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Privacy notice for tutor applicants

This explains what we do with the information you give us when you apply to tutor with Red Robin Learning, and what rights you have over it. It covers the whole application — the first form, the video interview, your documents, your referees, the training modules, and your contract and payment details.

It is written to meet Articles 13 and 22 of the UK GDPR. If anything here is unclear, ask us — the contact details are at the bottom, and you are entitled to an answer.

Last updated: 31 August 2026.

Who is responsible for your information

Red Robin Learning is the data controller. That means we decide what is collected and why, and we are accountable for it.

Our Data Protection lead is Sumer Mehmet. You can reach the team about anything in this notice at tasneem@redrobinlearning.com.

What we collect, and why

We collect different things at different stages. You are told what each step needs before you start it, and you can stop at any point.

| What | Why we need it | Our lawful basis | |---|---|---| | Name, email, phone, date of birth, address | To identify you, contact you, and confirm you are old enough to work with us | Steps to enter a contract | | Your qualifications and grades, and your CV | To decide which subjects and year groups you are qualified to teach, and what we can pay | Steps to enter a contract | | Two recorded video answers | To assess how you explain things — the core of the job | Steps to enter a contract | | Photo ID, proof of address, right-to-work evidence | To confirm you are who you say you are and may legally work in the UK | Legal obligation, and our legitimate interest in verifying identity | | Enhanced DBS certificate and its details | Safeguarding. You would be working with children aged 8–18 | Legal obligation, plus the conditions in Schedule 1 of the Data Protection Act 2018 — see the section on criminal-record information below | | Two references | To check your suitability to work with children | Legitimate interest in safe recruitment | | Training and quiz results | To evidence that you have completed safeguarding and conduct training | Legal obligation and legitimate interest | | Bank details, National Insurance number, tax status | To pay you | Contract, and legal obligation for tax records | | A profile photo and a short bio | So parents and students can see who will teach them | Contract |

Where we rely on legitimate interests, the interest is running a safe tutoring service for children. We have considered your privacy against that and think the balance is fair, because everything we ask for is either required by law or directly about your suitability for the role. You can object — see "Your rights".

Giving us this information is not a statutory requirement, but we cannot take your application further without it. If you would rather not provide something, tell us and we will explain what it is for.

Criminal-record information

An enhanced DBS check is required for this role because it is regulated activity with children. We process the certificate and its details under Article 10 of the UK GDPR together with Schedule 1 Part 2 of the Data Protection Act 2018 — paragraph 18 (safeguarding of children) and paragraph 6 (statutory purposes, including our duty to refer under the Safeguarding Vulnerable Groups Act 2006).

We keep an Appropriate Policy Document explaining how we handle this category of information, as that Schedule requires. Ask us and we will send you a copy.

Automated decision-making

One decision in this process is automated. When you submit the first form, a rule checks the grades you enter against the minimum we accept for each subject you asked to teach. If none of your subjects meets it, your application is declined at that point and no person reads it.

The rule is published on the form itself and repeated in the email we send you if you are declined, so you can see exactly which standard applied.

If that happens you may apply again immediately — there is no waiting period — and the check runs again on whatever you enter. You can also reply to that email and ask a person to look at the decision. Nothing else in the application is decided automatically: every later stage is a human judgement.

Who else sees your information

We use a small number of suppliers to run the service. They act on our instructions and cannot use your information for anything else.

  • Vercel — hosts the website and stores your uploaded documents and video
  • Neon — our database
  • Resend — sends the emails you receive from us
  • Clerk — signs you in once you become a tutor
  • Anthropic — an AI model reads your CV to cross-check it against the grades you declared, and drafts a first version of your public profile for you to edit. A person reviews both. Your CV is not used to train anyone's model
  • Sanity — stores the training videos
  • Cloudflare — anti-spam check on the application form
  • Railway — runs the virus scanner that checks files you upload
  • Slack — our internal alerts. These identify you by an internal reference, not by name
  • uCheck — the umbrella body that processes DBS applications, if you use them

Your referees are contacted directly by us. Their reply is confidential to us and we do not share it back with you.

We do not sell your information, and we do not use it for marketing.

Some of these suppliers may process information outside the UK. Where they do, we rely on the UK's adequacy regulations or on the International Data Transfer Addendum to the standard contractual clauses.

How long we keep it

  • Your video interview answers: 90 days, whatever the outcome. Everyone's.
  • A declined or withdrawn application: six months, then your documents and DBS details are deleted.
  • If you go quiet for 60 days we close the application and tell you by email. That is not a rejection, there is no waiting period, and you can pick it back up by replying.
  • If you become a tutor, we keep your records for the duration of your engagement and for six years afterwards, which is how long we may need them for tax, safeguarding and legal claims.

Deletion is automatic and runs nightly. If you would like something removed sooner, ask.

Your rights

You can ask us to:

  • give you a copy of what we hold about you
  • correct anything wrong
  • delete it — we will, unless we are legally required to keep it, which applies to safeguarding records once you have taught for us
  • restrict or object to how we use it, including where we rely on legitimate interests
  • give you a portable copy of what you provided

We will respond within one month. There is no charge.

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk, or on 0303 123 1113.

Contact

tasneem@redrobinlearning.com — applications, and anything in this notice.

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