Nova Study Lab (“we”, “our” or “Nova Study Lab”) is committed to protecting the privacy of all visitors to our Website novastudylab.co.uk and all visitors who access our Website or services through any mobile application (together, the “Website”).
Please read the following privacy policy which explains how we collect, use, store, and protect your information. For the purposes of the GDPR (General Data Protection Regulation EU 2016/679) and related UK data protection legislation, Nova Study Lab acts as the data controller.
We reserve the right to modify this Privacy Policy from time to time by posting any changes on our Website.
When you use the Nova Study Lab Platform and related services, we automatically collect personal information about the services you use and how you use them.
This information is necessary for the adequate performance of the agreement between you and us, to enable us to comply with legal obligations, and given our legitimate interest in providing, maintaining, and improving the functionality of the Nova Study Lab Platform and services.
Information That We Automatically Collect
Usage Information
We collect information about your interactions with the Nova Study Lab Platform, such as the pages or content you view, searches you perform, tutoring enquiries, lesson bookings, messages between users, and other actions taken through our Website.
Log Data and Device Information
We automatically collect log data and device information when you access and use the Nova Study Lab Platform, even if you have not created an account or logged in.
This information may include:
- Details about how you use the Nova Study Lab Platform
- IP address
- Access dates and times
- Hardware and software information
- Device information
- Device event information
- Unique identifiers
- Crash data
- Cookie data
- Pages viewed or interacted with before or after using our Website
Cookies and Similar Technologies
We use cookies and similar technologies when you use our Website, interact with our online services, or engage with our communications.
We may collect certain information automatically using technologies such as:
- Cookies
- Web beacons
- Pixels
- Browser analysis tools
- Server logs
- Mobile identifiers
In many cases, information collected through cookies and similar technologies is used in a non-identifiable way. For example, we may use this information to understand website traffic patterns, improve our Website experience, and enhance our services.
In some cases, we may associate information collected through cookies and similar technologies with your personal information.
Our technology partners may also use similar tracking technologies to help us analyse website performance and improve our services.
Geo-location Information
When you use certain features of the Nova Study Lab Platform, we may collect information about your approximate location through data such as your IP address or device settings.
This information may be used to improve your experience, provide relevant services, and understand how users interact with our Website.
Most devices allow you to control or disable location services through your device settings.
Pixels and SDKs
Third parties, including advertising and analytics providers, may use cookies, web beacons, pixels, and similar technologies to collect information from our Website and other online platforms.
These technologies may be used to provide measurement services, analyse user behaviour, and improve the relevance of advertisements or communications.
Users may manage advertising preferences through relevant third-party settings or by contacting us at:
For more information about how we use cookies, please refer to our Cookie Policy.
Do Not Track Signals
While you may disable cookies through your browser settings, the Nova Study Lab Platform does not currently respond to “Do Not Track” signals in browser headers or mobile applications due to the lack of industry standardisation regarding how these signals should be interpreted.
Information That We Collect
When you visit the Nova Study Lab Website or enquire about our tutoring services, you may be asked to provide information about yourself, including your name, address, contact details, and information relevant to your tutoring requirements.
When you register as a Tutor with Nova Study Lab, you may be asked to provide personal identification documents, such as a driving licence, passport, or Disclosure and Barring Service (DBS) check information.
When registering as a Tutor, we may also request information from individuals who can provide references to support your suitability to provide tutoring services through Nova Study Lab.
Tutors may be asked to provide details of relevant qualifications, teaching experience, and any criminal convictions where legally required, including DBS certificate or update service details.
When acting as a referee, you may be asked to provide information about yourself, including your name, contact details, and feedback regarding the suitability of the Tutor.
When you request or purchase tutoring services, we may collect payment information, such as debit or credit card details. Payment card information is processed securely by third-party payment providers. Nova Study Lab does not store full payment card details and is not PCI compliant.
We may also collect information about your use of our Website, including:
- Messages and communications sent through our platform
- Files or documents uploaded
- Emails and communications with our team
- Lesson bookings and enquiries
- Feedback and reviews
Where online lessons are delivered through our platform, we may record lessons, store uploaded files, and retain relevant information about interactions during lessons for safeguarding, quality assurance, and service improvement purposes.
We collect technical information about your use of our Website, including:
- Device information
- Browser information
- IP address
- Website activity
- Pages visited
- Time spent on the Website
How We Use Your Data
Your information enables us to provide access to our services, connect students with suitable Tutors, manage bookings, communicate with you, and deliver the tutoring services you request.
