We take online safety seriously.

We're committed to ensuring the highest possible standard of safeguarding.

Our child protection policies and procedures have been developed alongside former child protection officers and our site contains a number of built-in features which aim to provide a safe educational environment.

These include the following provisions:

All tutors must either hold a current and active university email address - or provide a certificate to demonstrate their attendance - to join the tutor community. Without this they cannot register or conduct lessons.

All communications between tutors and students take place via the site. This means that personal contact details about the student and parents (including email addresses and telephone number) remain private and confidential and are not visible to the tutor.

Our terms and conditions  do not allow any contact between tutors and students outside the website.

All lessons are recorded and made available for play back to parents, schools (using our schools service) and students.

We give preference to tutors who declare their DBS/CRB status and this information is displayed on the site along with each tutor's record. We do not check CRB/DBS checks; however parents are entitled to ask the tutor to verify this during the ‘Free meeting’ session.

Feedback about our tutors is reflected in our ratings system and we encourage parents and schools to take advantage of this information when choosing a tutor for their particular child.

We have a link with the Child Exploitation and Online Protection Centre (CEOP). Visit their website for more internet safety advice.

1. Introduction

1.1 TUTORNINJAS is committed to ensuring the highest possible standard of safeguarding. The personal safety and wellbeing of each student and tutor using TUTORNINJAS is paramount.

1.2   Our site was developed with the aim of ensuring that lessons take place in a safe environment. This is reflected in a number of key built-in features and defined a set of policies and procedures for the students, parents/responsible adults and tutors who use this service.

2.Legislative Framework/Related Policies

2.1These policies and procedures aim to ensure that all persons using the TUTORNINJAS services can do so safely within child safeguarding standards and UK law.

These policies should be read in conjunction with the TUTORNINJAS Terms and Conditions  and the procedures.

3. Aims

3.1   The aim of this policy is to safeguard all students and other persons using TUTORNINJAS system whilst they are within an lesson session.

3.2   This policy document contains the responsibilities of all persons using TUTORNINJAS , including tutors, students, parents (responsible adults) and teachers.

3.3   It is important that all persons using or working on behalf of TUTORNINJAS are aware of this policy and have familiarised themselves with the detailed safeguarding procedures.

3.4  This policy should be read and understood before engaging in any activity arranged through TUTORNINJAS and the responsibilities and procedures therein adhered to. Contravention of the policy document could lead to suspension and/or barring from the services (see Compliance section).

4. General Information

Registration of Tutors

4.1  The TUTORNINJAS system has been designed so that it will only accept sign up and registration from tutors who are at one of our accepted UK universities. In order to be part of the tutoring community, tutors must have an active and current university email address - or have provided a certificate to demonstrate their attendance. Without this they cannot register.

4.2  The tutor’s e-mail address is their username and all communications to the tutors will go via the email address.

4.3  TUTORNINJAS conducts a video interview with all tutors as part of the selection process and will request photo identification documents (such as a student card, passport or driving licence). TUTORNINJAS will only transfer payment to tutors holding a personal bank account in the United Kingdom.

4.4  TUTORNINJAS gives preference to tutors who self-certify that they have CRB/DBS checks and this information will be displayed on the site against each tutor’s information. We do not check CRB or DBS checks; however parents or schools are entitled to ask the tutor to verify this during the ‘meet the tutor’ session.

4.5  TUTORNINJAS has a process of continual ratings and will encourage students and parents to provide feedback about the tutors. This enables prospective students and parents/responsible adults to choose the tutor best suited to their needs (also see Tutor Policy).

5. Privacy

5.1  The contents of all email communications between tutors, parents and students will go via the site in order to preserve anonymity of the student to the tutor.

5.2  The tutor will not be aware of the email address of the student or parent/responsible adult and will not be able to communicate with them directly. The tutor will not be able to initiate first email contact with parents or students.

5.3  All email communication between tutor and student will be copied to the parent/responsible adult (or school/school representative where appropriate).

5.4  All personal details about the student and parents, including contact address and phone number, will remain private and confidential and will not be available to the tutor.

5.5 All data held by TUTORNINJAS is in accordance with the Data Protection Act 1998 (also see Privacy Policy in Terms and Conditions).

6. Recording of sessions

6.1  All lessons will be recorded and normally[1] available for play back to the parents and students for up to 28 days. The recordings remain the property of TUTORNINJAS .

6.2  TUTORNINJAS may review any sessions where a report has been made by any person using TUTORNINJAS for the purpose of investigating the report.

