Privacy Policy

TutorClear is software for independent tutors and tutoring businesses. It brings students, scheduling, lesson plans, homework, progress reports, invoicing, public booking and a student and parent portal into one workspace.

This policy explains what information TutorClear processes at tutorclear.com and how it is used. It applies both to the tutors and businesses who hold an account and to the students, parents and enquirers whose details a tutor records.

Account and organisation information. The email address and password you register with, your workspace and its members, each member's role, invitations you send, and the settings you choose — business name and region, services and prices, locations, availability, cancellation policy, booking page and notification preferences.

Information tutors enter. Students, parents and other contacts, lessons and attendance, lesson plans, homework and submissions, progress records and reports, goals, resources, invoices and lesson packages.

Booking and enquiries. When someone uses a tutor's public booking page or enquiry form, TutorClear records what that form collects — typically name, email address, phone number, student name, subject and any message — along with the slot chosen. Booking-management links let someone change a single lesson without an account; they are stored only as a hash and expire.

Service records. Message delivery outcomes, usage counted against plan limits, and the ordinary application logs produced by our hosting platform. TutorClear does not run analytics, tracking or advertising software.

• To provide the service — your workspace, schedule, records and portal.
• To send the messages the product exists to send, such as booking confirmations, lesson and homework reminders, progress reports, invoices and invitations, according to the settings a tutor chooses.
• To operate accounts, authentication, plan limits, billing and subscriptions.
• To keep the service secure and available, and to prevent abuse.
• To answer support requests and meet legal and accounting obligations.

Records a tutor enters about their students and clients belong to that tutoring business. TutorClear stores and processes them to provide the service and does not use them for its own purposes.

Tutors and tutoring businesses are responsible for having appropriate permission to enter student and client information into TutorClear, and for deciding what is appropriate to record. If you are a student, parent or guardian and want to see, correct or delete what is held about you, contact the tutoring business you deal with — they control those records and have the tools to act on your request.

Subscription payments are processed by Stripe. Card details are entered on Stripe's own hosted pages and are handled by Stripe under its own privacy policy — TutorClear does not receive or store card numbers. What TutorClear keeps is your plan, subscription status, billing period dates and the identifiers needed to link your workspace to its Stripe subscription. Invoices a tutor raises for their own students are separate records inside their workspace; TutorClear does not collect payment for them.

Files uploaded by tutors and submitted by students are stored through TutorClear's storage infrastructure in a private location that is not publicly readable. Files are opened through short-lived links rather than permanent public URLs, and deleting a resource removes the stored file as well as the record.

Email sent by TutorClear on a tutor's behalf is delivered through Resend by default. Delivery outcomes are recorded so a tutor can see whether a message arrived; opens and clicks are not tracked.

A tutor can instead send from their own mailbox by connecting Gmail or Outlook. WhatsApp messaging only happens where a tutor has connected their own WhatsApp Business account, in which case the recipient's number and the message are processed by Meta.

Google Calendar, Google Drive, Google Classroom, Gmail, Microsoft 365 and Outlook, Zoom and WhatsApp are optional. They are off until a tutor connects them, and information is only shared with a service that has actually been connected.

Connecting a service authorises TutorClear to act with the access that service grants — for example writing lesson events to a calendar, importing selected files, reading linked course information, sending mail from the connected mailbox, or creating meeting links. An integration can be disconnected at any time, and access credentials are held server-side and never exposed to the browser.

TutorClear includes an optional in-app assistant, Ask TutorClear. When a tutor uses it, their question and the relevant workspace information are sent to a third-party model provider — currently OpenAI — which processes it under its own terms.

The assistant reads only from the tutor's own workspace, so what it can use includes things like student names, lesson details, progress summaries, homework status and invoice amounts. Private notes are not readable by the assistant, and file contents are not sent.

The assistant can prepare changes such as booking, rescheduling or cancelling a lesson, but it never applies one by itself — each is shown for the tutor to confirm. AI output may be inaccurate and should be reviewed before being relied on or shared.

TutorClear relies on a small number of providers to run the service: Supabase for the database, authentication and file storage, Vercel for hosting, Stripe for subscription payments, Resend for email delivery, and OpenAI for the AI assistant.

Google, Microsoft, Zoom and Meta are only involved where an individual tutor has connected the corresponding integration. These providers operate internationally, so information may be processed outside your own country under the safeguards each provider offers.

TutorClear uses reasonable technical and organisational measures to protect information. Traffic is served over HTTPS, separation between workspaces is enforced in the database rather than only in the interface, file storage is private with short-lived access links, invitation and booking links are stored only as hashes, integration credentials are restricted to server-side access, and public forms are rate-limited. No system is perfectly secure, so please tell us if you believe you have found a problem.

Information is retained while it is needed to operate the service, maintain business records and meet legal, tax and accounting obligations. Most records in TutorClear belong to a tutoring business and are kept for as long as that business keeps them — students can be archived to preserve history or deleted to remove the record, and deleting a resource removes the stored file. Short-lived items such as invitations, booking-management links and rate-limiting records expire or are cleared automatically.

Depending on where you live, you may have rights to obtain a copy of your information, correct it, delete it, or object to how it is used.

Tutors and tutoring businesses can view and change most information directly in the app, and can export students, contacts, lessons, invoices, homework, enquiries and packages from Settings → Import & export. Students, parents, guardians and enquirers should contact the tutoring business that holds their records, which can view, correct, export and delete them.

Tutoring commonly involves children, so records in a workspace will often be about a minor. TutorClear accounts are held by the tutor or tutoring business; a child does not hold an account with us. Where a student or guardian has a portal login, it exists because a tutor invited them, it is limited to that student's own lessons, homework, progress, resources and billing summary, and the tutor can revoke it at any time.

The tutoring business is responsible for having appropriate permission — including any parental or guardian consent their circumstances require — before entering information about a student, and for deciding what is appropriate to record.

TutorClear uses essential cookies and browser local storage for login sessions, remembering which workspace you are working in, and small interface preferences such as your last-used calendar view. There are no advertising cookies, tracking pixels or analytics products on the site. Pages hosted by Stripe, Google, Microsoft, Zoom and Meta set their own cookies when you use them, under their own policies.

We may update this policy as the product changes. The date at the top of the page is the date the wording last changed. Where a change materially affects how information is used, we will give account holders notice through the service.

If you have a question about this policy, you can contact TutorClear through the support and contact options made available through the service.

If your question is about a particular student's records, please start with the tutoring business that holds them. See also our Terms of Service.