Privacy Policy

Information We Collect

We collect information you provide directly to us throughout your relationship with TPP -- for example, when you reach out with an inquiry, take part in a family intake conversation, enroll in tutoring, attend tutoring sessions, communicate with us by email or text message, use the Professor's Portal, complete a diagnostic assessment, share academic documents, or manage billing and account administration for your engagement. Depending on the context and the services you request, this may include:

• Parent/guardian name
• Student name
• Student age or date of birth, when voluntarily shared with us (TPP does not routinely require a student's full date of birth -- see our Children's Privacy Notice)
• Parent email address
• Student email address
• Parent phone number
• Student phone number
• State of residence
• School
• Grade level
• Current course(s)
• Academic performance information
• Tests
• Quizzes
• Homework
• Assignments
• Study guides
• Diagnostic responses and results
• Student educational goals
• Parent concerns and goals
• Tutor notes
• Attendance information
• Scheduling and rescheduling information
• Progress reports
• Learning plans
• Communications with TPP, including by email and text message
• Portal/account information
• Billing and invoice information
• Payment-related administration information
• Zoom/session information
• Session recordings and transcripts, when authorized (see “Session Recordings” below)
• How you heard about us, if you choose to tell us (optional)
• A resume, if you're inquiring about joining our team (see “How the Contact Form Works” below)
• Any other message or additional details you choose to share

How the Contact Form Works

When you submit this Site's Contact form, the information you enter is sent from your browser to our website's server over an encrypted connection and used to respond to your inquiry. A copy of your submission may be saved in private, access-restricted storage so the inquiry is not lost, and an email notification containing the submission is sent to administration@thepersonalprofessor.org. The form does not open your own email application.

If you upload a resume through the “Submit a Resume” option, the file is transmitted with your submission, may be saved in the same private, access-restricted storage, and may be attached to the email notification sent to our team. It is not intentionally published or made publicly accessible.

If this process changes in the future — for example, if we connect the form to a customer-relationship system or add additional processing services — we will update this Privacy Policy to describe how that information is collected, used, stored, and protected.

How We Use Information

We use the information you provide to respond to your inquiry, schedule a consultation, evaluate a job or internship application, or otherwise communicate with you about our tutoring services. As we enable additional tools — such as a CRM/lead-management platform, scheduling and calendar tools, web chat, and analytics — we may also use information to operate those tools, to measure and improve our marketing and outreach, and to operate the Professor's Portal for authenticated users. We do not sell your personal information, and we do not share it with third parties for their own independent marketing purposes.

Cookies & Tracking

The Site and TPP's other online services use, or may use as particular features are enabled, cookies and similar technologies for essential website functions, account and security functions, user preferences, analytics, lead attribution, communications, and marketing. Non-essential technologies are controlled through TPP's cookie-preference system, described in full in our Cookie & Tracking Technologies Notice — you can review or change your preferences at any time using the “Cookie Preferences” link in the site footer.

Where technically available, we honor recognized universal opt-out signals such as Global Privacy Control (GPC). When we detect a valid opt-out signal from your browser, we disable marketing and targeted-advertising technologies associated with that signal rather than overriding it — see our Cookie & Tracking Technologies Notice for details.

The Contact form's optional “How did you hear about us?” question is separate from cookie-based tracking. It's information you choose to type in and submit yourself, so it isn't affected by your cookie preferences — you can answer it (or leave it blank) regardless of whether you've allowed or rejected optional cookies. We use it for marketing-performance analysis and to understand what's working, and we do not use it to reconstruct tracking information you've chosen not to allow.

Service Providers & Technologies We May Use

As particular features are enabled, we may use service providers and technologies to help us operate the Site, our other online services, and our business, including in categories such as:

This includes billing and account-administration functions such as invoices, billing cadence, payment-status records, and saved-payment authorization status, using accounting systems such as QuickBooks or an equivalent service. We do not store full payment card numbers.

• Customer relationship management (CRM) and lead-management platforms (for example, HighLevel), including contact and consultation forms, scheduling and calendars, and web chat
• Email and SMS communications platforms
• Website analytics platforms (for example, Google Analytics or an equivalent tool), for marketing attribution and future advertising/conversion measurement
• Authentication, account, and session-security providers for the Professor's Portal
• Systems that store educational records supplied through the Portal, such as assignments, diagnostics and assessments, session and attendance information, progress reporting, and tutor notes
• Technology-assisted or AI-assisted tools that help organize educational information (see “Technology-Assisted and AI-Assisted Tools” below)
• Payment-processing providers
• Video-conferencing services (for example, Zoom)
• Document and file-storage providers
• Hosting and security providers

How We Share Information

This is a list of provider categories, not an exhaustive vendor list — the specific tools we use may change over time as our services evolve, and updating this list isn't itself a material change to this Policy. We do not sell your personal information. We share information with the service providers described above only so they can perform functions on our behalf, under confidentiality and data-protection expectations appropriate to that information — not for those providers' own independent marketing purposes.

