Privacy Policy

This page was last updated on 19 January 2025.

EduClubs Limited is a company registered in England and Wales (No. 15434759) with a registered office at:
EduClubs Limited, 19 Rotton Park Road, Edgbaston, Birmingham, B16 9JH

Herein referred to as “EduClubs” or “we” or “our” or “us” have created this privacy policy (“Policy”) in order to demonstrate our firm commitment to the privacy of the details that you provide to us when using this website, as the data controller for the purposes of the GDPR (General Data Protection Regulations EU 2016/679) and related UK legislation.

In this Policy, references to “you” and “your” are references to the User of i.e. www.educlubs.co.uk (the “Site” or “Website”) regardless of whether you are a Student, Parent or Tutor or other user. It applies to information we collect about Users of our Site and amongst other things, this Policy describes what personally identifiable information “Personal Information” we collect from you, how and when it is used, how we protect it and who has access to it.

This Policy incorporates our Cookie Policy (where applicable) by this reference.

1.0 This policy

This Policy explains our processing of your personal data and your rights according to EU General Data Protection Regulation and UK data protection legislation.

We reserve the right to modify this Policy at any time without notice by posting the changes on this page.

2.0 What information is being collected and how is the information used?

2.1 What information is collected?

a. Personal information you give us that is necessary for the use of the Website

EduClubs processes personal data as a necessary part of entering into and performing our contract with you, which is governed by our Terms and Conditions.

As part of the process of using our Website and the Services, we require you to give us certain Personal Data which we need to provide our Service. Without this information we may not be able to fulfil our contract with you. This information includes:

Account information: to enable us to create an account for you on the Website. Depending on whether you register as a parent, student, or tutor, this information can include your name, email, telephone number and postal address.
Tutor application details: so we can process your application to become a tutor. These details include your educational background and qualifications, your tutoring subjects, your profile picture, your resume, the prices you propose to charge, your availability, your location and your gender.
Identity verification information: when you apply as a tutor we ask for verification of your qualifications, for example, degree certificate awarded by your university and a clean DBS check (if applicable). We also ask for information to demonstrate that you have the right to work in the UK.
Booking history: to facilitate tutorials including information on booking requests, status of bookings, booking subjects (via Clubs or Courses), students, dates, one to one or group bookings, cancellations and feedback

b. Information we automatically collect from your use of the Website

We collect some information from all users of the Website regardless of whether you are registered with us as a parent, student or tutor, to fulfil our contract with Users and to enable our legitimate interests in providing the Website and Services.

Automatically tracked information includes: Cookie information, your IP address, details of the device you use to access the Website, the pages you visit and the actions taken, the times and dates of actions you take on our Website, your interactions with our messages (via email or otherwise).

c. Information we collect from third parties

Student details: if you (as a parent or student) are registered as a Student User and book a tutor on our Website, your tutor will get access to the Student’s personal EduClub progress report for the Student’s enrolled Club. This provides the tutor with information necessary to support the Student in various development areas. Your tutor from EduClubs may share feedback on the Student’s progress with the parent or student to help tailor the Student’s learning.
Tutor feedback: If you have a profile as a tutor on the Website we collect information on your rating and feedback from Students and Parents to help show you areas you’re doing well in and areas that could be enhanced to provide a better learning experience for the tutor and student. This information is shared with you, if you are a tutor, and may be displayed on your public profile.
Identity verification information: if you ask EduClubs to sponsor you to get a DBS check, our DBS partner will share outcome of your DBS check with us.
Other sources: we reserve the right, where permitted by law, to collect and use information on you from third party providers.

d. Financial information

At times EduClubs may require you to provide us with Financial Information to authorise or process payment and bill you or pay you for the Services. These details include for tutors: your nominated bank account, your invoices and your payment history, and for customers your payment history (via our payment processing companies).

