Privacy Policy

Last updated: August 2026 · aheadtutors is a service of Axis Educational Trust (Registered Charity No. 1041474)

1. Who we are

aheadtutors provides live online tuition for students in Years 3–13. The service is operated by Axis Educational Trust, 16-17 Grand Arcade, Industrial House, North Finchley, London N12 0EH. Axis Educational Trust is the data controller for the personal information described in this policy. Contact: online@tuitioncentres.org · 020 7607 9330.

2. What we collect

Application details — parent/guardian name, contact details, address; child's name, date of birth, year group, school, chosen subjects; any medical or SEN information you choose to share; emergency contact details.
Enrolment records — lessons, attendance, homework, assessment results, progress and written reports.
Financial records — invoices, payments and account balance. We do not store card numbers.
Lesson recordings — every live lesson is recorded in full. Recordings include your child's voice when they speak and their image if their camera is on. This is explained, and consented to, in the application form.
Portal accounts — email addresses and login records for the parent portal and student access.

3. Why we use it (and our lawful bases)

To provide tuition — scheduling, teaching, homework, reports, invoicing (performance of our agreement with you).
Safeguarding — lesson recordings, attendance and staff vetting records are kept to protect children and staff (legitimate interests and legal obligations relating to child safeguarding).
Revision access — recordings are made available to the students of that class to re-watch their own lessons (performance of our agreement, with your consent given at application).
Communication — lesson updates, reports, invoices and service messages to parents (performance of our agreement).
Promotion — hand-picked photos or clips are used in our newsletters, website or social media only where you gave the separate optional permission on the application form (consent, withdrawable at any time).
Medical / SEN information — used only so tutors can support your child appropriately and respond in an emergency (substantial public interest — safeguarding; and your explicit consent by providing it).

4. Lesson recordings

Recordings are stored securely, are accessible only to the students of the class, their parents, and our staff, and are never published on the open web. It is not technically possible to exclude an individual student from a lesson recording, which is why recording consent is a required part of enrolment.

5. Where your data lives

Our systems run on Google Cloud (Firebase), with data stored in Google's London (europe-west2) region. Emails are sent through our own mailboxes. Lesson recordings are stored in our secure online classroom and storage platforms. We use appropriate technical measures — encryption in transit and at rest, role-based access, and audit trails — to protect your information.

6. Who we share it with

Our tutors and staff, on a need-to-know basis, to deliver tuition and safeguard students.
Service providers that process data on our instructions (cloud hosting, the online classroom platform, email delivery). They may not use your data for their own purposes.
Authorities where the law or child-safeguarding duties require it.

We never sell personal information, and we never share it for third-party marketing.

7. How long we keep it

Enrolment, attendance and report records — for the duration of enrolment and a reasonable period afterwards for re-enrolment, references and our legal obligations.
Financial records — 6 years, as required by law.
Lesson recordings — for the academic period they support (revision) and any longer period required for safeguarding purposes, after which they are deleted.
Unsuccessful applications and enquiries — up to 12 months, then deleted.

8. Your rights

Under UK GDPR you can ask us for a copy of the information we hold, ask us to correct it, ask us to delete it (where we have no overriding duty to keep it — safeguarding records, for example, may need to be retained), object to or restrict certain uses, and withdraw any consent you have given (such as the optional promotional permission) at any time. Contact online@tuitioncentres.org — we respond within one month.

If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ico.org.uk).

9. Children

Our service is arranged and consented to by parents and guardians; we do not collect information directly from children beyond what tuition itself requires (their participation in lessons, homework and assessments). Students' portal access is provisioned through their parents.

10. Changes

If we make material changes to this policy we will tell parents by email and update the date at the top of this page.