Safeguarding Policy

1. Policy Statement

At School To Medic, the safety and wellbeing of all students is our highest priority. We are committed to safeguarding and promoting the welfare of children and young people under our care. We recognise our responsibility to create a safe, supportive, and respectful learning environment, both online and in person, in line with statutory guidance, including Keeping Children Safe in Education (KCSIE).

2. Scope

This policy applies to all tutors, including the founder and any contracted or associate tutors. It also applies to all students, primarily aged 14–18 years, and to parents or guardians engaging with our services.

3. Principles

The welfare of the student is always paramount. School To Medic operates a zero-tolerance approach to any form of abuse or neglect. Tutors are not responsible for investigating concerns but must recognise and report them promptly. Parents and guardians will be kept informed of safeguarding considerations unless doing so may place the child at further risk.

4. Tutor Responsibilities

All School To Medic tutors must:

  • Hold a valid enhanced DBS check before working with students.
  • Complete at least Level 2 safeguarding training and refresh this every 2 years whilst attending safeguarding training sessions delivered by School To Medic.
  • Maintain professional boundaries at all times, including no private social media contact with students and no private meetings without parental awareness.
  • Provide regular feedback to parents or guardians.
  • Use only agreed communication channels, which are WhatsApp groups with the tutor, student, and parent/guardian, unless other specialised arrangements are made.
  • Ensure communication is reasonable and professional, typically between 8 am and 8 pm.

5. Identifying Safeguarding Concerns

Safeguarding concerns may include, but are not limited to:

  • Physical, emotional, or sexual abuse.
  • Neglect or inadequate supervision.
  • Mental health concerns, such as self-harm or suicidal ideation.
  • Bullying or peer abuse.
  • Radicalisation or exploitation, online or in person.

6. Reporting Concerns

If a tutor identifies a safeguarding concern, they must:

  • Record the facts immediately, including the time, date, and what was said or observed.
  • Not promise confidentiality if a student discloses something serious.
  • Report the concern to the Designated Safeguarding Lead for School To Medic.
  • Contact 999 if the student is in immediate danger.
  • For non-emergencies, contact the local authority safeguarding team, contact 101 or the NSPCC helpline (0808 800 5000).

Parents and students may also report concerns directly or anonymously via info@schooltomedic.co.uk.

7. Online Safety

All online sessions must be conducted via approved platforms, such as Google Meet or Microsoft Teams. Parents or guardians should be informed of lesson times and encouraged to be nearby.

Session Recordings:

To strengthen safeguarding and quality assurance, all online sessions will be recorded for safeguarding and monitoring purposes. Recordings will be stored securely on an encrypted drive accessible only to the Designated Safeguarding Lead (DSL). Recordings will be retained for a maximum of 120 days before being permanently deleted. Parents and guardians will be informed of this practice before sessions commence. Recordings are strictly for safeguarding and internal review purposes and will not be shared externally unless required by law.

WhatsApp groups include the tutor, student, and parent to ensure transparency; tutors will not contact students privately.

Students should not share lesson links or resourcesoutside these groups, and devices should be used in shared spaces where possible.

8. Response Times

All safeguarding concerns will be acknowledged promptly, typically within 24 hours, andaddressed as quickly as possible.

9. Data Retention & Confidentiality

Records of safeguarding concerns, including recorded sessions, are stored securely and retained only as long as necessary in line with GDPR. All information is treated as confidential and shared only with those directly involved in resolving the concern or where disclosure is legally required.

10. Review

This policy will be reviewed annually or sooner if new safeguarding guidance is issued to ensure it remains up to date and effective. (Last review date: 10/11/2025)

11. Emergency Contacts

In any immediate emergency, always contact 999 first. For all other safeguarding concernsrelated to School To Medic, contact info@schooltomedic.co.uk.

1. Introduction

School To Medic (“we”,“our”,“us”) is committed to protecting the privacy and security of our students, parents, and tutors. This Privacy Policy explains how we collect, use, store, and sharepersonal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By engaging with our services, you agree to the terms set out in this policy.