When a Parent or Student books a tutor via the Website or when a Tutor receives payment for delivering tutoring Services via the Website, EduClubs will pass your Financial or Personal Information to those third parties necessary to process your payment transactions with us, such as credit card companies, payment processing companies (such as Paypal or Stripe) and banks.

The legal basis under GDPR by which we are permitted to process this information in this way is that it is necessary for the performance of a contract to which you are a party, or to take steps prior to entering into a contract with you or where we need to comply with a legal obligation. This includes exchanging information with other companies and organisations for fraud protection and credit risk reduction. Except as provided above, we will not share Financial Information with third parties without your prior consent.

2.2 How is the information used?

The Website asks you to provide various types of Personal Information to enhance the quality of the Services we can provide to you.

Any Personal Information that is held with the Website shall be retained in accordance with the GDPR.

EduClubs is the data controller in respect of all of the Personal Information which EduClubs collects and receives about you when you use the Website and other EduClubs Services.

a. Data processing to provide and improve the Website and EduClubs Services

We use your information primarily to fulfil our contract to provide you with the Website and Services that you request. We run the following processes to fulfil our contract with you:

Enabling you to access the Website and create an account
Enabling you to purchase a Product from our Website
Enabling you to subscribe to a Club or Course
Enable you to book a tutor on a subscribed Club or Course
Enabling tutors to create and promote their tutoring services on the Website
Facilitating matching between parents, students and tutors
Enabling bookings between customers and tutors
Enabling you to communicate with other users
Enabling you to receive updates from EduClubs about your account
Providing feedback and progress reports
Providing video tutorials
Enabling payments
Providing support for all Users (parents, students and tutors)
Providing images, resources and blogs to enable better learning experiences for Users

We also use your information to develop our Website and Services for better outcomes and experience for you. These processes include:

To support the technical administration, development and enhancement of the Website
To ensure quality of Service for our Users
To support a safe and secure Service for our Users
To support Product and Service development
To improve our Website functioning for Users
Preventing fraud, spam and abusive or inappropriate behaviour
Fulfilling our safeguarding and legal obligations

You acknowledge that your Personal Information may be used by EduClubs to contact you by post, phone or by email when necessary in connection with the Services requested by you on the Website.

b. Data processing to provide, tailor and improve our marketing activities

We use your information to support our marketing initiatives of our Website and Services. These processes include:

Marketing activities to promote our Services to registered Users. These may be personalised to you and can be delivered by email, social media advertising and other digital marketing channels
Notifying you about upcoming Services or surveys
Undertaking analysis and surveys to understand how efficient our Services are
Undertaking research, feedback and surveys to better understand our customers interests, needs and requirements
Analysing your interactions and responses to improve the efficiency of our marketing activities

c. Direct marketing

At times, EduClubs may contact you by post, by telephone (which may be recorded for quality assurance purposes) or by email, with information or offers relating directly to the Website and our Services.

When you register on the Website, you accept that your contact information may be used by EduClubs for direct marketing purposes relating directly to the Website and our Services.

Upon registration, you will receive a welcome introductory email which you cannot opt out of receiving. Once this initial email has been received, you will be able to unsubscribe or opt-out, in every marketing e-mail that we send you thereafter. This can be done through the account settings of your account.

Depending on your decision not to opt-out of receiving marketing communications from EduClubs, EduClubs may contact you by post, by telephone (which may be recorded for quality assurance purposes) or by email with information or offers regarding products (and services) such as promotions, discounts, exclusive offers or information.

d. Third party direct marketing

If you have given your consent when submitting your information on the Website for your Personal Information to be provided to specific categories of third parties (other than EduClubs), or for EduClubs to send you marketing communications relating to products and services from third parties, then we/they may contact you by post, telephone (which may be recorded for quality assurance purposes) or email with information or offers regarding their products and services.

e. The legal grounds under GDPR for processing your personal data described above are as follows

