessary for the purpose for which it was collected, or for as long as we are required to retain it by law.

Different types of information may therefore be retained for different periods.

Our retention considerations may include:

  • whether the information is still required to provide the service;

  • safeguarding requirements;

  • legal and regulatory obligations;

  • financial and accounting requirements;

  • the need to resolve disputes or complaints;

  • the need to establish or defend legal claims; and

  • whether continued retention is proportionate and necessary.

Lesson recordings will be subject to the specific retention period set out in our Recording & Privacy Policy.

Where information is no longer required, it will be securely deleted or otherwise disposed of.

 

13. Marketing

We may occasionally send information about Bright Bee Tutors, our services or relevant updates.

We will comply with applicable rules concerning electronic marketing.

Where consent is required, we will obtain it before sending marketing communications.

You can unsubscribe from marketing communications at any time.

You will continue to receive essential service-related communications where necessary, such as information concerning bookings, lessons, payments, safeguarding or changes to our services.

 

14. Cookies and website technologies

Our website may use cookies and similar technologies to make the website function, understand how visitors use it and, where applicable, provide additional website functionality.

Where required, we will seek appropriate consent before placing non-essential cookies.

Please see our Cookie Policy for further information.

 

15. Your data protection rights

Depending on the circumstances, you may have rights under data protection law including the right to:

  • be informed about how your information is used;

  • request access to your personal information;

  • request correction of inaccurate or incomplete information;

  • request deletion of personal information in certain circumstances;

  • request restriction of processing in certain circumstances;

  • object to certain processing;

  • request transfer of certain information in a portable format;

  • withdraw consent where processing is based on consent; and

  • object to certain direct marketing.

These rights are subject to certain legal exceptions and are not absolute.

Children can also have their own data protection rights. We will consider requests involving children appropriately, taking into account the child's age, understanding and best interests.

 

16. How to exercise your rights

To exercise a data protection right or ask a question about how we use your information, contact:

Email: info@brightbeetutors.com

Please provide enough information for us to identify you and understand your request.

We may need to verify your identity before providing information or making changes.

We will respond within the applicable legal timeframe.

 

17. Complaints about data protection

If you have concerns about the way Bright Bee Tutors has handled your personal information, we encourage you to contact us first so that we can investigate and try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has been handled unlawfully.

Information about making a complaint is available through the ICO's website.

 

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect:

  • changes to our services;

  • changes to the technology we use;

  • changes to data protection law;

  • guidance from regulatory authorities; or

  • changes to our internal procedures.

The latest version will be made available on our website and will include the date it was last updated.

Where a significant change affects how we use personal information, we will take appropriate steps to communicate the change.

 

19. Contact us

If you have any questions about this Privacy Policy or how Bright Bee Tutors handles personal information, please contact:

Bright Bee Tutors
Email: info@brightbeetutors.com
Website: brightbeetutors.com

 

Important note

This Privacy Policy is intended to explain Bright Bee Tutors' approach to data protection and privacy. It should be reviewed alongside our:

  • Terms & Conditions;

  • Recording & Privacy Policy;

  • Safeguarding & Child Protection Policy;

  • Cancellation & Rescheduling Policy.

The policies should be kept consistent with the actual systems, software, retention periods and procedures used by Bright Bee Tutors.

bottom of page