Safeguarding Policy

The Tutor Department

Date of this version: November 2026. 

Next review: November 2027, or sooner after any safeguarding incident or change in the law.

1. Introduction

The Tutor Department is an employment agency that introduces experienced, self-employed tutors to families, and to schools and other organisations. We do not run educational premises, and we do not hold events at which children are likely to be present.

The tutors we introduce are self-employed and are responsible for how they deliver their tuition. Lessons take place online and in students' homes. Most of our students are in full-time education.

The welfare of children is paramount in everything we do. This policy sets out how we keep children and adults at risk safe, and what we expect of the tutors we introduce.

2. Definitions

"Child" means anyone who has not yet reached their 18th birthday. "Young person" is sometimes used for children aged 16 and 17.

"Adult at risk" has the meaning in the Care Act 2014: an adult aged 18 or over who has needs for care and support, is experiencing or is at risk of abuse or neglect, and as a result of those needs is unable to protect themselves against it.

"Tutor" means any self-employed tutor introduced by The Tutor Department.

"Parent" includes any parent, carer or other adult with responsibility for a child.

3. Scope

This policy applies to The Tutor Department and to everyone acting on its behalf. Tutors are self-employed, but we only introduce tutors who agree to follow this policy. Following it is a condition of being introduced to families through The Tutor Department.

4. Legal framework and guidance

This policy is based on the law and guidance that applies in England, including:

  • Keeping Children Safe in Education (current edition)

  • Working Together to Safeguard Children (current edition)

  • Keeping children safe during community activities, after-school clubs and tuition: guidance for providers (GOV.UK)

  • What to do if you are worried a child is being abused: advice for practitioners (HM Government)

  • The Children Acts 1989 and 2004, the Care Act 2014 and the Safeguarding Vulnerable Groups Act 2006

  • The Conduct of Employment Agencies and Employment Businesses Regulations 2003

  • UK GDPR and the Data Protection Act 2018

A summary of the key legislation is available from the NSPCC at https://learning.nspcc.org.uk/safeguarding-child-protection/. Where tuition takes place outside the UK, tutors must follow local law and report concerns to the local authorities, while following this policy as far as local law allows.

This policy should be read alongside our Client Terms and Conditions and our Privacy Policy.

5. Our commitments

We will keep children and adults at risk safe by:

  • valuing, listening to and respecting them;

  • recognising that all children have an equal right to protection, whatever their age, disability, sex, gender reassignment, race, religion or belief, or sexual orientation;

  • recognising that some children are additionally vulnerable and may need extra safeguards;

  • having a designated safeguarding lead;

  • only introducing tutors who have passed our safer recruitment checks;

  • making sure tutors and families know this policy and how to raise a concern;

  • responding to every concern promptly and referring to the right agencies;

  • reviewing this policy every year.

6. Safeguarding contacts

Designated safeguarding lead: Hannah Lake, CEO, The Tutor Department. Phone: 020 3355 6623. Email: hannah@thetutordepartment.co.uk

If the designated safeguarding lead cannot be reached and a concern is urgent, contact children's social care in the area where the child lives, or the NSPCC Helpline, directly.

Local Authority Designated Officer (LADO) and children's social care:

Southwark LADO: 020 7525 3297 or 020 7525 0689, Qau.Safeguarding@southwark.gov.uk. Southwark children's social care (MASH): 020 7525 1921 (weekdays 9am to 5pm), 020 7525 5000 (out of hours), MASH@southwark.gov.uk. Southwark referral forms: https://safeguarding.southwark.gov.uk/p/report-a-concern. For a child who lives in another borough, contact that council's children's social care or LADO. Lambeth LADO: 020 7926 4679, LADO@lambeth.gov.uk.

Lambeth children's social care (Integrated Referral Hub): 020 7926 3100 (weekdays 9am to 5pm), helpandprotection@lambeth.gov.uk.

NSPCC Helpline: 0808 800 5000, or help@nspcc.org.uk

Childline (for children and young people): 0800 1111

If anyone is in immediate danger, call 999.

7. Role of the designated safeguarding lead

The designated safeguarding lead (DSL) will:

  1. keep this policy and our safeguarding procedures up to date, and review them every year;

  2. make sure tutors understand this policy and know how to raise a concern before they are introduced to a family;

  3. make sure families know who to contact with a concern, through our terms, website and registration form;

  4. receive and record concerns, and store records securely;

  5. assess and clarify concerns, without investigating them;

  6. make referrals to children's social care, the LADO or the police where needed;

  7. consider whether a referral to the Disclosure and Barring Service (DBS) or the Teaching Regulation Agency (TRA) is required;

  8. work with the safeguarding lead of any school or setting where a tutor works, and share relevant DBS information with that setting;

  9. seek advice from the NSPCC Helpline or the LADO when unsure;

  10. keep their own safeguarding training up to date (at least every two years) and share relevant updates with tutors.

