We Have Tutors is committed to protecting your privacy. This policy explains what information we collect when you use our platform, how we use it, and the choices you have.
Information we collect
We collect account information you provide (name, email, mobile, address), tutor profile information, messages exchanged on the platform, and basic usage information.
How we use information
To operate the platform, match parents and tutors, send service notifications, and protect users from abuse.
Sharing
We never sell personal data. Tutor public profile fields appear in search results. Messages are private to the participants and our safeguarding team.
Payments
Optional payments — Featured Membership and paid verification reviews — are processed by our payment provider, Stripe. Card details are entered on Stripe’s secure checkout and are never stored on We Have Tutors systems. We keep only what we need to run your account: your payment provider reference, the membership or verification status, the amount, and the dates of payment or renewal. You can cancel Featured Membership at any time from your dashboard.
Data minimisation
We aim to collect and retain only the personal information that is reasonably necessary for the purposes for which it is processed. Where information is no longer required, we take steps to securely delete or anonymise it, subject to any applicable legal, regulatory, safeguarding or dispute requirements.
Identity and DBS verification documents
Where tutors or other professionals choose to have documents reviewed, we may ask for identity documents and/or DBS documentation. These documents may include a passport, driving licence, another accepted identity document, or a DBS certificate.
We use these documents solely for the relevant verification purpose. Verification documents are stored using restricted-access systems and are only accessible to authorised personnel who require access for verification or related safeguarding or administrative purposes. They are not displayed on public profiles and are not shared with parents, students or other platform users.
Document deletion
Our normal approach is to retain verification documents only for as long as they are genuinely required to complete the relevant verification process. Once the verification decision has been completed, the uploaded verification documents are securely deleted from our active systems.
We retain a limited verification record — such as the verification status, date of verification and relevant administrative record — where necessary to demonstrate that verification took place and to manage the platform safely. We do not routinely retain copies of passports, driving licences or DBS certificates after the verification process has been completed.
In exceptional circumstances, we may temporarily retain a verification document where there is a specific and documented legal, regulatory, safeguarding, dispute or audit reason to do so. Any such retention is reviewed and the document deleted when the reason for retention no longer applies.
DBS information
DBS information is treated as sensitive information and is handled only for the purposes for which it is collected. We aim to minimise the amount of DBS information we retain and do not routinely retain copies of DBS certificates after the relevant verification process has been completed. Where appropriate, we retain only the minimum information necessary to record the verification outcome.
Security
Verification documents are stored separately from public profile content. Access is restricted through role-based permissions and authentication controls. Where documents need to be viewed by an authorised verification administrator, access is provided through controlled, time-limited mechanisms, and that access is logged for security and audit purposes. We do not send verification documents through ordinary email.
Retention
Our general principle is: if we no longer need the verification document, we delete it. Our retention practices are reviewed to ensure that personal information is not retained longer than necessary. Where legal, regulatory, safeguarding or dispute requirements apply, a documented retention period may apply. Backups are subject to a documented retention lifecycle, and deletions are reapplied where a backup is restored.
Verification FAQs
Do you keep my passport or DBS certificate? Our normal process is to securely delete verification documents after the relevant checks have been completed. We retain only the minimum information necessary to record the verification outcome.
Can parents or students see my documents? No. Verification documents are not displayed on public profiles and are not shared with parents, students or other platform users.
Who can see my documents? Only authorised personnel who require access to complete the relevant verification process.
Why do you need my documents? They may be required to verify identity, DBS status or other information relevant to maintaining a trusted and safe marketplace.
What happens after verification? The verification result is recorded and the uploaded document is securely deleted from active systems, unless a specific documented reason requires temporary retention.
What if I don’t want to upload my documents? Verification is optional. Your profile can still go live, but verification badges and the associated search priority will not be available.
Your rights and contacting us
You can request access, correction or deletion of your data at any time.
Email: info@wehavetutors.com
WhatsApp only: 07548 905 027
Last updated: 16/10/2026.