6.3  TUTORNINJAS will allow access to UK law enforcement of any recording where it is reported a criminal offence may have occurred in relation to a specific session (also see TUTORNINJAS  Terms and Conditions).

Roles and Responsibilities of persons using TutorNinjas

7. The Tutor

7.1  The tutor shall: Ensure that their environment does not display any inappropriate images or documentation capable of being viewed by the student or parent/responsible adult when conducting a session.

Treat students fairly and without prejudice or discrimination; students who have a disability or come from a minority ethnic or cultural group can easily become victims of discrimination and prejudice which may be harmful to the student’s wellbeing.

Always ensure language is appropriate and not offensive or discriminatory.

Ensure any contact with the student is appropriate to their role as a tutor and confined to the relevant lesson session.

Not make any improper suggestions to a student. Not send unsolicited communications to the student or parent/responsible adult.

Value and take students’ contributions seriously. Report any dispute with a student or parent/responsible adult to TUTORNINJAS , in accordance with the Safeguarding procedures document.

Report any inappropriate behaviour or illegal activity identified within an lesson session by the student or third party, in accordance with procedures set out in Safeguarding procedures.

Ensure that if no parent/responsible adult is present during an lesson session that the student is comfortable to continue the session; if not, they can terminate the session.

Be aware that the sessions are recorded and they are available for review by a student or parent/responsible adult for a period up to 28 days (also see Recording of Sessions, Section 6).

8. The Student

8.1  Students can register with the service but cannot start using the service until a sponsor/parent/guardian/carer over the age of 18 has formally registered and agreed to be the formal sponsor and to hold legal relationship with the site.

8.2  The student shall: Treat the tutor with respect and fairness, and not subject them to abusive behaviour or language.

Not make any improper suggestions to the tutor. Have no inappropriate communication with the tutor outside the lesson session (also see Section 9 below).

Report any dispute with a tutor to a parent/responsible adult in accordance with Section 3 of Safeguarding procedures.

Report any inappropriate behaviour or illegal activity by a tutor within a session in accordance with the Section 3 of Safeguarding procedures. Be aware that the sessions are recorded and they are available for review for a period up to 28 days (also see Recording of Sessions, Section 6).

9. Parent/Responsible adult

9.1  The parent/responsible adult shall: Be responsible for the selection of the tutor and make any reasonable checks to ensure the tutor is suitable for the student (including, if required, reviewing the student’s CRB/DBS certification documentation).

Ensure the student is fully aware of the TUTORNINJAS Safeguarding Policy.

Always be responsible for the welfare of the student during the session.

Always be responsible for the physical environment of the pupil during the session ensuring it is safe and appropriate.

If they consider it appropriate, be present or available during a tutor session so any concerns encountered by the student can be reported as soon as possible and ensure the student and tutor are behaving in an appropriate manner.

Ensure that tutors will be treated with respect and fairness by the student and will not be subjected to abusive behaviour or language.

Ensure that no improper suggestions are made by either the tutor or student.

Ensure the student has no inappropriate communication with the tutor outside the lesson session.

Report any unsolicited communications between the tutor and student if appropriate.

Report any dispute with a tutor to TUTORNINJAS in accordance with procedures set out in this document.

Report any inappropriate behaviour or illegal activity by a tutor in accordance with procedures set out in this document.

Be aware all lessons will be recorded and made available for play back for up to 28 days (also see Recording of Sessions, Section 6)

10. School and teachers/school representative (if session is within school hours and on school premises)

10.1  For the purpose of this policy document a ‘responsible adult’ includes teachers and school representatives.

10.2  The school and teachers or school representative shall:

Be responsible for the welfare of the student during the session.

Be responsible for the physical environment of the student during the session, ensuring that it is safe and appropriate.

Be responsible for behaviour of the student during the session, ensuring that tutors will be treated with respect and fairness and will not be subjected to abusive behaviour or language.

Ensure that no improper suggestions are made by either the tutor or student.

Be present or available for the student during the session to address any issues.

Report any dispute with a tutor to TUTORNINJAS in accordance with procedures set out in this document.

Report any inappropriate behaviour or illegal activity by a tutor within a session in accordance with procedures set out in this document.

Be aware that all lessons will be recorded and made available for play back to the teachers and students for up to 28 days (also see Recording of Sessions, Section 6).

10.3  If the lesson session has been arranged by the school but takes place outside school hours and away from school premises, it is the responsibility of the school to make the appropriate parent/responsible adult aware of the Safeguarding Policy and that both parties agree their safeguarding responsibilities.