It is necessary for the performance of a contract to which you are a party, for us to provide you with our products and services. We have set out above which information is necessary for us to process, without which we will be unable to provide you with our services.
It is necessary for the purposes of our legitimate interests, such as fraud prevention, child protection, maintaining quality of service, error detection and cybersecurity, except where our interests are overridden by the interests, rights or freedoms of affected individuals (such as you). To determine this, we shall consider a number of factors, such as what you were told at the time you provided your data, what your expectations are about the processing of the data, the nature of the data, and the impact of the processing on you. In order to protect children from harassment and abuse, we require all online tutoring sessions to be recorded and provided to the parent after each session.
You have given us explicit opt-in consent to the processing of your personal data for one or more specific purposes, namely where you have given us consent to receive electronic Direct Marketing by us and/or by third parties as described in this notice.
Where we need to comply with a legal obligation;
Where we need to protect your interests (or someone else’s interests); and/or
Where it is needed in the public interest or for official purposes

3.0 Who else has access to this information?

a. Other users on the Website

Your Personal Information may also be viewed by Tutors (where you have booked them as a tutor via the Website) or by a Parent, Student or Tutor (where you are a Tutor on the Website) or by EduClubs. This is necessary for you to make use of the Website and the Services to purchase products or join a Club through subscriptions, or book a tutor once subscribed to a Club. In addition, this is to enable Tutors to deliver their tutoring Services to you and to provide you with information about their tutoring Services and access to the tutoring Services themselves or to follow up on any enquiry.

For Students, such details may include: first name, surname, the contents of your message, and the Club, Course, Topic, Lesson, or subject you requested.

For Tutors such details may include: first name, surname, qualifications, tutoring experience, your profile picture, video (if required), subjects or Clubs tutored, prices, ratings and feedback reviews.

For EduClubs, to fulfil our safeguarding obligations and to protect our legitimate interests, if you as a User send a message to another User on the Website, you acknowledge that EduClubs may monitor the content of your message.

b. Third party companies and service providers

To provide our Services, EduClubs need to use a variety of third party companies and as a result we may need to pass some Personal Information to these third parties. We will do our best endeavours to minimise as far as possible what Personal Information is shared.

The categories of third party companies and providers we may share personal data with include:

Payment providers such as (but not limited to) PayPal, Stripe, Apple Pay or Google Pay or any other accredited and regulated payment provider
Marketing platforms such as Facebook and others
Accounting and finance platforms
Customer support platforms
Identity verification platforms and tools
Business operations platforms and tools
Surveys and research providers
Analytics providers
Sponsors of tutorials
Communications platforms

c. Disclosure of your personal information and financial information in compliance with laws

Where required by legislation, we may release your Personal Information or Financial Information to comply with laws or regulations, to assist law enforcement, to enforce the terms under which you transacted with EduClubs, or to protect the rights, property or safety of EduClubs, Website Users or others.

d. Transfer of your personal information and financial information outside of the EEA

We may transfer personal data to entities outside of the EEA including in the United States, which countries may not have data protection laws as strict as those in the EEA.

Where we transfer your information outside the EEA we will either undertake an assessment of the level of protection in light of the circumstances surrounding the transfer or:

Only transfer it to a non-EEA country with privacy laws that give the same protection as the EEA; or
Ensure we have an agreement in place with the recipient under which they are under a duty to protect your data to the same standards as those in place in the EEA; or
We will make sure that any transfers are not repetitive and only limited to the minimum amount of information possible. In certain circumstances we may need to seek your consent unless there is an overriding legal need to transfer the information; and
In all cases where your information is transferred outside the EEA, you have a right to contact us for information on the measures we have put in place.

e. Other sites/third party vendors and their privacy policies and cookie policies

Our Website may contain links to other third parties or websites such as Zoom, Youtube, Facebook, or other websites to support our Services to you. EduClubs is not responsible for the privacy practices or the content of such websites or for the privacy policies, cookie policies and practices of other third parties. We recommend you read and understand those website policies independently.

