1. Introduction

TutorConnect is committed to providing a safe and secure environment in which every learner, tutor, and member of staff can thrive. This commitment is reflected throughout our safeguarding processes, and this policy sets out the guidance needed to embed that commitment into the culture and everyday practice of the organisation. It is essential that all tutors and staff understand their duties regarding online safety and report any concerns promptly.

The Designated Safeguarding Lead is referred to as the DSL, and the Deputy Designated Safeguarding Lead is referred to as the DDSL, throughout this policy.

This policy has been agreed, sponsored, and approved by the TutorConnect leadership team, including a Director with overall accountability for Safeguarding, a Designated Safeguarding Lead (DSL), a Deputy Designated Safeguarding Lead (DDSL), and a Safer Recruitment Lead.

2. Purpose

This policy document outlines TutorConnect’s approach to online safety, in line with best practice for organisations providing education and tutoring services to children, young people, and adult learners. It has been written to provide guidance to tutors and staff regarding online or technological communications with learners, parents/guardians, and colleagues, whether tutoring is delivered online or in a learner’s home.

3. Scope

This policy applies to all tutors, staff, and learners who use TutorConnect’s systems and communication tools, including video conferencing platforms, email, messaging, and any online learning materials, whether on TutorConnect premises, in a learner’s home, or delivered remotely. The policy applies to all use of the internet and electronic communication devices, including e-mail, mobile phones, video conferencing, messaging services, online learning platforms, and any other systems used for communication or information storage in connection with tutoring.

This policy emphasises the importance of keeping learners safe both online and during in-home tutoring sessions. It ensures that all users are aware of the potential risks associated with online activity and in-person, one-to-one tutoring in a home setting, and provides guidelines for safe and responsible use of digital tools and appropriate conduct during home visits.

4. Aim

TutorConnect recognises that online learning tools and video conferencing provide excellent opportunities for one-to-one tuition but also create risks that must be actively managed. As part of our commitment to safeguard and promote the welfare of children, young people, and vulnerable adults, we combine safer recruitment practices, staff training, clear guidance, and robust reporting procedures to protect every learner we work with, whether tutoring takes place online or in the learner’s home.

The key mechanisms for ensuring that information about online safety and safe in-home tutoring practice is delivered, checked, and reinforced include:

  • Tutor induction and onboarding, including DBS checks and safeguarding training.
  • Guidance materials provided to tutors, parents/guardians, and learners.
  • Regular check-ins and progress reviews between TutorConnect and families.
  • Monitoring of online tutoring sessions where appropriate (e.g. recorded sessions with consent).
  • A clear, well-publicised process for reporting concerns.

This Online Safety Policy outlines how best to use technology, and how to conduct in-home tutoring, to the professional benefit and safety of both tutors and learners at TutorConnect.

5. Roles and Responsibilities

Learners will:

  • Be provided with information on how to use the internet and online learning tools safely and responsibly.
  • Be shown how to use online tools to support and enhance their learning.
  • Develop an understanding of intellectual property and copyright where relevant to their studies.
  • Be shown how to report online safety concerns, or any concerns about a tutor’s conduct, to TutorConnect.
  • Be educated, in an age-appropriate way, on how to keep themselves safe online and during in-home sessions.
  • Learn strategies to protect their personal information and privacy while using digital tools.

Tutors will:

  • Ensure that learners and parents/guardians have the information they need to take part in tutoring safely, whether online or in-home.
  • Ensure that learners and parents know what to do if they have a concern about online safety, safeguarding, or a tutoring session.
  • Conduct all online sessions using TutorConnect-approved platforms, with cameras on where appropriate and a parent/guardian reasonably able to be present or nearby for learners under 18.
  • Conduct in-home sessions professionally at all times, respecting the family’s home and maintaining clear professional boundaries.
  • Never be alone with a learner under 18 behind a fully closed door where a parent/guardian has requested otherwise, and follow the family’s reasonable preferences for supervision.
  • Report any safeguarding or online safety concern immediately in line with TutorConnect’s Safeguarding Policy.

Leaders and managers will:

  • Ensure that information about online safety and safe in-home tutoring is available to all tutors, staff, learners, and parents/guardians.
  • Ensure that all tutors are subject to safer recruitment checks, including an enhanced DBS check, before being introduced to learners.
  • Ensure that support and guidance on the safe use of IT and safe conduct during home visits is provided to all tutors.
  • Ensure that measures are in place to keep learner and family data safe and secure, in line with UK GDPR.

All tutors and staff:

  • Are responsible for the safety of learners during every session, online or in-home.
  • Should report any concerns immediately to the DSL or DDSL in line with the Safeguarding Policy.
  • Must take particular care not to guarantee confidentiality to anyone reporting a concern, or to those involved.
  • Should model safe, responsible, and professional behaviour in their own use of technology, both professionally and personally.
  • Must ensure compliance with associated policies and risk assessments, including the Safeguarding Policy and Safer Recruitment Policy.