2. Who We Are

School To Medic provides private tutoring, mentoring, and interview coaching for GCSE, A-Level, and medical school applicants.

  • Data Controller: School To Medic
  • Contact: info@schooltomedic.co.uk
  • Designated Safeguarding Lead (DSL) & Data Protection Officer: Rajjan Singh

3. Information We Collect

We may collect and process the following personal data:

Students and Parents

  • Name, date of birth, contact details (email, phone number, address)
  • Educational history and academic information (exam boards, grades, progress reports)
  • Special Educational Needs (SEN) or relevant medical information (only where necessary for learning support)
  • Session attendance and lesson notes
  • Communication records (WhatsApp group messages, emails)
  • Lesson recordings (see section 8)
  • Payment and invoicing details (processed via secure third-party providers such as Stripe)

 

Tutors

  • Name, address, contact details
  • DBS certificate details
  • Qualifications, experience, and references
  • Payment and contractual information
  • We do not collect or store unnecessary sensitive data unless required for safeguarding or legal compliance.

4. How We Use Personal Data

We use your information for:

  • Delivering tutoring, mentoring, and educational services
  • Providing progress feedback to parents or guardians
  • Safeguarding children and ensuring student welfare
  • Managing lesson bookings, payments, and schedules
  • Communicating with parents, students, and tutors
  • Monitoring lesson quality and training tutors
  • Meeting our legal obligations (e.g., safeguarding reports or DBS verification)
  • We will never sell your personal data or use it for unrelated marketing purposes.

5. Legal Basis for Processing

We process personal data under the following lawful bases:

  • Contractual necessity: To deliver tutoring and mentoring services.
  • Legal obligation: To comply with safeguarding, DBS, and data protection requirements.
  • Legitimate interest: To ensure quality assurance and business administration.
  • Consent: For lesson recordings and optional marketing communications.

6. Data Sharing

We only share personal data when necessary:

  • With tutors working under School To Medic (bound by confidentiality and safeguarding agreements).
  • With parents/guardians for progress updates and safeguarding communication.
  • With relevant authorities (e.g., local safeguarding teams, police, or medicalprofessionals) if a safeguarding concern arises.
  • With third-party service providers (e.g., Google Workspace, Stripe, Wix) who securely process data on our behalf under GDPR-compliant agreements.

We do not transfer data outside the UK unless equivalent safeguards are in place.

7. Data Storage & Security

We use Google Workspace (encrypted, access-controlled storage) for all lesson materials, contact information, and safeguarding records. Access is restricted to authorised personnel, including the Designated Safeguarding Lead (DSL). We take appropriate technical and organisational measures to prevent data loss, misuse, or unauthorised access.

8. Lesson Recordings

To ensure safety, quality, and compliance:

  • Online lessons are recorded for safeguarding, monitoring, and training purposes.
  • Recordings are stored securely on an encrypted drive accessible only by the DSL.
  • All recordings are deleted automatically after 120 days.
  • Recordings are never used for marketing or shared externally.
  • Parents/guardians are informed before recording begins and consent is obtained during onboarding.

9. Data Retention

We retain personal data only for as long as necessary:

  • Student and lesson records: 2 years after the final session.
  • Safeguarding records: as required by law (typically until the child reaches 25).
  • Lesson recordings: 120 days, after which they are deleted automatically.
  • Financial records: 6 years for tax and accounting compliance.

Once no longer required, data is securely deleted or anonymised.

10. Your Rights

Under UK GDPR, you have the following rights:

  • To access a copy of your personal data.
  • To request correction of inaccurate or incomplete data.
  • To request deletion (“right to be forgotten”) where applicable.
  • To object to data processing or withdraw consent (e.g., for lesson recordings).
  • To lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been mishandled.

Contact us at info@schooltomedic.co.uk to exercise these rights.

11. Cookies and Website Analytics

Our website (www.schooltomedic.co.uk) may use cookies for analytics and functionality. You can manage or disable cookies through your browser settings.

12. Changes to This Policy

This Privacy Policy will be reviewed annually or whenever regulations change. Any updates will be published on our website.

