This policy explains what personal information A Step Ahead Mentors collects, why we collect it, how we look after it, and the rights you have. We keep it to what we need to introduce students to the right tutor, and nothing more.
1.Who we are
A Step Ahead Mentors LLP (“ASAM”, “we”, “us”) is a limited liability partnership registered in England and Wales (no. OC431382), with its registered office at 483 Green Lanes, London N13 4BS. We are the controller of the personal information described in this policy. You can contact us about anything in it at info@stepaheadmentors.com.
2.Information we collect
From families making an enquiry:
- your name, email address and, if you choose to give it, your phone number;
- your child's first name and approximate age;
- their level of study, the subjects they need help with, their goals, any preference for a tutor's university, and anything else you tell us.
From tutors applying to join us:
- your name, email address and, if given, phone number;
- your university, course, year and status of study;
- the subjects and levels you can teach, your availability, any admissions experience, and why you would like to tutor with us;
- where you heard about us, if you arrived through a referral link.
When we work together,we also keep records of which tutor is working with which student, when sessions began and ended, the rate agreed with each tutor, and notes from our conversations and vetting calls. When a tutor signs our tutor agreement online, we record the name they type, the time, and the IP address and browser used, as evidence of signature. Families' invoices and payments are handled by Stripe; we do not see or store card details.
When you visit the website, our hosting provider automatically records technical information such as your IP address and browser type in server logs, for security and to keep the site running. We do not use advertising or analytics cookies.
3.Information about children
Many of the students we help are under 18. Enquiries about a child should be made by a parent or guardian. We ask only for the information needed to find a suitable tutor, share it only with the tutor we introduce and the service providers listed below, and never use it for marketing.
4.How we use it, and our lawful basis
- To respond to your enquiry and arrange tutoring, because you have asked us to and it is necessary to enter into and carry out an agreement with you.
- To assess tutor applications, including verifying university enrolment, for the same reason.
- To run the service, keep accurate records, and improve how we match students and tutors, which is in our legitimate interests.
- To meet legal obligations, such as keeping financial records.
We do not sell personal information, and we do not make automated decisions about you. Every match is made by a person.
5.Who we share it with
When we introduce a tutor, we share the details they need to prepare, such as the student's first name, level, subjects and goals. We share a tutor's profile with the family we introduce them to.
We also use a small number of trusted providers who process information on our behalf and only on our instructions:
- Supabase: secure database where enquiries, applications and records are stored;
- Vercel: website hosting;
- Resend: delivery of emails sent by our website;
- Stripe: invoicing and secure online payment for families;
- Google Workspace: our email.
We may also disclose information where required by law.
6.International transfers
Some of these providers may process information outside the UK, including in the European Union and the United States. Where they do, the transfer is protected by UK adequacy regulations or by the UK International Data Transfer Agreement or Addendum, as appropriate.
7.How long we keep it
- Enquiries that do not go ahead, and unsuccessful tutor applications: up to 12 months.
- Records relating to families and tutors we work with: for as long as we work together, and then for up to six years, to meet legal and accounting requirements.
After that, information is deleted.
8.Keeping it secure
Information is stored in an access-controlled database and is only accessible to authorised members of our team. Connections to our website and providers are encrypted.
9.Your rights
You have the right to ask us to:
- give you a copy of the information we hold about you;
- correct anything that is inaccurate;
- delete your information, or restrict how we use it;
- stop using it where we rely on our legitimate interests;
- send it to you, or to another organisation, in a portable format.
To make a request, email info@stepaheadmentors.com. We will reply within one month. A parent or guardian can make these requests on behalf of their child.
10.Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
11.Changes to this policy
We may update this policy from time to time. The latest version will always be on this page. See also our Terms of Use.