If You Are a Student or Parent
We use your information to:
- Connect you with suitable Tutors based on your learning requirements
- Manage tutoring enquiries and lesson bookings
- Process payments for tutoring services
- Communicate with you regarding lessons, updates, and support
- Provide a personalised tutoring experience
- Resolve any issues or concerns
If You Are a Tutor
We use your information to:
- Review your application and assess your suitability as a Tutor
- Verify your identity and qualifications
- Complete required safeguarding checks, including DBS verification where applicable
- Contact references provided during your application
- Create and manage your Tutor profile
- Match you with suitable students
- Process payments for completed lessons
If you are a Tutor using Nova Study Lab, we may share relevant information with HMRC where legally required, including details such as:
- Name
- Address
- Date of birth
- Tax identification information
- Earnings
- Number of lessons delivered
Tutor Profiles and Matching
To help students find suitable Tutors, we may use information such as qualifications, experience, availability, subject expertise, and feedback to recommend Tutors.
We may use automated processes to improve matching between students and Tutors and to provide relevant recommendations.
Communications and Messaging
Your Website activity and communication history allow us to provide access to previous conversations, support communication between users, and assist with resolving any disputes.
Where users communicate through our platform, we may monitor messages to help protect user privacy, maintain safeguarding standards, and ensure appropriate use of our services.
Lesson Recordings
Where online lessons are recorded, recordings may be stored for safeguarding purposes, quality monitoring, and improving the learning experience.
Parents and students may be provided access to recordings where appropriate.
Marketing Communications
Where you have provided consent, we may use your information to contact you about:
- New services
- Educational resources
- Offers
- Updates from Nova Study Lab
We may contact you by:
- SMS
- Telephone
- Social media
- Other communication methods
If you no longer wish to receive marketing communications, you can contact us at:
Improving Our Services
We may use information collected from users to:
- Understand how customers use our services
- Improve our Website and tutoring experience
- Develop new features
- Improve customer support
We may retain information from closed accounts where necessary to:
- Comply with legal obligations
- Prevent fraud
- Resolve disputes
- Enforce our terms and conditions
- Protect our users and services
Purposes for Which We Will Use Your Personal Data
We have set out below the ways we plan to use your personal data and the legal basis we rely on to process that information.
We may process your personal data for more than one lawful reason depending on the specific purpose for which we are using your information.
| Category of Personal Data | Purpose / Activity | Lawful Basis for Processing |
|---|---|---|
| Personal details including name and contact information | To register you as a user, manage your account, process bookings, communicate with you, provide services, and send relevant updates. | (a) Performance of a contract with you. (b) Necessary for our legitimate interests to manage and grow our services. |
| Identity verification information | To verify Tutor identities, complete safeguarding checks, and ensure compliance with legal requirements. | (a) Performance of a contract with you. (b) Compliance with legal obligations. |
| Tutor profile information | To review Tutor applications, display relevant Tutor information, match students with suitable Tutors, and maintain service quality. | (a) Performance of a contract with you. (b) Necessary for our legitimate interests to provide and improve our services. |
| Payment information | To process payments, manage transactions, and provide tutoring services. | (a) Performance of a contract with you. (b) Necessary for our legitimate interests to process payments securely. |
| Location information | To help provide relevant services, improve Tutor and Student matching, and understand service usage. | (a) Performance of a contract with you. (b) Necessary for our legitimate interests to improve our services. |
| Special categories of personal information, including DBS and criminal conviction information where applicable | To complete safeguarding checks and confirm Tutor verification status. | (a) Compliance with legal obligations. (b) Necessary for safeguarding and protecting users. |
| Electronic identification data including IP address and cookie information | To analyse Website usage, improve functionality, maintain security, and improve user experience. | Necessary for our legitimate interests to maintain and improve our Website. |
| User activity details and preferences | To facilitate communication, manage lessons, improve user experience, and provide relevant services. | (a) Performance of a contract with you. (b) Necessary for our legitimate interests to improve our services. |
| Contractual information relating to services provided | To manage tutoring agreements, maintain financial records, and meet legal obligations. | (a) Performance of a contract with you. (b) Compliance with legal obligations. |
| Device and browser information | To improve Website performance, security, and usability. | Necessary for our legitimate interests to maintain and improve our Website. |
Disclosure of Your Information
For the purposes described in this Privacy Policy, information you provide may be transferred to and stored securely on our systems or with trusted third-party service providers.
We ensure that appropriate agreements and safeguards are in place with third-party providers who process personal data on our behalf.
Information may be processed by service providers that support our operations, including:
- Website hosting providers
- Payment processing providers
- Communication platforms
- Analytics providers
- Customer support systems
- Online learning platforms
Where required, information may be transferred outside the UK or European Economic Area. In such cases, we ensure appropriate safeguards are implemented to protect your personal information.
