Privacy Policy

1. Information We Collect

• Identification information: first name, last name, date of birth, email address, phone number, mailing address, profile photo
• Information about minors (students): name, date of birth, grade level, relationship with parent/legal guardian
• Tutor information: qualifications, biography, Social Insurance Number (SIN) for T4A tax slips, geographic coordinates. TutorAide does not keep tutors' banking details: Stripe collects and holds them to pay tutors.
• Payment information: credit card information (processed by Stripe), invoice and payment history
• Usage data: appointments, session history, messages exchanged, ratings and comments
• Technical data: IP address, device type, login data and preferences
• Where a visit came from: the campaign parameters (UTM) of our links and the click identifiers that Google, Facebook, Instagram or TikTok add to the address themselves. They are used only to know where our visitors and requests come from
• Use of CONNEC-T: screens viewed in our apps and on the CONNEC-T website, with the time, the device type and the app version (see section 2.1)
• Requests prepared by an AI assistant: what your assistant sends us at your request (see section 3.2)

2. Why We Collect This Data

• Create and manage your account
• Match clients with appropriate tutors
• Process payments and issue invoices
• Communicate with you (reminders, confirmations)
• Issue tax slips (T4A for tutors)
• Ensure platform security
• Improve our services

2.1 Measuring how our apps are used

To improve CONNEC-T and help everyone get the most out of it, we record which screens are viewed in our apps and on the CONNEC-T website: the name of the screen (for example "My sessions"), the time, the device type and the app version. We never record what the screen shows, what you write, or where you are.

• Tutors: these records are linked to your account. We use them, for example, to help you when a session is slow to be confirmed, or to suggest the app if you do not have it yet.
• Parents and clients: they are linked to your account only if you agreed that your data may be used to improve the service. Otherwise, your visits are counted with those of other parents, without your name. You can change this choice at any time in your profile on the website.
• Students: we never measure how students use our apps.

These records stay in our own systems: no third-party analytics tool, no advertising. They are deleted after 13 months.

3. Data Sharing and Service Providers

We never sell your personal information. We only share it with the providers we need to run the service, and only what they need:

• Stripe: card payment processing and payouts to tutors
• Google: address suggestions, travel time calculation, and sign-in with a Google account
• Apple and Google: notifications on your phone
• Twilio: text messages and verification codes
• Mailtrap: email delivery
• Railway and Cloudflare: hosting of the platform, its data, and its backup copies
• Anthropic: artificial intelligence tools that help our team (see section 3.1)
• OpenAI: help with finding exercises for tutors
• Google Analytics and Google Ads: measuring visits to our public website and our sign-up and service request pages, only if you accept cookies
• Revenu Québec and the Canada Revenue Agency: T4A tax slips, for tutors only

Several of these providers store or process data outside Québec, including in the United States. Before sharing information with them, we assess whether their protection is adequate, and we frame that sharing with written commitments.

3.1 Use of Artificial Intelligence

We use artificial intelligence tools to help our team: summarize a student's progress for their parents, read a report card you send us, transcribe handwritten work, and prepare better replies to your messages.

• These tools make no decision about you or your child. A member of our team remains responsible for every reply and every decision.
• We only send them what the task requires. When they prepare a reply to your messages, your contact details (email, phone number, postal code) are removed.
• Our provider is contractually bound not to use this data to train its models, and normally deletes it within 30 days.
• Internal drafts prepared by these tools are deleted after 12 months.

3.2 Requests Prepared by Your AI Assistant

You can ask your AI assistant, for example Claude or ChatGPT, to prepare a tutoring request for you.

• Your assistant only sends us what you share with it for this request: the need (level, subjects, session preferences) and, if you wish, your contact details and the student's name. We never receive your conversation with it. That conversation is governed by your assistant's privacy policy.
• Nothing is activated without you. We send you a personal link. You see everything the assistant filled in, correct it if needed and confirm. Your account is only created after this confirmation and the verification of your email or phone number.
• The link expires after 30 days. If you do not confirm the request by then, we delete the personal information it contains.
• When an assistant visits our website on your behalf, we can recognize it by the signature it attaches to its requests. We only note that the request came through it, to know where our families come from.

3.3 Guides and Practice Exams

• Our guides and practice exams can be downloaded freely, without giving an email address.

4. Data Protection

• Encryption of sensitive data (SIN, authentication secrets)
• Passwords hashed with secure algorithm
• Secure connections (HTTPS/TLS)
• Restricted access to sensitive data

5. Data retention and account deletion

You can ask us to delete your account at any time, in the app or on the website. The account is deactivated right away, and you have 30 days to change your mind. After that, we delete your personal information, except what the law or student protection requires us to keep:

• your financial records (invoices, receipts, pay statements and T4A slips), for 6 years after the end of the fiscal year, as tax laws require;
• proof that you accepted our terms, for 3 years;
• messages exchanged in the app, attached to an account without your name. They may serve as evidence if a student's safety is at stake;
• if you are a tutor and exchanged messages with a family, your identity, kept separately and securely for as long as those messages are.

What remains of the history, such as the number of sessions given, is used only for our internal statistics and no longer identifies you. Records of how our apps are used (section 2.1) are deleted after 13 months, and those of a deleted account as soon as it is deleted. Our backup copies are deleted after 12 months.

6. Your Rights

Under Law 25, you have the right to:

• Access your personal information
• Correct inaccurate data
• Withdraw your consent
• Request deletion of your data, including deleting your CONNEC-T account
• Obtain a copy of your data (portability)

7. Data About Minors

We collect data about minor students only with the consent of the parent or legal guardian. This data is used only to provide the tutoring service and improve its quality. We never measure how students use our apps.

8. Data Protection Officer

To exercise your rights or for any question about your personal information, write to the person in charge of the protection of personal information at TutorAide Inc.
Email: [email protected]
Website: www.tutoraide.ca