1. Purpose
This policy sets out how EDU Archives Tutors delivers online tutoring — live, one-to-one or small-group lessons over a secure video platform. Online tuition follows the same safeguarding, conduct, and quality standards as in-person tuition, with additional measures specific to the online environment.
2. Approved platforms
Online sessions take place on EDU Archives Tutors-approved platforms only — currently BitPaper and Lessonspace. Both platforms hold appropriate data protection certifications, allow recording with consent, and provide a parent-accessible login route.
Tutors must not move sessions to consumer platforms such as personal Zoom accounts, Google Meet, FaceTime, WhatsApp video or similar without prior written agreement from EDU Archives Tutors.
3. Tutor vetting and training
Online tutors meet the same vetting standards as in-person tutors:
- Enhanced DBS, identity, right-to-work, qualifications and references all verified before any work
- KCSiE 2024 Part One training, refreshed annually
- Online safeguarding and digital boundaries training
- Familiarity with EDU Archives Tutors' approved platform
- Signed agreement to follow this policy and the Candidate Code of Conduct
4. Session environment
Tutors must deliver online sessions from a quiet, professional environment with a neutral background — never from a bedroom, social space or location where others can overhear. Tutors wear modest, professional dress (no informal home-clothes).
For under-18 learners, a parent or appropriate adult must be in the home during sessions, ideally within earshot. Parents are given access to the platform's parent-login or session recording feature.
5. Recording sessions
Sessions may be recorded only with explicit written parental consent (and, for older children, the child's consent too). Recordings are:
- Stored on EDU Archives Tutors-controlled platforms, not the tutor's personal device or cloud
- Access-controlled to the family, tutor and EDU Archives Tutors only
- Used solely for revision, parent visibility, and (rarely) safeguarding review
- Deleted at the end of the engagement on request, or after 12 months as standard
6. Communication boundaries
Communication outside scheduled lessons takes place through EDU Archives Tutors or via parent-mediated channels agreed in writing. Tutors must never contact a child via personal email, phone, WhatsApp, Instagram, gaming platforms or any other personal channel.
7. Safeguarding online
Tutors apply the same safeguarding awareness online as in person. Any concern about a child's welfare — physical, emotional, online safety — is reported to EDU Archives Tutors' Designated Safeguarding Lead the same day. Tutors are trained to recognise warning signs visible in the online environment, including the child appearing in unsafe spaces, signs of distress, or evidence of online harm.
8. Technical issues
Both tutor and student must use a stable internet connection, working webcam and microphone. We test before the first lesson and have a fallback (phone audio + screen-share) for connection issues. Sessions lost to tutor-side or platform-side technical problems are credited.
9. Data protection
All online tuition data — recordings, lesson notes, progress reports, communications — is handled under our Data Protection and Processing Policy and UK GDPR. Recordings of children are treated as special category data and stored with appropriate additional protections.
10. Review
Reviewed annually and after any significant incident or platform change.
This is a summarised public-facing version. The full operational policy is held internally and made available to clients on request. Last reviewed: January 2026.