Privacy Policy

This Privacy Policy explains how Protutor ("Protutor", "we", "us") collects, uses, and protects information when institutions, teachers, and students use our learning-management platform.

1. Who provides your data

Protutor is used by three kinds of accounts:

• Institutions (schools and tutoring companies) register directly and provide their own organization details.
• Teachers register directly and are approved by the institution they select.
• Students do not self-register. Their accounts are created by their institution or teacher, who provides the student's name and, where applicable, contact details on the student's behalf.

Where a student is a minor, the institution or teacher creating that account is responsible for having any consent required under applicable law before providing us with the student's information. Protutor acts as a data processor on behalf of the institution for that student's data; the institution remains the data controller.

2. Information we collect

• Account information: name, email address, role, and institution/classroom assignment. Passwords are stored as one-way cryptographic hashes — we cannot read your password.
• Learning content: assignments, submissions, grades, feedback, resources you upload or are shared with you, report cards, and learning goals/badge progress.
• Communications: messages sent through the in-platform teacher–student chat, and any issue reports or support requests you submit.
• Live session data: scheduling details for live classes you host or join. Live video/audio is streamed through our video provider and is not recorded or stored by Protutor unless a session is explicitly recorded by a teacher.
• Billing information: for institutions on a paid plan, subscription and payment status. Card and payment details are handled entirely by our payment processor — we never see or store your full card number.
• Usage and log data: pages visited, timestamps, and technical details (such as IP address and browser user-agent) collected automatically for security, troubleshooting, and abuse prevention.

3. How we use your information

• To provide the core platform: authentication, classrooms, assignments, grading, messaging, live sessions, and reporting.
• To send transactional emails — for example, account welcome emails, password resets, assignment and grading notifications, and institution billing notices.
• To power the optional AI assistant chat widget on our public pages, which answers general questions about Protutor.
• To maintain the security, integrity, and availability of the platform, including detecting abuse and diagnosing errors.
• To process subscription payments for institutions on a paid plan.

4. Third parties we work with

We use a small number of trusted service providers to operate Protutor. Each only receives the data needed to perform its specific function, and none are permitted to use your data for their own purposes:

• OpenAI — processes the text of your questions to our public website chat assistant, and assists with generating blog content, in order to produce a reply or draft.
• Daily.co — provides the underlying video infrastructure for live online sessions hosted directly inside Protutor.
• PayPal — processes subscription payments for institutions on a paid billing plan.
• Our hosting provider and email delivery service, used to run the platform and deliver transactional emails.

We do not sell your personal information, and we do not share it with third parties for their own advertising purposes.

5. Cookies

Protutor uses a single essential session cookie to keep you signed in. We do not use third-party advertising or tracking cookies.

6. Data security

Passwords are stored using one-way hashing, connections to Protutor are encrypted (HTTPS), and sensitive settings such as API credentials are never exposed to visitors. Access to institution, teacher, and student data is restricted by role, so a user can generally only see data relevant to their own classrooms.

7. Data retention

We retain account and learning-record data for as long as an account is active, and for a reasonable period afterward to support academic records (such as report cards and grade history) and legal or accounting requirements. An institution may request deletion of its data as described below.

8. Your rights

Depending on your location, you may have the right to request access to, correction of, or deletion of your personal information. Students and teachers should generally start such a request with their institution, since institutions administer those accounts; institutions and anyone unable to reach their institution can contact us directly using the details below.

9. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last updated" date above.

10. Contact us

Questions about this policy or your data can be sent to learning@protutor.net.