13. Contact Us

For data protection queries or to report a concern:

info@schooltomedic.co.uk

1. Purpose

At School To Medic, we are committed to creating an inclusive, respectful, and supportive learning environment for every student. We celebrate diversity and ensure that no student, parent, or tutor is unfairly treated or disadvantaged on the basis of protected characteristics or personal circumstances.

2. Legal Framework

This policy is guided by the principles of the Equality Act 2010, which protects individuals fromdiscrimination based on:

  • Age
  • Disability
  • Gender reassignment
  • Marriage and civil partnership
  • Pregnancy and maternity
  • Race (including colour, nationality, and ethnic or national origin)
  • Religion or belief
  • Sex
  • Sexual orientation

3. Our Commitment

  • Ensure all students have equal access to high‑quality tutoring and mentoring.
  • Recognise and respect different learning styles, abilities, and cultural backgrounds.
  • Provide reasonable adjustments where possible to support individual needs (e.g., students with learning difficulties, SEND, disabilities).
  • Ensure all tutors treat students and parents with dignity, fairness, and respect at all times.
  • Promote a culture where diversity is valued and discriminatory behaviours are not tolerated.

4. Responsibilities

Tutor Responsibilities:

  • Uphold this Equality & Diversity Policy during all lessons and interactions.
  • Challenge and report discriminatory attitudes, comments, or behaviours.
  • Take into account cultural sensitivities and learning needs when planning lessons.

Parent/Student Responsibilities:

  • Respect the principle of equality and refrain from discriminatory behaviour.
  • Inform the tutor of any learning needs, SEND, or personal circumstances that could affect learning, so support can be provided.

Business Responsibilities (School To Medic):

  • Provide safeguarding and inclusivity training/resources to tutors.
  • Ensure policies remain compliant with current UK legislation.
  • Respond promptly to any concerns or complaints relating to equality or diversity.

5. Complaints & Concerns

Any concerns about equality or discrimination should be raised through the Complaints Policy.

Issues will be investigated fairly, confidentially, and action will be taken where necessary.

6. Review

This policy will be reviewed annually or sooner if required by changes in legislation or business practices.

1. Parties Involved

  • School To Medic and any tutor acting on behalf of School To Medic is bound by this agreement.
  • Client: Parent/Guardian responsible for the student.
  • Student: The child receiving tutoring.

2. Lesson Arrangements

Lessons will be delivered online via Zoom/Teams, unless otherwise agreed. Sessions are delivered on a 1:1 or small group basis (1:3), depending on the package purchased, and are typically 60 minutes long unless agreed otherwise. Lessons are planned in line with the relevant GCSE/A‑Level exam board specification.

3. Payment

Payment can be made via our website, www.schooltomedic.co.uk or by bank transfer. Payments should be made monthly or weekly, unless otherwise agreed. If payments are one week in arrears, tutoring sessions will be paused until payment is received.

Continued non-payment may result in termination of the agreement. Invoices will be provided upon request.

4. Cancellations & Rescheduling

1:1 Tutoring Sessions

  • You can reschedule or cancel your 1:1 session up to 24 hours before the scheduled time without any charge on our website (www.schooltomedic.co.uk), by contacting your tutor, or School To Medic through email (support@schooltomedic.co.uk) or whatsapp.
  • Cancellations within 24 hours of the session will incur a 50% fee of the session cost.
  • If you need to reschedule, please contact us at least 24 hours in advance to avoid charges. Any exceptional circumstances will need to be discussed with the course director.

Group Sessions (1:3)

  • You can reschedule or cancel up to 48 hours before a group session without any charge.
  • Cancellations within 48 hours will incur a 50% fee of the session cost.
  • Group sessions require multiple participants, so late cancellations may affect other participants’ learning. Please inform us promptly if you need to reschedule. Any exceptional circumstances will need to be discussed with the course director.

 

Force Majeure Clause

School To Medic will not be held responsible for any failure to deliver lessons caused by events outside our control, including but not limited to extreme weather, power outages, internet or technical failures, or other unforeseen emergencies. In such cases, lessons will be rescheduled at a mutually convenient time, and no cancellation fees will apply.