Technology-Assisted and AI-Assisted Tools

TPP may use technology-assisted or AI-assisted tools to help summarize tutoring sessions, identify learning patterns, organize educational information, prepare draft progress insights, or support tutors in personalizing instruction. TPP remains responsible for how these tools are used within its services, and significant educational records or recommendations are subject to appropriate human review. These tools assist our tutors — they do not make autonomous academic decisions on a student's behalf.

Our operating principle is simple: AI proposes, the tutor validates. Where a tutoring session is recorded and transcribed with permission, an AI-assisted tool may help prepare a draft session summary from that transcript, but a draft like that is reviewed and approved by a tutor before it becomes part of a student's record — an AI-generated draft is never treated as a final educational record on its own.

AI-assisted tools do not independently decide a student's ability, academic placement, scholarship eligibility, course placement, admissions outcomes, or other significant educational outcomes. Humans remain responsible for judgments like these.

The Professor's Portal

The Professor's Portal is TPP's authenticated area for students, families, and tutors. Portal accounts use essential authentication, account, and session-security technologies only — we do not place remarketing pixels, advertising trackers, cross-site behavioral-advertising technologies, or marketing-profiling technologies inside authenticated Portal areas, and a student's academic information is never used to build marketing or advertising profiles.

If we later add Portal analytics, it will be limited to legitimate operational and product-improvement purposes and handled separately from marketing analytics. For a user known to be under 13, we will not begin covered direct online collection through the Portal until the parental-notice and consent workflow described in our Children's Privacy Notice has been satisfied.

Depending on which Portal features a family and their tutors actually use, the Portal may hold information such as:

• Account and profile information
• Assignments and other work product
• Diagnostics and assessments
• Scores and academic progress
• Attendance and session records
• Progress reports
• Tutor notes and observations
• Learning plans
• Communications between families, students, and tutors
• Educational resources shared through the Portal
• Technical and account activity reasonably needed to operate the Portal

Session Recordings

Routine tutoring-session recording is governed by the recording preference a family selects or authorizes in their Enrollment Agreement, not by this Privacy Policy. A recording may include audio, video, screen sharing, chat, and/or transcript.

Where recording is authorized, TPP may use it for purposes such as student review, instructional continuity, progress review, tutor supervision, quality assurance, training, and safety. Recording permission does not, on its own, authorize public promotional use — public or promotional use of an identifiable student requires separate, specific permission beyond enrollment itself (see our Children's Privacy Notice for how this applies to minor students).

Routine session recordings and related transcripts are ordinarily retained for approximately 12 months after the session, unless a longer period is reasonably necessary for an active engagement, a customer request, legal compliance, dispute resolution, safety review, quality review, or another legitimate business purpose. We may delete recordings earlier when they are no longer reasonably needed, subject to applicable law and any preservation obligations.

Communications With Minor Students

TPP may communicate directly with a minor student when reasonably necessary to provide tutoring services, including for assignments, instructional materials, academic follow-up, session reminders, scheduling, and rescheduling.

For minor students, TPP's operating policy is to maintain parent or guardian visibility into direct student communications:

• Email sent directly to a minor student will include the parent or guardian.
• Text-message communication with a minor student will ordinarily include the parent or guardian in the same group conversation.
• Families may choose whether scheduling and rescheduling should be handled through the parent or guardian, directly with the student with the parent included, or either method with the parent included.
• Student contact information is used for tutoring and service-related purposes and is not used for unrelated marketing.

Parent/Guardian Authorization for Student Contact Information

When a parent or guardian provides contact information for a minor student, TPP may rely on that parent or guardian's authorization to use the information for legitimate tutoring-related purposes, subject to applicable law — for example, homework, instructional materials, session reminders, scheduling, rescheduling, academic follow-up, and other service-related communications.

Children's Privacy

Parents and guardians may provide information about minor students when requesting or administering tutoring services. If we knowingly collect personal information online directly from a child under 13 in a context covered by the Children's Online Privacy Protection Act (COPPA), additional notice and parental-consent requirements may apply. Please review our Children's Privacy Notice for the details.

Data Retention & Security

We retain the information you send us for as long as reasonably necessary to respond to your inquiry or maintain our business records, and we take reasonable steps to protect it. No method of electronic transmission or storage is completely secure, however, and we cannot guarantee absolute security.

Your Choices & Rights

You may contact us at any time to ask what information we hold about you, or to request that we correct or delete it. Depending on where you live, you may have additional rights under laws such as the California Consumer Privacy Act (CCPA) or the EU General Data Protection Regulation (GDPR); we will honor applicable requests to the extent required by law.

Third-Party Links

This Site may link to third-party websites — for example, our independent reviews on tutors.com. We are not responsible for the privacy practices of those third-party sites, and we encourage you to review their own policies.

Changes to This Policy

We may update this Privacy Policy from time to time. When we update this Privacy Policy, we will post the revised version and update the Effective Date above. Where applicable law requires additional notice or consent for a material change, we will provide that notice or obtain that consent before applying the change as required.

Contact Us

If you have questions about this Privacy Policy or how we handle your information, please contact us at administration@thepersonalprofessor.org or 352-639-8787.