CAMBS TUTORS

Student Communication and Online Tuition Policy

Effective date: 10 November 2026
Next review: November 2027
Responsible person: Shelly Gathigia Wadsworth
Contact: s.wadsworth@cambstutors.co.uk

1. Purpose

Cambs Tutors is committed to maintaining safe, professional and transparent communication with students and their parents or guardians.

This policy establishes expectations for online tuition, communication channels, digital resources, lesson recordings and professional boundaries.

It applies to all students under 18 and anyone delivering tuition on behalf of Cambs Tutors.

2. Approved Communication Channels

Official Cambs Tutors communications will take place through approved business channels.

These may include:

Cambs Tutors business email.
Parent-approved WhatsApp communications.
Approved online tuition platforms.
Approved educational learning platforms.
The Cambs Tutors website contact form.

Parents or guardians will normally be the primary contact for tuition arrangements, lesson scheduling, invoices, progress updates and other administrative matters.

Direct communication with students under 18 will only take place where educationally necessary and with appropriate parental knowledge and agreement.

Where direct student communication is necessary, Cambs Tutors will use designated professional channels and keep parents informed.

3. Prohibited Communication

Tutors must not:

Contact students using personal social-media accounts.
Send private messages unrelated to education.
Engage in inappropriate personal conversations.
Request or send personal photographs unrelated to educational work.
Use disappearing messages or secret communication channels.
Communicate with students in ways deliberately concealed from parents.
Share student information with unauthorised parties.
Use students' personal information for unrelated commercial purposes.

Any inappropriate communication must be reported and addressed in accordance with the Safeguarding and Child Protection Policy.

4. Communication Hours

Routine parent enquiries and student communications will normally be handled during reasonable business hours.

Messages received outside these hours may be answered on the next working day.

Cambs Tutors does not provide an emergency safeguarding response service.

Where a child is at immediate risk, parents and students should contact emergency services rather than waiting for a reply from Cambs Tutors.

5. Online Lesson Arrangements

Online tuition will be conducted through suitable, approved video-conferencing or educational platforms.

Cambs Tutors will:

Provide meeting details through approved channels.
Use appropriate security settings.
Avoid publicly accessible lesson links.
Require students to use appropriate display names.
Take reasonable steps to prevent unauthorised participation.
Maintain a professional teaching environment.
Keep lesson content relevant to the agreed educational programme.
Inform parents of the platform used.

Students and parents must not share private lesson access links with unauthorised individuals.

6. Parental Awareness and Supervision

Parents or guardians must know when and how online tuition will take place.

For younger students, parents should be available at the beginning of lessons and reasonably accessible throughout.

Parents are encouraged to provide a suitable learning environment and ensure their child can access help if required.

Tutors must not discourage appropriate parental oversight of lessons.

7. Cameras and Microphones

The use of cameras and microphones will depend on the educational activity and safeguarding arrangements.

The tutor will:

Explain reasonable expectations before lessons.
Respect appropriate privacy and accessibility needs.
Consider necessary adjustments for students with SEND.
Avoid requiring students to reveal unnecessarily private areas of their homes.

Students should not be asked to share personal information or images unrelated to tuition.

8. Lesson Recordings

Cambs Tutors does not routinely record online tuition sessions.

Recording may be considered only where there is a clear, documented educational or safeguarding purpose and it is necessary and proportionate.

Before any recording:

The purpose must be explained.
The parent or guardian must receive appropriate privacy information.
Specific written parental or guardian permission must be obtained.
The student must be informed and their agreement sought.
Other identifiable participants must be appropriately informed and any required permissions obtained.
The storage location, access arrangements and retention period must be established.

Recordings must not be used for marketing, shared on social media or distributed to third parties without separate lawful authorisation.

Recording must not be undertaken secretly.

Where a recording is authorised, it will be stored securely and deleted in accordance with the specified retention period, unless continued retention is necessary for a safeguarding or legal reason.

Parents and students must not independently record, photograph or distribute lessons without appropriate prior agreement and consideration of the privacy of all participants.

9. Digital Learning Platforms

Cambs Tutors may use educational technology, including CENTURY, to support independent learning.

Parents will be informed about any optional services, additional charges and relevant data processing arrangements.

Students will receive appropriate guidance on safe use of digital resources.

Access credentials must not be shared with unauthorised people.

Use of educational platforms must be consistent with applicable privacy notices, supplier terms and safeguarding requirements.

10. Professional Behaviour

Tutors must:

Maintain professional language and conduct.
Use appropriate educational resources.
Respect students' dignity, privacy and personal boundaries.
Avoid discrimination, harassment or inappropriate humour.
Maintain suitable professional attire and surroundings.
Adapt teaching appropriately for students with additional learning needs.
Follow safeguarding reporting arrangements.
Maintain clear boundaries between educational support and personal relationships.

11. Student Expectations

Students are expected to:

Participate respectfully.
Use agreed online platforms.
Avoid sharing inappropriate content.
Respect the privacy of others.
Inform a parent or trusted adult if they feel uncomfortable.
Report inappropriate behaviour or safeguarding concerns.

Students will not be disadvantaged for making a genuine safeguarding disclosure.

12. Online Safeguarding Incidents

If inappropriate material, behaviour or communication occurs during a lesson, the tutor will take immediate steps to protect the student.

Depending on the circumstances, this may involve:

Ending or suspending the online session.
Informing a parent or guardian where safe and appropriate.
Preserving relevant evidence securely.
Recording the incident.
Contacting children's social care, the LADO or police where necessary.

The tutor must not investigate suspected abuse independently.

13. Data Protection

Personal information, student work, communication records and online learning information will be handled in accordance with applicable UK data protection requirements.

Only information reasonably necessary for tuition, administration, safeguarding or other lawful purposes will be collected.

Students' information will not be shared with third parties for unrelated purposes without an appropriate lawful basis.

14. Policy Review

This policy will be reviewed at least annually and whenever there is a significant change to tuition arrangements, digital platforms, safeguarding guidance or the Cambs Tutors operating model.

Approved by: Shelly Gathigia Wadsworth
Approval date: __________________

Cambs Tutors — Professional communication, safe learning and clear boundaries.