Additional Notes:

  • Automated reminders will be sent before each session, please check your emails to stay updated.
  • If School To Medic cancels a session, it will be rescheduled at no extra cost
  • Policies are designed to be fair to all students and ensure everyone receives the best possible learning experience.

5. Responsibilities:

Tutor’s Responsibilities

  • Deliver high-quality, structured lessons tailored to the student.
  • Provide parental feedback after each session.

Parent/Student’s Responsibilities

  • Ensure the student attends punctually with the required resources (notebooks, calculator, stable internet).
  • Inform the tutor of any learning needs, SEN, or medical issues that may impact the lesson.
  • Ensure online lessons take place in a safe environment (e.g., supervised home setting, or with parental awareness).

6. Safeguarding & Conduct

All School To Medic tutors are Enhanced DBS-checked and follow the business safeguarding policy. Please see Safeguarding Policy  for more information.

  • The tutor will never meet students in private/unsupervised settings without parental consent.
  • All online sessions will be recorded for safeguarding, monitoring, and training purposes.
  • Recordings will be securely stored on an encrypted drive accessible only by the
  • Designated Safeguarding Lead (DSL).
  • Recordings will be automatically deleted after 120 days.

Parents and guardians will be informed of this policy before sessions commence. Please refer to the School To Medic Safeguarding Policy for more detail.

7. Data Protection (GDPR)

Personal information (student and parent name, contact details) will be stored securely using the Google Workspace encrypted storage and Microsoft Onedrive. Information is used only for tutoring purposes (teaching, reporting, safeguarding). No data will be shared with third parties without consent, unless required by law. Parents and students have the right to access, correct, or request deletion of their data at any time.

8. Complaints & Feedback

At School To Medic, we value learning and welcome any feedback from parents and students.

Any concerns should be raised directly with the tutor in writing. Please refer to the complaints policy.

9. Termination of Agreement

Either party may terminate tuition with 4 weeks’ written notice by email. Any prepaid sessions not delivered will be refunded.

10. Agreement

By proceeding with tuition and paying the first invoice, the Client agrees to these terms.

Signed (Tutor):______________________________

Signed (Parent/Guardian):_____________________

Date:______________________________________

1. Purpose and Scope

At School To Medic, we are committed to providing high-quality tutoring and mentoring. This policy outlines how students, parents, or guardians can raise concerns or complaints regarding any tutoring or mentoring services.

2. Informal Resolution

Most issues can be resolved quickly and informally. Parents/students are encouraged, in the first instance, to raise concerns directly with the tutor at the earliest opportunity (verbally or by email/WhatsApp, as appropriate). Raising concerns early helps us resolve issues quickly and maintain the best learning experience for students.

3. Formal Complaints

If a concern cannot be resolved informally, the following steps apply:

Step 1: Submitting a Complaint

Complaints should be put in writing (email is acceptable) and sent to: support@schooltomedic.co.uk. The complaint should include:

    • Student’s name
    • Date(s) of incident(s)
    • Details of concern(s)
    • Desired outcome, if applicable
    • Evidence is available: Screenshots, emails or any other relevant information. 

Step 2: Acknowledgement

The complaint will be acknowledged in writing within 7 working days.

Step 3: Investigation

We will review the concern fully and gather any relevant information for investigation of the complaint.

Step 4: Response

A written response will be provided within 28 working days of the initial complaint, outlining findings and any actions to be taken.

 

4. Escalation

If the complainant is unsatisfied with the outcome, they may request a review by the Founder & Director (Rajjan Singh), who will reconsider and provide a final response within 10 working days. This decision will be final and binding.

5. Safeguarding Concerns

Any complaints involving child safeguarding will be handled in line with the School To Medic Safeguarding Policy and may be referred to the appropriate safeguarding authorities where necessary.

6. Confidentiality

All complaints will be handled with sensitivity and confidentiality. Information will only be shared with those directly involved in resolving the issue, or as required by law.

7. Monitoring & Review

All complaints are logged and reviewed regularly to improve service quality. This policy is reviewed annually.