11. Director/Management of TUTORNINJAS Services

11.1  The Director/Management of TUTORNINJAS shall: Conduct a video interview with tutors before they are permitted to join the TUTORNINJAS community (also see Section 4 of Registration of Tutors).

Ensure that any dispute between persons using the TUTORNINJAS services is handled efficiently and fairly without discrimination in accordance with the procedures set out in this document.

Deal with reports of possible illegal activity promptly, ensuring the safety and wellbeing of the student and/or tutor in accordance with the procedures set out in this document (see procedures section).

If any incident is reported to the police relating to a specific session, make the recording available for the police to use as evidence in any proceedings if appropriate (also see Recording of Sessions).

If appropriate, employ the services of an independent Child Protection consultant to review a report concerning the welfare of a student ensuring an appropriate course of action is taken.

Regularly review the policy and procedures to ensure they are relevant and adequate to safeguard all persons using the TUTORNINJAS services.

12. Compliance

12.1 All persons using the TUTORNINJAS services have a responsibility to familiarise themselves with the Safeguarding Policy.

12.2  Any tutor reported for a breach of the Safeguarding Policy will be suspended from the site until the incident has been investigated by the appropriate authority. The reporter may be informed of the resolution if appropriate.

12.3  The final decision on action taken for minor breaches of the Safeguarding Policy will be the responsibility of TUTORNINJAS .

12.4  Any person reported for illegal activity whilst using the TUTORNINJAS services will be reported to police and will be barred from the service.

12.5  Any person reported for causing harm to a student or subjecting the student to sexual abuse will be reported to police and barred from the service.

13. Review

13.1  The Safeguarding Policy and procedures will be reviewed by TUTORNINJAS on a regular basis to ensure it is adequate and relevant to safeguarding standards.

[1]  Excluding any unforeseen malfunction of the recording equipment, in which case a recording of a session may not be available.

1. Introduction

1.1   TutorNinjas is committed to ensuring the highest possible standard of safeguarding. The personal safety and wellbeing of each student and tutor using TUTORNINJAS is paramount.

1.2   Our site was developed with the aim of ensuring that lessons take place in a safe environment. This is reflected in a number of key built-in features and defined a set of policies and procedures for the students, parents/responsible adults and tutors who use this service.

1.3  The following sections set out the procedures that should be followed if an incident occurs.

1.4  The safety and wellbeing of any student or other person using TUTORNINJAS is paramount.

These procedures aim to ensure a prompt response to any incident and to minimise any further harm to a student or other person.

1.5  There are differing severities of behaviour which could be witnessed during an lesson session. Some behaviour would warrant only a report to TUTORNINJAS; other behaviour maybe of a more serious nature where a direct report to the police may be necessary.

1.6  Each section below sets out the recommended procedure which should be followed. It is always the responsibility of the person alerted to the incident to take some action to protect the student or other person. TUTORNINJAS will not be responsible for any non-compliance with the recommended procedure.

1.7  The procedures are not an exhaustive list; therefore if an incident occurs that is not covered in this document you are advised to contact TUTORNINJAS, or the police if you believe that it may be a criminal matter.

2. Tutors

If a tutor sees/experiences:

2.1  Inappropriate language The tutor will request, in a polite manner, that the student or other persons using inappropriate language refrains from doing so during the lesson session. If the language continues the tutor will explain that they will terminate the session due to the language and will report the matter to TUTORNINJAS who will decide on any further use of the service by the student or other person involved. The tutor will have no further contact with the student unless by mutual agreement with TUTORNINJAS. Any unsolicited contact from the student or other persons following the termination of the session should be reported to TUTORNINJAS.

2.2  Inappropriate behaviour The tutor will request, in a polite manner, that the student or other persons involved in the inappropriate behaviour refrains from the behaviour during the lesson session. If the behaviour continues the tutor will explain that they will terminate the session due to the behaviour and will report the matter to TUTORNINJAS who will decide on any further use of the service by the student or other person involved. The tutor should have no further contact with the student unless by mutual agreement with TUTORNINJAS. Any unsolicited contact from the student or other persons following the termination of the session should be reported to TUTORNINJAS.

2.3  Inappropriate or abusive images Any display of adult pornographic images whilst in the presence of a student may constitute an offence under UK law. Any tutor witnessing the display of adult pornographic images by or towards a student should explain that the images should not be displayed during an lesson session, terminate the session and report the matter to TUTORNINJAS.

