Legal

Safeguarding, privacy & terms.

Because most Vitalis students are under 18 and every session involves personal data, this page sets out how we protect students, handle information, and what applies when you book with us.

This page is a working draft covering the essentials of safeguarding, data protection, and terms of service. Text in coral italics marks placeholders — registration numbers, policy details, and contact points — that need to be filled in with your finalised details. Have the full page reviewed by a qualified solicitor before it goes live.

Safeguarding Privacy & data Terms of service

01 / Safeguarding

Safeguarding

Because many Vitalis students are under 18, safeguarding sits at the centre of how we operate — not an afterthought bolted onto a tutoring service.

Our commitments

Every tutor completes an enhanced DBS check (or the equivalent overseas background check for tutors based outside the UK) before working with any student.
All sessions run one-to-one online through [named platform], with parents or guardians able to request to join calls or receive session recordings.
Tutors receive clear written guidance on appropriate communication and boundaries with students under 18, including rules around contact outside scheduled sessions.
We maintain a written safeguarding policy, reviewed annually, available in full on request.

Reporting a concern

If you have a safeguarding concern about a Vitalis tutor or session, contact our designated safeguarding lead directly at [safeguarding@vitalistutors.com] or [phone number]. All concerns are treated seriously, promptly, and in confidence.

02 / Privacy & Data Protection

Privacy & data protection

We collect only the information needed to deliver tutoring, and handle it in line with UK GDPR and the Data Protection Act 2018.

What we collect

Contact details — name, email address, phone number, time zone.
Academic information relevant to tutoring — current school, target universities, predicted and achieved grades, UCAT results.
Payment information, processed by a third-party provider and not stored on our own systems.
Session notes and progress records kept to track a student's development across a programme.

How we use it

To arrange, deliver, and follow up on tutoring sessions.
To track progress and tailor coaching to a student's target schools.
To communicate about bookings, scheduling, and payments.
To meet our legal, safeguarding, and record-keeping obligations.

Your rights

Under UK GDPR you have the right to access, correct, or request deletion of your personal data, and to object to certain uses of it. To exercise any of these rights, contact us at info@vitalistutors.com.

Registration

Vitalis Tutors is registered with the Information Commissioner's Office (ICO), registration number [ICO registration number].

03 / Terms of Service

Terms of service

Bookings and cancellations

Sessions must be cancelled or rescheduled at least [24/48] hours in advance to avoid a cancellation fee of [X]% of the session cost.

Payment

Fees are payable [in advance / per package] via [payment provider]. Prices are listed in GBP unless otherwise agreed in writing.

No guarantee of outcome

Vitalis Tutors provides coaching and preparation support. We do not guarantee admission to any university or course, or any specific UCAT or exam score, as outcomes depend on factors outside our control.

Company details

Vitalis Tutors is [a trading name of / registered as] [Company Name Ltd], company number [XXXXXXX], registered in England & Wales at [registered address]. These terms are governed by the laws of England & Wales.