6. Learner Conduct

Learners must abide by the values of TutorConnect, respecting the rights of their tutor and the reputation of the organisation. It is essential that learners refrain from posting comments on social media or online, or sending messages, that:

  • Are unlawful.
  • Could be viewed as bullying or harassing a tutor or another member of the TutorConnect community.
  • Are contrary to Equality, Diversity, and Inclusion principles.
  • Explicitly encourage others to break the law.
  • Are likely to bring TutorConnect into disrepute.

These guidelines are critical for maintaining a respectful, professional, and safe learning relationship between tutors and learners. Any safeguarding concern arising from online conduct, including any indication of harm, exploitation, or inappropriate contact, must be reported to the DSL immediately as part of TutorConnect’s safeguarding processes.

Learners and parents/guardians should not attempt to contact or communicate with tutors via personal social media accounts, including attempting to add a tutor as a ‘friend’ or follow them personally. All communication should take place through TutorConnect-approved channels. Maintaining these professional boundaries protects both learners and tutors.

7. Tutor Conduct

Use of Social Media

Safeguarding learners is a key priority, and the use of social media or personal messaging as a means of communicating with learners or parents/guardians is not permitted. All communication regarding tutoring must take place through TutorConnect-approved channels, such as our booking system, official email address, or approved video conferencing platform.

Communication with Learners, Parents, and Colleagues

Communication between tutors and learners, parents/guardians, or colleagues, by whatever method, should take place within clear and explicit professional boundaries. This includes the use of mobile phone text messaging, email, video conferencing (such as Zoom or Teams), and any messaging services used in connection with tutoring.

Tutors should not befriend learners or parents/guardians on personal social media accounts, as professional boundaries may be misconstrued. Where a tutor has a pre-existing personal connection to a learner or family (for example, through a mutual friend or family relationship), this should be declared to TutorConnect so a record can be made.

Cyberbullying

Cyberbullying is the use of technology, particularly mobile phones, messaging platforms, social media, and the internet, to deliberately upset someone. It is recognised that tutors, staff, and learners may become targets of cyberbullying. TutorConnect does not tolerate any kind of bullying, including cyberbullying, and any incidents should be reported and will be taken seriously and addressed immediately.

Photographic and Video Images

It is recognised that there are times when photographic images or recordings of learners may enhance the tutoring experience or provide useful evidence of progress, for example a recorded online session. Any such recording or imaging must only take place with the informed consent of the learner and their parent/guardian (where the learner is under 18), and must be handled in accordance with UK GDPR and the Data Protection Act 2018.

8. In-Home Tutoring Safety

In-home tutoring presents a different set of considerations to online or classroom-based teaching, and TutorConnect takes the safety of both learners and tutors seriously in this setting.

  • All tutors undergo an enhanced DBS check and identity verification before being matched with any learner.
  • Parents/guardians are encouraged to be present in the home, or reasonably nearby, during sessions with learners under 18.
  • Tutors must conduct sessions in a communal area of the home wherever possible, rather than a learner’s bedroom.
  • Any concerns about the home environment, the conduct of a family member, or the conduct of a tutor must be reported to the DSL immediately.
  • Tutors travelling to and from sessions should follow reasonable personal safety practices and keep TutorConnect informed of their schedule where required.

9. Security

The safe use of technology is a key element in keeping learners safe, including appropriate measures to protect them from harmful online material. All tutors and staff must take reasonable measures to prevent inappropriate access to TutorConnect systems and learner data.

All tutors and staff have their own secure, password-protected account for booking, communication, and any online learning activities.

TutorConnect is guided by the principles of statutory safeguarding guidance for organisations working with children, including ‘Keeping Children Safe in Education’, and applies these principles to keep learners safe online and during in-home sessions. This includes ensuring limited exposure to potential risks and inappropriate or harmful content. Any adverse incident affecting a learner must be reported to the DSL without delay.

TutorConnect keeps learner and family data securely and only accessed on request by authorised members of staff, such as safeguarding leads and management, in line with UK GDPR and the Data Protection Act 2018.

10. Equality and Diversity

As with all TutorConnect policies and procedures, due care has been taken to ensure that this policy is appropriate for all tutors, staff, and learners, regardless of gender, race, ethnicity, disability, sexual orientation, marital status, gender identity, religion, or age.

This policy will be applied fairly and consistently, upholding TutorConnect’s commitment to providing equality to all. If any tutor, member of staff, or learner feels that this policy does not meet this aim, please contact [HR / Safeguarding Lead contact] directly.

11. Version Control

Version 1 — Policy creation.

This document is a template adapted for TutorConnect and should be reviewed by a qualified safeguarding consultant or solicitor before formal adoption and publication.