2.3.1  Any display of child abuse images or indecent images of a child (for these purposes, a ‘child’ is defined as anyone under the age of 18 years) is an offence under UK law. Any tutor witnessing a display of indecent images of a child by or in the presence of a student should explain that due to the nature of the images they will terminate the session. The tutor should then inform the UK police. The tutor should also inform TUTORNINJAS of the incident to ensure any recordings can be preserved and made available for any police investigation. The tutor should have no further contact with the student or any other person involved in the incident. Any unsolicited contact from the student or other persons following the termination of the session should be reported to the police and TUTORNINJAS immediately.

2.3.2  This action should be taken so that the correct authorities can be alerted and can deal appropriately with the incident.

2.3.3  The display of any other images perceived to be inappropriate, either due to the age of the student or the content of the image shall be reported to TUTORNINJAS at the discretion of the parent/responsible adult.

2.4  Disclosure of/witness to abuse towards or in the presence of a student Any physical or sexual abuse of a child is an offence under UK law. If a tutor receives information about such abuse from the student or other person present they should reassure the person that they can get assistance for them. It is the responsibility of the tutor to contact the UK police and report what has been witnessed.

2.4.1. If the tutor witnesses any such abuse at first-hand they should immediately contact the police and report the incident. The tutor should also inform TUTORNINJAS of the incident to ensure any recordings can be preserved and made available for any police investigation. The tutor should have no further contact with the student or other person involved in the incident. Any unsolicited contact from the student or other persons following the termination of the session should be reported to the police and TUTORNINJAS immediately.

2.5  Disclosure of inappropriate/sensitive information

During an lesson session sensitive information may be offered by a student or other person present. If the information relates to any kind of abuse the tutor should refer to ‘Disclosure of/witness to abuse towards or in the presence of a student’, above.

The student or other person present should be discouraged from disclosing sensitive information by the tutor. If the information continues to be shared the tutor will determine the impact of the information and decide whether to continue or terminate the session and report the incident to TUTORNINJAS.

2.6 Any information disclosed regarding the safety of a child should always be reported immediately to the UK police.

3. Students If a student sees/experiences:

3.1  Inappropriate language The student will inform a parent/responsible adult of the tutor using inappropriate language. The parent/responsible adult should ask the tutor to refrain from using inappropriate language during the lesson session. If the language continues the parent/responsible adult should explain that they will terminate the session and will report the matter to TUTORNINJAS, who will decide on any further use of the service by the tutor. The student and parent/responsible adult should have no further contact with the tutor unless by mutual agreement with TUTORNINJAS. Any unsolicited contact from the tutor after termination of the session should be reported to the TUTORNINJAS.

3.1.1. If a parent/responsible adult are not present or readily available the student should report the language as soon as possible to a parent/responsible adult who will take the decision to report the incident.

3.2  Inappropriate behaviour The student will inform a parent/responsible adult of the tutor using inappropriate behaviour. The parent/responsible adult should ask the tutor to refrain from using inappropriate behaviour during the lesson session.

If the behaviour continues the parent/responsible adult will explain that they will terminate the session due to the behaviour and will report the matter to TUTORNINJAS who will decide on any further use of the service by tutor.

The student, parent/responsible adult should have no further contact with the tutor unless by mutual agreement with TUTORNINJAS. Any unsolicited contact from the tutor after termination of the session should be reported to TUTORNINJAS.

3.2.1  If a parent/responsible adult are not present or readily available the student should report the behaviour as soon as possible to a parent/responsible adult who will take a decision to report the incident.

3.2.2  If the behaviour is of a sexual nature towards a student by a tutor, the student should immediately inform a parent/responsible adult and terminate the session. The parent/responsible adult should inform the UK police and TUTORNINJAS immediately.

3.3  Inappropriate or Abusive images Any display of adult pornographic images whilst in the presence of a student may constitute an offence under UK law. Any student witnessing the display of adult pornographic images by a tutor should immediately terminate the session and report this to a parent/responsible adult who should inform the UK police.

3.3.1  Any display of child abuse images or indecent images of a child (for these purposes, a ‘child’ is defined as anyone under the age of 18 years) is an offence under UK law. Any student witnessing a display of indecent images of a child should immediately terminate the session and report this to a parent/responsible adult, who should inform the UK police.

3.3.2  The parent/responsible adult should also inform TUTORNINJAS of the incident to ensure that any recordings can be preserved and made available for any police investigation. The student, parent/responsible adult should have no further contact with the tutor involved in the incident. Any unsolicited contact from the tutor following the discontinuation of the session should be reported to the police and TUTORNINJAS immediately.

3.3.3  This action should be taken so that the correct authorities can be alerted and can deal appropriately with the incident.

