What we hold, and what we do with it

Who this is about

Our students are in kindergarten through sixth grade, so a parent or guardian registers them and gives us their information. We never collect it from a child directly. Our tutors are high-school volunteers, most of them under 18, and they sign up for themselves.

What we ask for, and why

From a family: your name and email address, your child’s first and last name, your city, state and country, their school and grade, the subjects they need help with, when they’re free, and anything you choose to tell us about them. Every one of those is used to find a tutor and a group whose times fit.

From a tutor: your name, email address, phone number, date of birth, school, grade, GPA, city, state and country, your availability, and your answers about why you want to tutor and what you’ve studied. Your date of birth and GPA are part of deciding whether to confirm you; the rest is matching.

We also record the sessions that take place (the date, how long, who attended, and any note the tutor writes), because those hours are what we certify to schools, and attendance is how we notice a child who has quietly stopped coming.

Who sees it

Your tutor sees your child’s first and last name, their grade, the subjects you asked for help with, whether you want homework set, anything you wrote in the “anything else we should know” box, and your name and email address so they can arrange sessions with you. They do not see your address, your child’s school, or anything else on your form.

You see your tutor’s name and email address, and nothing else about them. They are usually a minor too.

Our officers see the full record, and only the ones whose role needs it: access is granted per person and per task, and every change to a record is logged with who made it.

Nobody else. We do not sell, rent, share or trade any of it. There are no advertising networks, no analytics services and no third-party trackers on this site. The pages set no cookie at all until you sign in, and that one only keeps you signed in. We would disclose information if the law required it, or if we believed a child was at risk of harm.

One thing your own browser keeps. If you start a sign-up form and don’t finish it, your answers are saved on your device so a refresh doesn’t lose them. They never reach us until you press submit, they are cleared when you do, and the form offers a “start over” button that erases them.

Photographs

A tutor may upload a photograph of themselves for the Our Team page. Nothing appears there until one of our officers has reviewed it, and a photograph that is waiting for review is not publicly reachable. A tutor can ask us to take theirs down at any time. We do not publish photographs of students.

Where it lives, and how long

Everything is stored in Amazon Web Services in the United States, encrypted in transit and at rest. If you are outside the US, registering means your information is handled there.

We keep a record until you ask us to delete it. There is no timer: volunteers come back and families re-enroll, and a record that quietly disappeared after two years would take a tutor’s certified hours with it. Asking is a single email; see below.

Two things do expire on their own, because they are about messages and traffic rather than about people: email delivery records are kept for 180 days, and page-view counts (with no identity attached) for about a year.

Asking us to delete it

Write to contact@425tutoring.org from the address on your account and we will erase it within 30 days.

One honest caveat about deletion. Erasing your record removes your name, your contact details, your answers and your account. It does not automatically remove two things that are records of events rather than records of you: the log of sessions that took place, and any feedback you sent us. Those sit under a group and a date rather than under your name, and they are what the hours we certify to a tutor’s school are built from. Removing them would change somebody else’s record too. If you want those gone as well, say so in your email and we will remove them by hand.

If you signed up by mistake or mistyped your address, the page you saw right after submitting can fix both, for about an hour afterwards. After that, email us.

Changes

If we change this notice in a way that matters, we will update the date at the top and tell registered families and tutors by email.