Privacy Policy

Effective Date: [Effective Date]

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1) Information We Collect

1.1 Information you provide

Depending on your role (student, parent/guardian, tutor/volunteer, donor, school/community partner), we may collect:

• Contact details (name, email, phone number).
• Student details (grade level, tutoring topics, learning goals, availability, and limited notes related to learning progress).
• Parent/Guardian details (contact details and consents/permissions).
• Tutor/volunteer details (contact details, availability, education/experience, and onboarding information).
• Communications (messages, emails, feedback, and form submissions).
• Donations (if applicable): donation amount and donation contact information. Payment card details are typically processed by a third-party payment processor and are not stored by us.

1.2 Information collected automatically

When you visit our website, we may collect:

• Device and usage data such as IP address, browser type, pages viewed, and timestamps.
• Cookie data as described in Cookies & Analytics.

1.3 Tutoring session information (including Zoom)

When you participate in tutoring sessions, we may process:

• Scheduling and participation data (session times, attendance, tutor/student pairing).
• Session content shared during tutoring (e.g., homework problems, chat messages).
• Audio/video content if a session is recorded (see Zoom Sessions & Recordings).
• Platform metadata generated by Zoom (e.g., meeting identifiers, join/leave times) subject to Zoom’s policies.

2) How We Use Information

We use information to:

• Operate our Services and match students with tutors.
• Communicate about scheduling, program updates, and support requests.
• Promote student safety, prevent misuse, and enforce our program rules.
• Train and support volunteers and improve program quality.
• Comply with legal obligations and protect rights and safety.

3) How We Share Information

We do not sell personal information for money. We share information only as needed for the program and operations:

3.1 With tutors, students, and parents/guardians

We share limited information needed to conduct tutoring (for example, student first name, grade level, learning topics, and schedule). We may share scheduling and participation updates with a parent/guardian.

3.2 With service providers

We use vendors to help operate the Services (for example: Zoom for video sessions, forms/scheduling tools, email tools, cloud storage, and background-check services). Vendors may process information only to provide services to us, consistent with contracts and applicable law.

3.3 For legal, safety, and compliance reasons

We may disclose information if we believe disclosure is necessary to comply with law, respond to legal process, protect safety, investigate misconduct, or protect rights and property.

3.4 With consent

We may share information when you or a parent/guardian (as applicable) provides consent.

4) Zoom Sessions & Recordings

We record tutoring sessions hosted on Zoom to help keep the program safe and to support training and quality assurance. We will provide notice that a session is being recorded (for example, through Zoom’s recording indicator and/or program notices).

• What may be recorded: audio, video, shared screens, whiteboards, and chat messages, depending on Zoom settings.
• Why we record: safeguarding, addressing safety concerns, supervision, volunteer training, and program quality.
• Access: access is limited to authorized program staff or designated reviewers with a need to know.
• Retention: we retain recordings for [Recording Retention Period] unless a longer retention period is needed for safety, legal, or compliance reasons.
• No public sharing: we do not publicly post session recordings, and we do not use them for advertising without separate, explicit consent.

Zoom is a third-party service. Zoom may collect information when you use its services. Review Zoom’s privacy policy here: https://explore.zoom.us/en/privacy/

5) Tutor Background Checks

To support student safety, we require background checks for tutors/volunteers, subject to applicable law. Background checks may be performed by a third-party provider (e.g., [Background Check Provider]).

• Information involved: the background-check provider may collect identifiers such as name, date of birth, and other information required by law and the provider’s process.
• What we receive: we may receive a status result (e.g., “cleared” / “review required”) and/or a report permitted by law and relevant to volunteer eligibility.
• How we use it: to evaluate eligibility to serve as a tutor and to help maintain a safe environment.
• Retention: we retain background-check results for [Background Check Retention Period] unless longer retention is required for safety or legal reasons.
• Confidentiality: access is restricted to authorized staff involved in volunteer screening.

6) Children’s Privacy

Our Services are intended for K–12 students, including children under 13. Where required by law (including the Children’s Online Privacy Protection Act, “COPPA”), we obtain parent/guardian consent before collecting personal information from children under 13.

Parents/guardians may request to review, correct, or delete their child’s information by contacting us at [Privacy Email]. We may need to verify your identity and your relationship to the child.

7) Cookies & Analytics

We may use cookies and similar technologies to operate the website, maintain preferences, and understand website usage. You can control cookies through your browser settings. Disabling cookies may impact some site features.

8) Data Retention

We retain personal information as long as necessary to operate the Services, meet safety obligations, comply with law, and maintain appropriate records.

9) Security

We use reasonable safeguards designed to protect information. No method of transmission or storage is completely secure.

10) Your Choices & Rights

Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of certain personal information.

To request access or deletion, contact [Privacy Email]. We will respond as required by applicable law.

11) Changes to This Policy

We may update this Privacy Policy from time to time. We will post updates on this page and update the Effective Date.

12) Contact Us

If you have questions about this Privacy Policy or privacy requests, contact us at:

• Email: [Privacy Email]
• Mail: [Mailing Address]
• Phone (optional): [Phone]