3.3.4  The display of any other images perceived to be inappropriate either due to age of the student or content of the image shall be reported to TUTORNINJAS at the discretion of the parent/responsible adult.

3.4  Disclosure of/witness to abuse Any physical or sexual abuse of a person is an offence under UK law. If a student receives information about such abuse from the tutor or other person present they should immediately inform a parent/responsible adult. It is the responsibility of the parent/responsible adult to contact the UK police and report what was witnessed.

3.4.1.  If the student witnesses any such abuse at first-hand they should immediately contact a parent/responsible adult who should immediately inform the UK police. The parent/responsible adult should also inform TUTORNINJAS of the incident to ensure that any recordings can be preserved and made available for any police investigation. The student, parent/responsible adult should have no further contact with the tutor involved in the incident. Any unsolicited contact from the tutor following the termination of the session should be reported to the parent/responsible adult immediately.

3.4.2  This action should be taken so the correct authorities can be alerted and can deal appropriately with the incident.

3.5.  Disclosure of inappropriate/sensitive information During an lesson session sensitive information may be offered by a tutor (If the information relates to any kind of abuse the student should refer to ‘Disclosure of/Witness to abuse’).

The tutor should be discouraged from disclosing sensitive information by the student, parent/responsible adult.

The parent/responsible adult will determine the impact of the information and decide whether to continue or terminate the session and report the incident to TUTORNINJAS.

Any information disclosed regarding the safety of a child should always be immediately reported to the UK police.

3.5.1  Any tutor reported by a parent/responsible adult will be suspended from the site until the incident has been investigated by the appropriate authority. The parent/responsible adult may be informed of the resolution if appropriate.

4. Parents/Responsible Adults

4.1  As per the policy document, the parent/responsible adult has primary responsibility for the welfare and safety of the student during an lesson session and should be present or available to deal with any concerns or incidents reported by the student.

4.2  It is also the duty of the parent/responsible adult to ensure the wellbeing of the child if they have been affected by anything said or done by the tutor.

4.3  If a parent/responsible adult is alerted by the student to any inappropriate behaviour/language or information by the student or they witness any inappropriate behaviour/language or information by the tutor, they should immediately speak to the tutor, state their concern and inform them they are terminating the session. The incident should then be reported to TUTORNINJAS to take appropriate action. As there is a recording of the session available, the parent/responsible adult may review the session before taking further action.

4.4  The parent/responsible adult should have no further contact with the tutor involved in the incident. Any unsolicited communication from the tutor should be reported to the police and TUTORNINJAS as soon as possible.

4.5  If a parent/responsible adult is alerted by the student to any inappropriate or abusive images or they witness any inappropriate or abusive images displayed by the tutor, they should immediately speak to the tutor, state their concern and inform them they are terminating the session. The parent/responsible adult should inform the UK police (if appropriate) and (in all cases) TUTORNINJAS of the incident to ensure that any recordings can be preserved and made available to any police investigation.

4.6  The parent/responsible adult should have no further contact with the tutor involved in the incident. Any unsolicited communication from the tutor should be reported to the police and TUTORNINJAS as soon as possible.

4.7  As there is a recording of the session available, the parent/responsible adult may review the session before taking further action.

4.8  Any tutor reported by a parent/responsible adult will be suspended from the site until the incident has been investigated by the appropriate authority. The parent/responsible adult will be informed of the resolution if appropriate.

5. Schools, teachers and schools representative

5.1  The teacher or school representative shall follow the procedures outlined for ‘Parent/Responsible adult’ in Section 4.

5.2  Additionally the teacher or school representative should inform the parent of the student about the incident and, as appropriate, the school’s Child Protection officer.

5.3  For the purpose of this policy document a ‘responsible adult’ includes teachers and school representatives.

6. Director/Management TutorNinjas Services

6.1  The Safeguarding Policy and procedures of the TUTORNINJAS website and services are the responsibility of the Director and management.

6.2  Any report of a contravention of the Safeguarding Policy will be reviewed by TUTORNINJAS, who may engage independent Child Protection consultants to ensure that an appropriate course of action is taken.

6.3  Any incident reported to TUTORNINJAS shall be reviewed as soon as possible to ensure a timely resolution.

6.4  If a report concerns minor breach of the safeguarding policy, TUTORNINJAS can make a decision as to appropriate action which may include barring the reported person from using the TUTORNINJAS services (also see Safeguarding Policy Section 12).

6.5  If a report is received by TUTORNINJAS which concerns the immediate safety of a student or any illegal activity during an lesson session, they will be required to contact UK police and report the incident (also see Safeguarding Policy Section 12).