4.0 How do we protect your information?

The security, privacy and protection of your Personal Information is important to us. Despite our efforts to protect your Personal Information, you acknowledge and accept that:

Email messages sent over the internet are not encrypted and are not secure;
EduClubs cannot ensure or warrant the security of any information you transmit to us, or to or from our online Services;
EduClubs cannot be held liable for any breaches of confidentiality that may occur as a result of the use of email.
Please contact EduClubs by telephone or post to arrange an alternative method of communication if there is any sensitive or confidential information which you do not wish to communicate by email.
You transmit all such information at your own risk.

However, once we receive your transmission, we use our best efforts to ensure its security on our systems.

The Site has security measures in place to protect the loss, misuse and alteration of the information under our control. We use industry standard Secure Server Software (SSL) for your transactions with us. It encrypts all your Personal Information, so that it cannot be read as the information travels over the Internet.

5.0 Cookie Policy

Our Website uses cookies.

This section of the Policy refers to our Cookie Policy and demonstrates our firm commitment to the privacy of the details that you provide to us when using this Website and the data that We collect about you online.

We ask you to consent to our use of cookies in accordance with the terms of this Policy when you first visit our Website. By using our Website and agreeing to this Cookie Policy, You consent to our use of cookies in accordance with the terms of this policy. In this Cookie Policy, references to “you” or “You” or “Your” and “your” are references to the user i.e. the person (or company) visiting www.educlubs.co.uk (the “Website”). When you use the Website, you agree that this Cookie Policy applies to that use in addition to any other terms and conditions which may apply including those contained in our Privacy Policy and the Terms and Conditions. EduClubs reserves the right to change this Cookie Policy at any time without notice, effective immediately upon posting on the Website. Please check this page of the Website periodically. Read it carefully and ensure that you understand its effect before proceeding to use the Website. Your continued use of the Website is taken as meaning that you agree to such changes or updates.

5.1 What is a cookie?

A cookie is a small text file that some websites store via the browser on Your computer’s hard drive when You visit them.

Cookies are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the Site.

Some expire at the end of Your session on the Site, others will remain on Your computer for a little longer.

When You return to websites or visit websites that use the same cookies, these cookies and therefore Your browsing device, are recognised.

Cookies do lots of different and useful jobs such as letting You navigate between pages efficiently, remembering Your preferences and generally improving Your browsing experience. Cookies can also be used to customise areas of content online to be more relevant to You and Your interests.

We use cookies on our Website to make Your browsing experience better. By using this Website, You accept our use of cookies.

5.2 First party cookies

First-party cookies are cookies set by the specific website visited by the user i.e. the website displayed in the URL window.

5.3 Third party cookies

Some third party cookies are set by services that appear on our pages. They are set by the operators of that service and are not in our control. They relate to the ability of users to share content on this site, as indicated by the icons on the Website.

When and if You decide to share EduClubs content using social media sharing tools on our Website, You may be presented with cookies from third party sites such as Facebook, Twitter or Google+.

EduClubs does not control how these sites use cookies, therefore You should refer to the relevant sites own privacy and cookie policy to understand how they use cookies.

5.4 Cookie categories

The type of cookie used on this Website can be put into 1 of 4 categories, based on the International Chamber of Commerce guide to cookie categories:

1. Targeting cookies

These cookies gather information about Your browsing habits. They remember that You’ve visited a website and share this information with other organisations such as advertisers. They do this in order to provide You with ads that are more relevant to You and Your interests. Although these cookies can track Your visits to other websites, they don’t usually know who You are. Without these cookies, online advertisements You encounter will be less relevant to You and Your interests. These can be restricted or blocked.

2. Strictly necessary cookies

These cookies are essential, as they enable You to move around a website and use its features, such as accessing secure areas. Without these cookies, Services You’ve asked for (such as access to secure areas) cannot be provided. These cookies don’t gather information about You that could be used for marketing or remembering where You’ve been on the internet. These cannot be restricted or blocked.

