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Online Safety and Safeguarding Policy

 

The Tutoring Equation

Effective Date: July 22, 2025

Next Review Date: July 22 2026

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1. Purpose and Scope

At The Tutoring Equation, we are committed to providing a safe and secure learning environment for every student engaging with our services. This policy outlines our safeguarding approach, with a focus on online safety through our delivery platform, Pencil Spaces.

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This policy applies to:

  • All students, parents, and guardians

  • All staff and tutors working on behalf of The Tutoring Equation

  • Any third-party partners or service providers

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2. Our Safeguarding Commitment

We believe:

  • All children and young people have the right to learn in a safe environment

  • Safeguarding is everyone’s responsibility

  • Concerns or incidents should be acted on swiftly and effectively

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We are committed to:

  • Promoting a culture of safety, vigilance, and accountability

  • Ensuring all sessions are professionally managed and monitored

  • Maintaining transparency in our communication and operations

  • Collaborating with parents, schools, and relevant authorities as needed

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3. Designated Safeguarding Contacts

Designated Safeguarding Lead (DSL): Tara Saleh
Email: safeguarding@thetutoringequation.com

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4. Delivery via Pencil Spaces

All tutoring is conducted through Pencil Spaces, a secure online platform with integrated video, interactive whiteboards, and controlled access. Our safeguarding approach within Pencil includes:

  • Sessions held in secure, private digital spaces

  • No peer-to-peer private messaging

  • Tutors and students access only their scheduled sessions

  • No off-platform communication between tutors and students

  • Sessions occur only during agreed timeframes

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5. Tutor Recruitment and Professional Status

All tutors at The Tutoring Equation are qualified, practicing school teachers with up-to-date knowledge of safeguarding and pedagogy. Every tutor:

  • Holds Qualified Teacher Status (QTS) or equivalent

  • Has an Enhanced DBS certificate (or relevant international clearance)

  • Is actively working in a UK or international school setting

  • Has undergone identity and reference checks

  • Agrees to follow our Safeguarding and Code of Conduct policies

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6. Safeguarding Training and Conduct

Because our tutors are current educators, they already:

  • Receive regular, school-based safeguarding and child protection training

  • Understand how to recognise and report signs of abuse, neglect, and exploitation

  • Are familiar with Keeping Children Safe in Education (KCSIE) guidance

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Additionally, we provide onboarding to ensure alignment with:

  • Online safeguarding expectations unique to The Tutoring Equation

  • Best practice use of Pencil Spaces

  • Reporting procedures specific to our company

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7. Recognising and Responding to Concerns

Tutors are trained to spot and report signs of:

  • Emotional, physical, or sexual abuse

  • Neglect or unsafe home environments

  • Online abuse, exploitation, grooming, or cyberbullying

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If a concern arises:

  • Tutors report directly to the DSL via our internal safeguarding process

  • Parents or guardians are contacted where appropriate

  • Concerns may be escalated to local authorities or relevant child protection services

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8. Online Conduct Expectations

We expect all users (students, tutors, and parents) to:

  • Pencil Spaces professionally and respectfully

  • Never record or screenshot sessions without permission

  • Dress and behave appropriately in online environments

  • Maintain clear boundaries and avoid off-platform communication

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Tutors will never:

  • Share personal contact details

  • Communicate privately with students outside sessions

  • Tolerate or engage in inappropriate behaviour of any kind

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9. Confidentiality and Data Protection

All safeguarding information is:

  • Treated with strict confidentiality

  • Shared only with those who need to know

  • Stored securely in accordance with UK GDPR and the Data Protection Act 2018

 
10. Policy Review

This policy will be reviewed annually, or earlier if:

  • There is a major safeguarding incident

  • Regulations or best practices change

  • Feedback indicates updates are necessary


Signed: Tara Saleh
Founder & Designated Safeguarding Lead
The Tutoring Equation

Date: July 22, 2025

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