8. Safer recruitment of tutors

Before we introduce a tutor to any family, we will:

  • confirm their identity by seeing original documents, in person or by video call;

  • check they hold an enhanced DBS certificate (child workforce) that is registered with the DBS Update Service, and check its status on the Update Service with their consent, at the start and at least once a year;

  • check their teacher record with the Teaching Regulation Agency, where they hold or have held qualified teacher status, and search the published teacher misconduct panel outcomes on GOV.UK;

  • obtain two references, at least one from a role working with children;

  • confirm their qualifications and experience (our standard is qualified teacher status and at least five years in the classroom);

  • give them the chance to declare, in confidence, any convictions, cautions or child protection investigations;

  • ask for an overseas criminal record check where they have lived abroad for 12 months or more in the last five years;

  • record the checks, dates and outcomes securely in their TutorCruncher profile.

A DBS check does not confirm the right to work in the UK. Tutors are responsible for their own right to work.

9. Code of conduct for tutors

When working with students introduced by The Tutor Department, tutors must:

  • treat every student with respect and without discrimination;

  • for in-person lessons, make sure a parent or other responsible adult is in the property throughout the lesson, and teach in a communal space or with the door open;

  • for online lessons, arrange lessons through the parent, who should have the date, time and joining link, and must never be prevented from checking in;

  • teach online lessons from a private, quiet space, and tell the parent in advance if anyone else will join;

  • contact students only through the parent or through channels agreed with the parent, and never through personal social media accounts;

  • not record lessons unless the parent has agreed in advance in writing; any agreed recording must be stored securely, shared only with the family, and deleted when no longer needed;

  • check that all resources are suitable for the student's age, and take particular care with sensitive topics;

  • declare to the DSL any existing personal relationship with a student or their family;

  • never have a sexual or romantic relationship with a student under 18, or begin one with a former student who was taught before their 18th birthday;

  • keep lesson content confidential, except where there is a safeguarding reason to share it;

  • keep any device used for lessons protected with a password and up-to-date security software;

  • report any safeguarding concern to the DSL the same day.

10. Keeping children safe online

Much of our tuition takes place online. We only arrange lessons with children through a responsible adult, such as a parent or a school. We recommend that students join online lessons from a shared or open space in the home. The Tutor Department will not contact children through social media, except to reply to a message sent to our business accounts. Where an adult arranges their own tuition, tutors should be alert to any vulnerability.

11. Responding to a concern

Anyone who is worried about a child or adult at risk should act straight away. Concerns about abuse can involve adults or other children.

If a child tells you something, or you are worried:

  • stay calm, listen, and take it seriously;

  • ask only open questions, such as "Can you tell me more?", and never leading ones;

  • never promise to keep it secret; explain that you may need to tell someone who can help keep them safe;

  • write down what you saw and heard as soon as possible, using their words, with the date and time; record facts, not interpretations;

  • do not investigate or confront anyone;

  • report it to the DSL the same day. If the DSL cannot be reached and the concern is urgent, contact children's social care in the area where the child lives, or the NSPCC Helpline;

  • if anyone is in immediate danger, call 999 first.

Where a tutor works in a school or other setting, they must also follow that setting's procedures and tell its safeguarding lead, as well as reporting to The Tutor Department.

The DSL will decide what action to take, which may include a referral to children's social care, the LADO or the police. Where the child lives outside the UK, the referral will be made to the relevant local authorities.

12. Allegations against tutors

Any allegation that a tutor has harmed a child, may have committed an offence against a child, or has behaved in a way that suggests they may pose a risk to children will be taken seriously.

  • The DSL will refer the allegation to the LADO within one working day and follow their advice.

  • The Tutor Department will not investigate the allegation itself.

  • While the allegation is being considered, we may pause the tutor's lessons and introductions arranged through us.

  • We will keep the matter confidential, sharing information only with those who need it.

  • If an allegation is substantiated, we will stop introducing the tutor, and refer them to the Disclosure and Barring Service where the legal criteria are met, and to the Teaching Regulation Agency where it concerns a teacher's misconduct.

  • Records of allegations will be kept securely. Allegations found to be malicious will be removed from the tutor's records. Allegations that are unfounded, unsubstantiated or malicious will not be referred to in any reference.

13. Child-on-child abuse and bullying

Children can harm other children, including through bullying, online abuse and harmful sexual behaviour. Any such concern will be treated as a safeguarding concern and reported to the DSL, or to the safeguarding lead of the school or setting where it arose. We follow the approach in Keeping Children Safe in Education.

14. Safeguarding records

Safeguarding records are kept separately from other records, and only the DSL can access them. Paper records are kept locked away; digital records are kept in password-protected storage. We may share safeguarding information with children's social care, the LADO, the police or other agencies where this is needed to keep someone safe, as data protection law allows. Safeguarding records are kept for as long as necessary, generally until the child reaches 25, and longer where an allegation has been made against an adult, in line with current guidance.

15. Whistleblowing and complaints

If you are concerned that a safeguarding concern has not been handled properly, please raise it with the DSL. If you are still concerned, contact the LADO or children's social care in the area where the child lives, or the NSPCC whistleblowing advice line on 0800 028 0285. People who raise concerns in good faith will not be treated unfairly by The Tutor Department. Complaints about our safeguarding practice can be made to hannah@thetutordepartment.co.uk.

16. Review

This policy will be reviewed every year, and after any safeguarding incident or relevant change in the law or guidance.

Signed: Hannah Lake, Designated Safeguarding Lead. Date: 4 November 2026