3. Functionality and profile cookies

These cookies allow a website to remember choices You make (such as Your user name, language or the region You are in) and tailor the website to provide enhanced features and content for You. For instance, they remember Your log-in details and allow You to watch videos. They also ensure the onsite marketing and experience is relevant to You. These cookies can also be used to remember changes You’ve made to text size, font and other parts of pages that You can customise. The information these cookies collect may be anonymous and they cannot track Your browsing activity on other websites. Without these cookies, a website cannot remember choices You’ve previously made or personalise Your browsing experience. These can be restricted or blocked.

4. Performance cookies

These cookies collect information about how You use a website, for example which pages You go to most often and if You get any error messages from certain pages. These cookies don’t gather information that identifies You. All information these cookies collect is anonymous and is only used to improve how a website works. These cookies are not used to target You with online advertising. Without these cookies we cannot learn how our Website is performing and make relevant improvements that could better Your browsing experience. These can be restricted or blocked.

5.5 EduClubs’ use of cookies

Cookies on our Website are used for the following purposes:

a. To enable You to register and submit Your information on to the relevant online form to request the Services and to have said details remembered for later;

b. To improve the Website’s usability

c. To analyse the use of our Website through Analytics software

EduClubs may use software to evaluate how users interact with the site and helps us make site improvements and suggest new features. A list of the analytics software we may use along with details on how these cookies are used can be found below:

Google Analytics and Google Tag Manager, popular web analytics services provided by Google, Inc. The information generated by the cookie about Your use of our Website (including Your IP address) will be transmitted to and stored by Google on servers in the United States. Google Analytics will use this information for the purpose of evaluating Your use of our Website, compiling reports on Website activity and behaviour – such as the typical length of stay on the Website or the average number of pages a user views or for the purpose of providing other services relating to Website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google undertakes not to associate Your IP address with any other data held by Google. If you wish to opt out of Google Analytics tracking you may do so using the tool provided by Google tools.google.com

In addition we may use other tools to provide targeting and web analytics.

d. We may publish Google Adsense interest-based advertisements on our Website

These are tailored by Google to reflect Your interests. To determine Your interests, Google will track Your behaviour on our Website and on other sites across the web using the DART cookie. You can view, delete or add interest categories associated with your browser using Google’s Ads Preference Manager, available at:https://adssettings.google.com/authenticated?hl=en. You can opt-out of the Adsense partner network cookie at: policies.google.com

e. In addition to adsense we may also use the third party cookies listed below

To opt out of ad related cookies you can visit the individual providers list or use the NAI’s (Network Advertising Initiative’s) multi-cookie opt-out mechanism at:

optout.networkadvertising.org However, these opt-out mechanisms use cookies, and if You clear the cookies from Your browser Your opt-out will not be maintained.

To ensure that an opt-out is maintained in respect of a particular browser, You should use the Google browser plug-in available at:

support.google.com

Most web browsers will allow you to block and delete selected / all cookies currently installed on your device. Depending on your browser, further information can be obtained via the following links:

Safari: support.apple.com
Opera: opera.com
Internet Explorer: support.microsoft.com
Firefox: support.mozilla.org
Google Chrome: support.google.com

5.6 Want to learn more about cookies?

You can manage these small files and learn more about them from the Directgov article: Internet Browser cookies - what they are and how to manage them.

5.7 Want to restrict or block any cookies?

By using our Website, You agree that We can place cookies on Your device. However, if You would like to restrict or block cookies used on our Website (or on any website), You will need to change the browser settings in each browser You use and on each device You use to access the internet.

Please be aware that some of our Services will not function if Your browser does not accept the cookies.

