Student privacy notice

Virtus Tutors is a trading name of Veritas Gaming Ltd, registered in England and Wales, company number 14942374. Veritas Gaming Ltd is the data controller for your child’s student record, and is registered with the Information Commissioner’s Office.

For anything to do with your information, email hello@virtustutors.com.

Their first name, school year, the subjects they study with us, their exam board, the grade they are working towards, and notes on what we have covered and how they are progressing.

We do not ask for medical or diagnostic information, and we would rather not have it. Sessions are one hour of teaching, one to one, and there is very little about a child’s health we need to know in order to teach well.

If there is a practical adjustment that helps (your child needs a break partway through, or finds reading from a screen difficult), tell us that, in those terms. We do not need the diagnosis behind it.

If you do send us medical or diagnostic detail, we delete it once we have understood what adjustment is needed, and we keep only the adjustment itself.

To teach your child and to run the arrangement between us: UK GDPR Article 6(1)(b), performance of a contract.

To meet our obligations as a company, including keeping accounting records: Article 6(1)(c), legal obligation.

Where you tell us something about your child’s health that you want us to keep, because it genuinely matters for their safety or their learning, we hold it with your explicit consent: UK GDPR Article 9(2)(a). You can withdraw that consent at any time and we will delete it. In most cases we will not need to hold anything of this kind at all.

Only the tutor teaching your child. We do not share the record with anyone else.

We do not sell it, and we never use it for advertising.

We use these providers:

• Google: stores records and carries our email
• Vercel: hosts our website
• Microsoft: provides Teams, where lessons take place

Our providers may store or process information outside the UK. Where that happens we rely on the safeguards those providers have in place.

Different parts are kept for different lengths of time, because some of it we are required by law to keep.

• Lesson notes, progress notes, and any adjustment we have recorded for your child: deleted 30 days after their last lesson.
• Contact details and the basic enrolment record (who we taught, which subjects, and when): kept for 2 years after the last lesson, so we can pick things up again if your child returns.
• Invoices and payment records: kept for 6 years from the end of the financial year they relate to. Company law requires this and we cannot delete them sooner.
• If a safeguarding concern is ever raised, we will keep a record of it for as long as is appropriate in the circumstances, and we will explain to you at the time what we are keeping and why.

If you ask us to delete everything, we will delete everything we are not required to keep, and tell you plainly what remains and why.

We do not record lessons. No video, audio or transcript of a lesson is made or kept.

Lessons take place on Microsoft Teams. Microsoft processes information about the call (that it happened, when, and for how long) under their own terms. We do not switch on recording, transcription or attendance reporting.

Work we set between lessons is sent by email. We do not use a separate learning platform, so your child does not need an account with anyone to have lessons with us.

You can ask us for a copy of the record, correct it, delete it, restrict or object to how we use it, or ask for it in a portable form. Email hello@virtustutors.com and we’ll respond within one month.

Where your child is old enough to understand, these rights are theirs as well as yours, and they can ask us directly.

If you’re unhappy with how we’ve handled your information you can complain to the Information Commissioner’s Office at ico.org.uk.