Privacy Policy

This policy explains what information we collect, why we collect it, how we use it, and how we protect it — including specific information about recording and transcription during tutoring sessions. We've tried to write this in plain language. It is not a substitute for reading it carefully, and if anything here is unclear, please contact us before booking.

1. Who this policy is for

TeacherBuilt Learning provides online tutoring to students in grades 5–12. Because many of our students are under 13, this policy is written with special attention to the requirements of the Children's Online Privacy Protection Act (COPPA).

Parents or legal guardians are our customers. Students do not create their own accounts, and we do not knowingly collect personal information directly from a student without a parent or guardian first setting up the account and agreeing to this policy.

2. Information from website visitors

This section covers anyone visiting our website — including people who haven't enrolled or become a customer.

If you browse our site: we use analytics tools (Google Analytics, via cookies — see the note on cookies below) to understand how visitors use our site (for example, which pages are viewed and how visitors found us). This can include your IP address, browser and device type, and general location (city/region level, not precise location). We use this information to improve our website and understand interest in our services — not to identify individual visitors personally.

If you submit a contact form or book a free consultation: we collect the information you provide (such as name, email, and a description of what you're looking for) to respond to your inquiry. Booking confirms your agreement to this Privacy Policy. Submitting an inquiry does not enroll you as a customer or create an account — see Section 3 for what happens once a family enrolls.

Third-party booking tool: scheduling on our site is handled through Google's calendar and video tools. When you use the booking widget, some information may be collected directly by Google, governed by Google's own privacy policy, separate from ours.

Do Not Track: our site detects and honors “Do Not Track” and similar browser privacy signals (such as Global Privacy Control) by not loading analytics for visitors who send them — the same outcome as declining the cookie banner described below.

A note on cookies: beyond what's required for the site and booking tool to function, we use cookies for website analytics (Google Analytics). Analytics cookies are not set until you consent via the cookie banner shown when you visit our site; declining means analytics does not load for your visit.

We do not sell website visitor information, and we do not use it for advertising.

3. What information we collect from enrolled families

From the parent or guardian (the account holder):

• Name, email address, phone number
• Emergency contact name and phone number
• Your signed acknowledgment of this policy and the enrollment agreement, including the recording authorization described in Section 5

We do not currently collect or store payment information ourselves — payment is handled directly between you and the business via the payment method in use (see Section 7). We plan to add the ability to collect payment information directly in the future, and this policy will be updated accordingly.

About the student, provided by the parent at enrollment:

• First name, grade level, subject(s) needing support
• School name, if the parent chooses to share it (helpful for aligning tutoring to curriculum, but never required to enroll)
• Relevant academic background the parent chooses to share (e.g., IEP/504 information, if applicable, to help us match and support the student appropriately)

Generated during tutoring sessions:

• Session scheduling and attendance records
• Written progress notes and evaluations prepared by the tutor
• Automatic session transcripts (see Section 5)
• Session recordings, when made (see Section 5)

We do not knowingly collect personal information directly from a student without parental consent already on file.

4. Why we collect this information

We use this information to:

• Match students with the right tutor and schedule sessions
• Deliver 1:1 tutoring, including building a personalized learning plan where applicable
• Communicate with parents about scheduling, billing, and student progress
• Process payment
• Meet applicable legal and business recordkeeping obligations
• Improve how we run the business (for example, understanding which subjects or grade levels are most requested)

We do not sell student or parent information. We do not use student information for advertising.

Marketing use of a student's name, image, or story (for example, in testimonials, case studies, or promotional materials) requires separate, specific written consent from a parent or guardian, obtained at the time of that particular use. This consent is never required to enroll or receive tutoring, and declining it has no effect on a student's sessions.

5. Recording and transcription during sessions

Automatic transcription is on for every session and cannot be declined while remaining in the session — the only way to opt out is to not attend. Video/audio recording may happen at a tutor's discretion for some sessions, and can always be declined in the moment without affecting the session. Session transcripts may also be used, together with business-tier AI tools (such as Claude for Work and Gemini for Google Workspace, which do not train on our data under our business agreements) to help us improve our tutoring. Full consent and authorization details for recording and transcription are set out in our Terms & Conditions and Enrollment Agreement.

Who can access recordings and transcripts: the tutor who led the session, both founders of TeacherBuilt Learning, and a designated technical administrator who maintains our Google Workspace systems. No one else has access.

Parent rights: a parent or guardian may request a copy of their child's session transcript or recording, or request that it be deleted, at any time. Contact us using the information in Section 9 to make either request.

6. How long we keep recordings and transcripts

Session recordings and automatic transcripts are deleted once a year, during an annual cleanup each August, covering material from the prior school year. This applies on a fixed schedule regardless of whether a student is still actively enrolled.

This retention schedule applies specifically to session recordings and transcripts. It does not apply to:

• Written progress notes and evaluations, which we keep for the duration of a student's enrollment with us so that tutoring can build on a student's history over time
• Basic account, billing, and contact records, which we retain as needed for ordinary business and tax purposes

A parent may request earlier deletion of their child's recordings or transcripts at any time, as described in Section 5.

7. How we protect information

• Payment is handled through the payment method currently in use for the business; we do not store card or bank account numbers on our own systems.
• Session recordings, transcripts, and notes are stored within our Google Workspace account, accessible to the two founders and the relevant tutor, with system-level access held by our designated technical administrator for IT purposes (see Section 5).
• We do not use third-party recording or note-taking tools (“bots”) that join sessions without a visible, announced presence. Transcription happens for every session; recording happens only sometimes and requires separate consent (see Section 5). Both take place only through Google Meet's built-in features, with the required consent prompts enabled.

8. Your choices and rights

As a parent or guardian, you can:

• Request a copy of the personal information we hold about your child
• Request correction of inaccurate information
• Request deletion of any personal information we hold about your child, including session recordings or transcripts (see Section 5), except where retention is required for legal, tax, or ongoing service purposes as described in Section 6
• Ask questions about any part of this policy before or after enrolling

9. Contact us

If you have questions about this policy, or want to make a request described above, contact us at:

TeacherBuilt Learning, LLC
15 May Elm Ln, Norwell, MA 02061
support@teacherbuiltlearning.com

10. Changes to this policy

If we make a change to how we collect, use, or disclose a student's personal information in a way that applies to information we already collected, we will notify enrolled families directly before applying that change to previously collected information, consistent with COPPA. Continued enrollment and participation in sessions after that notice constitutes consent to the change. For other updates to this policy, we will revise this page and update the date above.