Policies

On this page, you will find our: tuition policy, safeguarding policy, GDPR policy.

All sessions that commence with WeAre Education are conditioned upon an agreement of the below policies.

WeAre Education Ltd – Tuition Policy Summary (2025)

By starting tuition with WeAre Education, you agree to the following core policies, designed to protect the time, safety, and experience of all students, families, and educators involved.

💻 How Sessions Work

  • All sessions are conducted online via TutorCruncher Video or Zoom, unless agreed otherwise.

  • Sessions are recorded for safeguarding and quality.

  • Students must be logged in 10 minutes before the start time to troubleshoot tech issues. If not, a reschedule fee may apply.

  • Lesson reports are sent after each session. For sessions with the Director, monthly summaries are provided.

⏰ Cancellations & Rescheduling

  • Cancel/reschedule with 48+ hours’ notice: No charge.

  • Less than 48 hours’ notice: Full session fee applies.

  • Reschedule with less than 48 hours’ notice: 50% charge applies (plus the next session fee).

  • No-shows: A 15-minute grace period is allowed. After this, the full session is charged.

  • Exceptions are at the tutor’s discretion, not the organisation’s.

💸 Payments & Late Fees

  • All sessions must be paid in full by 12pm on the first Monday of each month.

  • Late payment incurs a £20 daily fee, and sessions won’t be confirmed until payment is made.

👩‍🏫 Safeguarding

  • All tutors are Enhanced DBS checked.

  • Safeguarding is taken seriously and follows NSPCC and UK Government guidance.

  • All concerns should be directed to our Child Protection Lead: Fleur West – fleur@weareeducation.co.uk.

🔒 GDPR & Privacy Policy

WeAre Education is committed to protecting your personal data. In line with the General Data Protection Regulation (GDPR):

  • What We Collect:
    We collect only essential data, including names, age, school, academic progress, SEN/accessibility needs, and session recordings. This ensures high-quality and personalised tuition.

  • How We Store Data:

    • All data is stored securely on password-protected devices.

    • Session recordings are stored on TutorCruncher/Zoom and are only accessible to the student, parent/guardian, and tutor.

    • The Director's devices are the only ones with access to all client records.

  • How Long We Keep It:

    • Educational data is kept for up to 3 years after tuition ends.

    • Financial data is held for 7 years, as required by law.

  • Who Can Access It:

    • Tutors only have access to information relevant to their students.

    • No personal data is shared externally unless required by law or with your consent.

  • Your Rights:

    • You can request a full copy of the information we hold on you/your child at any time.

    • To request data access, please email fleur@weareeducation.co.uk to schedule a secure handover.

  • Communication Boundaries:
    All communications must go through WeAre Education's official channels (sessioncontact@weareeducation.co.uk or fleur@weareeducation.co.uk).

  • Direct contact with tutors outside of our supervision is not permitted unless agreed by the Director.