Privacy Policy

1. Information We Collect

A. Contact and Enquiry Data

• Identity data: Name, email address, and phone number provided when you submit an enquiry or book a session.
• Student information: Year level, subjects, and learning goals to match students with the right tutor.
• Location data: Suburb or postcode for in-person session matching.

B. Session and Progress Data

Session attendance records, practice activity, topic performance, and tutor notes are collected to track student progress and report to parents.

C. Account Data (ClassQuill platform)

Tutoring sessions are managed through ClassQuill, a purpose-built tutoring platform. When you or your student creates an account, ClassQuill collects and stores your name, email address, and session history on our behalf. See ClassQuill's privacy policy at classquill.com for details.

D. Usage Data

We collect anonymised data about how visitors interact with our website (pages visited, session duration) to improve our service. This data does not identify individual users.

E. Cookies

We use cookies for essential functionality only: form submissions, security, and analytics. We do not use third-party advertising or tracking cookies.

2. How We Use Your Information

• Matching and scheduling: Pairing students with the right tutor based on subject, year level, and location.
• Session delivery: Coordinating appointments, sending reminders, and sharing session notes.
• Progress reporting: Sending weekly progress updates to parents and guardians.
• Billing: Processing session payments and issuing invoices via bank transfer.
• Communications: Responding to enquiries and sending service-related updates. You may opt out of non-essential communications at any time.
• Service improvement: Analysing aggregated, anonymised usage to improve our platform and tutoring quality.

We do not use your data for advertising and we do not sell data to third parties.

3. Retention of Data

• Contact and session data: Retained while you are an active client. Deleted upon request after the tutoring relationship ends.
• Progress records: Retained for the duration of the academic year, then archived for up to 12 months.
• Transaction records: Retained as required by Australian tax law (generally 5 years).
• Analytics data: Anonymised data retained for up to 12 months.

4. Disclosure of Data

We do not sell your data. We share information only with:

• ClassQuill — our tutoring management platform. Session and student data is stored in ClassQuill's secure infrastructure (Supabase, hosted in Sydney).
• Cloudflare Turnstile — used to protect our contact forms from automated submissions. No personal data is retained by Cloudflare from form submissions.
• Sentry — for error monitoring on our website. Sentry may collect IP address and browser information when technical errors occur.
• Google LLC — if you sign in with Google, we receive your name and email address only.
• Law enforcement — only if required by law or valid public authority request.

5. Security

We implement industry-standard security measures including encryption at rest and in transit. Session and student data is stored in Supabase's Sydney-region infrastructure. No method of electronic storage is 100% secure, but we take all reasonable steps to protect your information.

6. Your Rights

Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you have the right to:

• Access a copy of the personal information we hold about you or your child.
• Request correction of any inaccurate information.
• Request deletion of your personal data (subject to legal retention obligations).
• Opt out of non-essential communications at any time.

To exercise any of these rights, contact us at [email protected].

7. Children's Privacy

Our services are designed for students, many of whom may be under 18. We collect student information solely to deliver the tutoring service and report progress to parents or guardians. We do not use student data for advertising or share it with unrelated third parties. Parents may request access to, correction of, or deletion of their child's data at any time.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on our website. Continued use of our services after any changes constitutes acceptance of the updated policy.

9. Contact Us

If you have any questions about this Privacy Policy, please contact us:

• EquateIt Pty Ltd (ABN: 25 695 632 350)
• Email: [email protected]
• Victoria, Australia