More information about cookies can be found at:

Allaboutcookies.org
Internet Advertising Bureau
Guide to online advertising and privacy
International Chamber of Commerce United Kingdom cookie guide

6.0 Complaints or queries

EduClubs tries to meet the highest standards in regards to collecting, processing and using Personal Information and we take any complaints we receive about this seriously.

We always want to improve and welcome any suggestions for enhancing our procedures.

We request anyone to bring to our attention if they think that our collection, processing or use of information is unfair, misleading or inappropriate and we will do our best to enhance and improve our procedures. In the first instance, we kindly request you email your queries to us at info@educlubs.co.uk with the subject line “Personal Data Query”.

If you believe we are not processing your personal data in accordance with the law of if you are not satisfied with our response, you can complain to the UK data protection regulator, the Information Commissioner’s Office (details can be found at ico.org.uk).

7.0 How long do we keep your information for?

We will retain your personal data for different periods depending on statutory requirements, regulatory requirements or depending on the service you have chosen to use us for.

a) By default, we retain personal data for six years after you have last been active on the Website.

b) After that period has elapsed, or after you request us to delete your data (whichever is earlier) we will delete your personal data, except where we have specific reason where we need to keep it for longer, for example for legal, regulatory or statutory requirements, where applicable. We may retain records where necessary to fulfil our regulatory or statutory duties.

c) Please note that any information you have shared publicly or have shared with another user, may remain on the Website after your personal information has been deleted. This could include bookings you make, feedback reviews you leave or messages you send to name a few. However, there will no longer be any identifying information which links them to you associated with them.

8.0 Access to and rectification of personal information

EduClubs tries to be as open as possible in terms of giving people access to their Personal Information. As per the data protection legislation, individuals can find out if we hold any Personal Information about them by making a “subject access request”, normally free of charge. Subject to all relevant security checks, we will let you have a copy of any information we hold about you, unless a legal exception applies, in which case we will inform you of this at the time. You also have the right to request that information we hold about you is updated or removed, which may be incorrect, incomplete, or which has been changed since you first told us.

To make a request to exercise these rights, please email us at info@educlubs.co.uk with the subject line “Subject Access Request”.

9.0 Moving your personal information

You have the right to request that we send to you or move to another organisation (for example when you are dealing with a different service provider), an electronic copy of the personal data we hold about you in a structured, commonly used and machine-readable format.

If you would like us to provide you, move, copy, or transfer your information in this manner, please let us know by email to info@educlubs.co.uk with the subject line “Move Personal Information”.

We will respond to you within one month after assessing if this is possible, as we will need to take into account the technical compatibility with the other organisation in question.

10.0 Deletion of your personal information

You can ask us to delete or remove personal data where there is no good reason for us continuing to process it, where you have successfully exercised your right to object to processing (see below), where you have withdrawn consent for us to process it (as explained below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

To request that we delete your personal data please send an email with the subject line “Personal data deletion” to info@educlubs.co.uk.

11.0 How can you withdraw consent to our processing your personal information

You have the right at any time to withdraw any explicit consent you have given us to process your personal data. Please note this will not affect the lawfulness of any processing of your personal data we have carried out before you withdrew your consent.

Should you wish withdraw your consent, you can change your consent preferences at any time on your account settings.

12.0 How can you restrict or object to our processing your personal information

You can ask us to suspend the way in which we are using your information in certain scenarios, or object to our processing your data where we are relying on a legitimate interest ground (or those of a third party) and you feel it impacts on your fundamental rights and freedoms, or where we are processing your personal data for direct marketing purposes.

In some cases where you object, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

If you want us to restrict or stop processing your data, this may impact on our ability to provide our Services. Depending on the extent of your request we may be unable to continue providing you with our Service.

Any queries or concerns about the way in which your data is being used have been detailed above. Alternatively please email your concerns to info@educlubs.co.uk with the subject “Restrict or object to data processing”.

13.0 How to contact us and request information

Requests for information can be emailed to info@educlubs.co.uk