Privacy Policy
This policy explains what personal information [Company legal name] ("Kallos") collects, why, who can see it, and how long we keep it. We are the data controller, registered with the Information Commissioner's Office under number [ICO registration number].
Our data protection contact is [name], at privacy@kallostutoring.co.uk.
For students: the short version
This part is written for you, not for lawyers.
- We know your name, email, date of birth and which subjects you're studying, so we can match you with a tutor and keep you safe.
- Your lessons are recorded if you are under 18. That is so that if anything ever goes wrong, there is a record of what really happened.
- Who can watch a recording: you, your parents or guardians, and Kallos staff. Your tutor can watch it for 7 days after the lesson, then loses access. Nobody else can.
- We delete recordings after 12 months, unless one is needed to deal with a safeguarding concern.
- Your parents or guardians can read the messages between you and your tutor. Kallos staff can too.
- We never sell your information or use it for advertising.
- If you're worried about anything on Kallos, you can report it in one click from any lesson or conversation, and it goes straight to our safeguarding lead.
What we collect
| Information | Why |
|---|---|
| Name, email address, password (stored only in scrambled form), phone number if you give it | To run your account |
| Date of birth | To apply the rules that protect students, including parental consent and recordings |
| Timezone | To show lesson times correctly |
| What you tell us when you sign up: subjects, levels, exam boards, school year, current and target grades, goals, preferred times | To match you with the right tutor |
| Access and learning needs you choose to tell us about, such as dyslexia or ADHD | So your tutor can teach you well. This can be health information, so we only collect it with explicit consent and share it only with your tutor and Kallos staff |
| Lesson bookings, cancellations and attendance | To run lessons and apply our cancellation policy |
| Lesson recordings | Safeguarding, quality and dispute resolution (see above) |
| Messages and files shared in conversations | To let students, parents and tutors communicate |
| Tutor feedback, grades and ratings | To track progress |
| Payments, refunds and wallet activity | To take payment and keep financial records |
| Parental consent: who gave it, when, from which IP address, and which versions of our policies they agreed to | To prove consent was given |
| IP addresses and sign-in activity | To keep accounts secure and stop abuse |
For tutors we also hold application details, qualifications and grades, right-to-work confirmation, DBS certificate details and Update Service status, interview notes, and payment details for payouts.
Our lawful bases
- Contract — to provide the lessons you or your parent have agreed to.
- Legal obligation — financial record-keeping, and safeguarding duties.
- Legitimate interests — keeping the service secure, recording lessons for safeguarding, and improving our matching. We have balanced these against your interests, and taken particular care because many of our users are children.
- Consent — for access and learning needs, and for any optional emails. You can withdraw consent at any time.
Who can see what
- Your tutor sees what they need to teach you: your name, your sign-up details, lesson history, and the messages and files in your conversation.
- Parents and guardians linked to a student can see their child's lessons, progress, wallet and payments, recordings, and conversations (read-only).
- Kallos staff can see everything, for safeguarding, support and quality. Every significant action staff take is logged.
We use these service providers, who process data on our behalf under contract:
| Provider | What for |
|---|---|
| Vercel | Hosting the website, and storing shared files |
| Neon | Our database |
| Stripe | Taking card payments |
| 8x8 (Jitsi as a Service) | The lesson room |
| Cloudflare (R2) | Storing lesson recordings |
| Resend | Sending email |
| "Sign in with Google", if you choose to use it |
Some of these providers may process data outside the UK. Where they do, we rely on UK adequacy regulations or the appropriate safeguards. [Confirm per provider before launch.]
How long we keep it
| Information | How long |
|---|---|
| Lesson recordings | 12 months, unless needed for a safeguarding concern |
| Tutor access to a recording | 7 days after the lesson |
| DBS certificate scans | Deleted within 6 months of verification; we keep only the certificate number, issue date and result |
| Payments and financial records | 6 years, as UK tax law requires |
| Messages and lesson history | [Period to confirm]. When an account is closed these are anonymised rather than deleted, where they are needed for safeguarding |
| Sign-in and abuse-prevention records | 24 hours |
| Password reset links | Until used or expired |
Your rights
You can ask us for a copy of your information, to correct it, to delete it, to restrict or object to how we use it, or to move it elsewhere. Contact privacy@kallostutoring.co.uk. A parent or guardian can make these requests on behalf of a child who isn't able to make them themselves.
If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office at ico.org.uk.
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