Privacy Policy

Last updated: 26 July 2026

1. Introduction

BrainVista Tutors (“we”, “us”, “our”) is committed to protecting the privacy of everyone who uses our website and tutoring services, including parents, guardians and students. This privacy policy explains what personal information we collect, how we use it, how long we keep it, and the rights you have over it.

By using our website at brainvista.co.uk or booking tuition through us, you agree to the collection and use of information in line with this policy. If you do not agree with any part of this policy, please contact us before providing any personal information.

2. Information We Collect

We may collect the following types of information:

  • Contact details — such as parent/guardian name, email address, phone number, and postal area, provided through our contact form, free assessment form, or WhatsApp.
  • Student information — such as year group, subject, exam board, current level and learning goals, provided so we can match a suitable tutor.
  • Communication records — including messages sent via our contact forms, email, or WhatsApp, and notes from assessment calls.
  • Website usage data — such as pages visited, browser type and device information, collected automatically via cookies and similar technologies (see our Cookie Policy).
  • Payment information — processed via a third-party payment provider; we do not store full card details on our own systems.

3. How We Use Your Information

We use the information we collect to:

  • Respond to enquiries and arrange free assessments;
  • Match students with a suitable tutor and deliver tuition services;
  • Communicate about bookings, scheduling, invoices and progress updates;
  • Improve our website, content and services;
  • Comply with our legal, safeguarding and regulatory obligations;
  • Send occasional marketing communications where you have consented to receive them, which you may opt out of at any time.

4. Cookies

Our website uses cookies and similar technologies to help it function correctly and to understand how visitors use our site. Full details of the types of cookies we use and how to manage your preferences are set out in our Cookie Policy.

5. Third-Party Services

We may share information with trusted third parties who help us operate our business, such as video calling and online whiteboard providers, website hosting providers, email and communication tools, and payment processors. These third parties are only given the information they need to perform their function and are contractually expected to handle it securely and in line with UK data protection law. We do not sell personal information to third parties.

6. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes described in this policy. Records relating to active and former students are generally retained for the duration of tuition plus a reasonable period afterwards to handle any follow-up queries. Financial records are retained for at least six years in line with UK HMRC requirements. Enquiry information from families who do not proceed with tuition is retained for up to twelve months and then securely deleted.

7. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the right to:

  • Access the personal information we hold about you;
  • Request correction of inaccurate or incomplete information;
  • Request deletion of your personal information in certain circumstances;
  • Object to or restrict certain types of processing;
  • Request that your information be provided in a portable format;
  • Withdraw consent at any time where processing is based on consent;
  • Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been mishandled.

To exercise any of these rights, please contact us using the details below.

8. Children’s Privacy

Our services are designed for school-age students, and personal information relating to a child is provided and managed by a parent or guardian. We do not knowingly collect personal information directly from children without appropriate parental or guardian involvement, and we take extra care to handle information about students responsibly and only for the purpose of delivering tuition.

9. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal obligations. Any changes will be posted on this page with an updated “Last updated” date. We encourage you to review this page periodically.

10. Contact Us

If you have any questions about this privacy policy or how we handle your personal information, please contact us: