Privacy and cookies

Who we are

Brainhub® Tutoring is a trading name of Brainhub Education Limited, a company registered in England and Wales (company number 17485827). We are the data controller for the personal information described here.

This notice explains what we collect when you use our website, enquire about tutoring, book a lesson or apply to tutor with us, and what we do with it.

What we collect

• Enquiries and bookings: your name, phone number, email address, your child’s name and year group, subjects, exam boards, target grades, preferred hub and anything you choose to tell us in a message.
• Lessons: lesson notes, progress plans, assessment results and attendance, so we can teach well and report back to you.
• Tutor applications: your contact details, qualifications, subjects, experience, availability, references and the checks we carry out before you teach.
• Website use: if you accept analytics or advertising cookies, information about how you use the site (pages visited, device type, approximate location and how you arrived).

How we use it, and why we’re allowed to

• To reply to your enquiry and arrange an assessment (steps you ask us to take before a contract).
• To deliver lessons, match tutors and report progress (performing our contract with you).
• To keep children safe, check tutors and keep financial records (legal obligations).
• To improve our service and keep in touch about lessons you’ve booked (our legitimate interests).
• To measure our website and adverts, only if you agree (consent, which you can withdraw at any time).

Information about children

Most of the students we teach are under 18. We usually collect a child’s details from their parent or carer, we collect only what we need to teach them well, and we share it only with the tutor and staff working with that child.

Who we share it with

We never sell your information. We share it only when we need to:

• the tutor matched to your child;
• service providers that help us run Brainhub, such as our tutoring platform (TutorCruncher), video-lesson platforms (Zoom, Google Meet or Microsoft Teams), our online whiteboard (Miro), our booking system, email, form delivery and secure storage;
• Google (Analytics and Ads), only if you accept those cookies;
• the organisations that carry out background checks on tutors;
• the police, local authority or other agencies if the law requires it or a child may be at risk.

Some providers store data outside the UK. When they do, we make sure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or an adequacy decision.

How long we keep it

• Enquiries that don’t lead to lessons: up to 12 months.
• Student and billing records: for six years after your last lesson, to meet tax and accounting rules.
• Unsuccessful tutor applications: up to 12 months.
• Analytics data: up to 14 months.

Cookies

We use one essential item of browser storage to remember your cookie choice. With your consent we also use Google Analytics cookies, to see which pages help families, and Google Ads cookies, to measure whether our adverts lead to bookings. If you accept and you arrived from one of our adverts, we also keep the advert details for the length of your visit, so we can see which advert led to your enquiry. Nothing optional is set until you choose “Accept”.

You can change your mind at any time using the Cookie settings link in the footer.

Your rights

You can ask for a copy of your information, ask us to correct or delete it, ask us to limit or stop using it, ask for it in a portable format, and withdraw consent at any time. We’ll reply within one month.

To make a request, send us a message. If you’re unhappy with how we’ve handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

Changes to this notice

We’ll update this page if the way we use information changes. The date at the top shows when it last changed.