Privacy Policy | TutorOps

Who we are: TutorOps is a product of Vision Collective Corp Ltd (trading as Vision Reality), a company registered in England and Wales (company number 15108480), whose registered office is at Office 8566, 182–184 High Street North, East Ham, London, E6 2JA. In this policy "TutorOps", "we", "us" and "our" refer to Vision Collective Corp Ltd.

We take your privacy seriously. This policy explains what personal data we collect, why we collect it, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data We Collect

We collect personal data in the following ways:

1.1 Data you provide directly

Enquiry and demo requests — name, email address, phone number, business name, and any details you include in your message.
Account registration — name, email address, job title, and login credentials.
Billing — name, billing address, and payment card details (processed securely by our payment provider; we do not store card numbers).

1.2 Data collected automatically

Usage data — pages visited, features used, session duration, and actions taken within the platform.
Device and technical data — IP address, browser type and version, operating system, and referring URLs.
Cookies — see Section 8 for full details.

1.3 Data about your students and contacts

If you use TutorOps to manage student records, lesson schedules, or communications, you are the data controller for that data and we act as your data processor. Our Data Processing Agreement (available on request) governs that relationship.

2. Legal Basis for Processing

Purpose	Legal basis
Responding to enquiries and demo requests	Legitimate interests (responding to your request)
Providing and operating the TutorOps platform	Performance of a contract
Processing payments and issuing invoices	Performance of a contract; legal obligation
Sending product updates and service communications	Performance of a contract; legitimate interests
Sending marketing emails (where opted in)	Consent
Analytics and platform improvement	Legitimate interests
Complying with legal or regulatory obligations	Legal obligation

3. How We Use Your Data

To respond to your enquiry or demo request and onboard you as a customer.
To provide, maintain, and improve the TutorOps platform and your account.
To process payments and maintain accurate financial records.
To send you transactional emails (account confirmations, invoices, service notices).
To send you product updates and marketing communications where you have consented or where we have a legitimate interest (you can opt out at any time).
To detect and prevent fraud, abuse, or security incidents.
To comply with applicable UK law.

4. Sharing Your Data

We do not sell your personal data. We share it only in these circumstances:

Service providers — we use third-party processors (e.g. payment processors, email delivery, analytics, cloud hosting) who are contractually bound to handle your data securely and only as instructed by us.
Legal requirements — where required by law, court order, or regulatory authority.
Business transfers — in the event of a merger, acquisition, or sale of all or part of our business, your data may be transferred to the successor entity. We will notify you in advance.

5. International Transfers

Some of our service providers are based outside the UK or EEA. Where we transfer personal data internationally, we ensure appropriate safeguards are in place in accordance with UK GDPR — for example, Standard Contractual Clauses approved by the UK Information Commissioner's Office (ICO), or transfers to countries with an adequacy decision.

6. Data Retention

We retain personal data only for as long as necessary:

Enquiry data — up to 24 months from last contact, unless you become a customer.
Customer account data — for the duration of your contract, plus 6 years thereafter for legal and accounting purposes.
Marketing consent records — until you withdraw consent, plus a reasonable period thereafter as evidence of compliance.
Financial records — 6 years in accordance with UK tax law.

7. Your Rights

Under UK GDPR you have the following rights. You can exercise any of them by contacting us at privacy@visionreality.co.uk.

Access — request a copy of the personal data we hold about you.
Rectification — ask us to correct inaccurate or incomplete data.
Erasure — request deletion of your data where there is no lawful reason to retain it.
Restriction — ask us to restrict processing in certain circumstances.
Portability — receive your data in a structured, machine-readable format where processing is based on consent or contract.
Objection — object to processing based on legitimate interests or for direct marketing.
Withdraw consent — where we rely on consent, you may withdraw it at any time without affecting prior processing.

We will respond to verified requests within one calendar month. If we cannot meet that deadline we will inform you and explain why.

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the ICO:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Helpline: 0303 123 1113

8. Cookies

We use cookies and similar technologies to operate the website and improve your experience.

Category	Purpose	Can be declined?
Strictly necessary	Core site functionality (session management, security)	No
Analytics	Understanding how visitors use the site (aggregated, anonymised)	Yes
Marketing	Tracking conversions and delivering relevant adverts	Yes

You can manage your cookie preferences at any time through your browser settings. Note that disabling certain cookies may affect site functionality.

9. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction. These include encryption in transit (TLS), access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure and we cannot guarantee absolute security.

10. Children

TutorOps is a business platform intended for use by tuition centre operators and staff (aged 18 and over). We do not knowingly collect personal data directly from children. Student records managed within the platform by tuition centres are subject to the Data Processing Agreement (see Section 1.3).

11. Changes to This Policy

We may update this policy from time to time. When we make material changes we will notify you by email (if you are a registered user) and update the "Last updated" date at the top of this page. Continued use of TutorOps after changes take effect constitutes acceptance of the revised policy.

12. Contact Us

For any privacy-related questions or to exercise your rights:

Vision Collective Corp Ltd (trading as Vision Reality)
Office 8566, 182–184 High Street North, East Ham, London, E6 2JA
England and Wales

Email: privacy@visionreality.co.uk