Sharing Information With Tutors and Students
If you are a Student or Parent using Nova Study Lab, we may share relevant information with a Tutor you have contacted or been matched with.
This may include:
- First name
- Learning requirements
- Subject requirements
- Relevant academic information
This information is shared only to help provide tutoring services.
If you are a Tutor using Nova Study Lab, we may share relevant information to help match you with students.
This may include:
- First name
- Tutor profile information
- Subject expertise
- Qualifications
- Teaching experience
- Availability
Where a lesson booking is confirmed, additional contact information may be shared where necessary to deliver the tutoring service.
Tutor Verification and References
Where Tutors provide DBS information or references:
- DBS checks may be reviewed to confirm safeguarding suitability.
- References may be contacted to verify experience and suitability.
- Verification information may be used to maintain a safe learning environment.
Reference information will only be used for purposes connected to Tutor suitability and safeguarding.
Third-Party Services
We may use trusted third-party providers to process information, including:
- Payment providers
- Email and communication providers
- Hosting providers
- Analytics services
- Learning technology providers
These providers are required to process information securely and only for the purposes agreed with Nova Study Lab.
We do not sell your personal information to third parties or allow third parties to use your information for unrelated marketing purposes.
Legal Disclosure
We may disclose your information where we are required to do so by law, including where necessary to:
- Comply with legal obligations
- Enforce our Terms and Conditions
- Protect the rights, safety, and security of Nova Study Lab, our users, or others
- Prevent fraud or misuse of our services
In the event that Nova Study Lab is sold, merged, or enters into a business partnership, user information may be transferred as part of that transaction. Any new owner or partner will continue to protect your information in accordance with applicable data protection laws.
Security
We take the protection of your personal information seriously and implement appropriate technical and organisational measures to protect your data from:
- Unauthorised access
- Accidental loss
- Misuse
- Alteration
- Disclosure
- Destruction
While we take reasonable steps to protect your information, please be aware that sending information through the internet is not completely secure. Any information you choose to send electronically is transmitted at your own risk.
Nova Study Lab follows a privacy-by-design approach when developing and improving our services. We consider data protection requirements when introducing new features, technologies, and processes.
Data Retention
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, safeguarding, and operational requirements.
Generally, we retain user information for up to 7 years from the last date of activity on our Website unless a longer or shorter retention period is required by law.
Exceptions may include:
- Online lesson recordings, which may be retained for a limited period for safeguarding and quality assurance purposes.
- DBS information, which is retained only for the period necessary to complete verification requirements.
Information that has been shared publicly or with other users, such as reviews, feedback, messages, or bookings, may remain available after account deletion where necessary. However, personal identifiers may be removed where appropriate.
We may retain certain records where required to:
- Meet regulatory obligations
- Resolve disputes
- Prevent fraud
- Enforce our Terms and Conditions
- Protect our users and services
Your Legal Rights
Under UK data protection laws, you have certain rights regarding your personal information.
These rights include:
- Right to access – Request a copy of the personal data we hold about you.
- Right to correction – Request that inaccurate or incomplete information is corrected.
- Right to erasure – Request deletion of your personal information in certain circumstances.
- Right to object – Object to certain types of processing of your information.
- Right to restriction – Request that we limit how your information is processed.
- Right to data portability – Request your information in a structured, commonly used format.
- Right to withdraw consent – Withdraw consent where processing is based on consent.
- Rights relating to automated decision-making – Request information about automated processing where applicable.
Exercising Your Rights
If you wish to exercise any of your rights, please contact us at:
To help us respond quickly, please provide:
- Your full name
- Contact details
- Details of your request
- Any information needed to verify your identity
We do not charge a fee for exercising your rights unless a request is clearly unfounded, excessive, or repetitive.
We may request additional information to verify your identity and protect your personal information from being disclosed to someone without authorisation.
We aim to respond to legitimate requests within one month. In complex cases, this period may be extended where permitted by law.
Changes to Our Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, legal requirements, or data protection practices.
Any updates will be published on our Website. Where appropriate, we may also notify users by email.
Queries and Complaints
If you have any questions, concerns, or complaints regarding this Privacy Policy or how Nova Study Lab handles your personal information, please contact us:
Email: info@novastudylab.co.uk
If you are not satisfied with our response or believe your personal data has not been processed in accordance with applicable laws, you have the right to contact the UK data protection regulator:
Information Commissioner’s Office (ICO)
Website: ico.org.uk
Last Updated: July 2026
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