TutorsPlan Privacy Policy

TutorsPlan is committed to protecting your personal data. We have written this Privacy Policy in clear and plain language to make it easy to understand. Our goal is to provide you with our privacy commitments in a transparent and accessible way. With this Policy, we want you to have all the details you need to be assured that your personal data is safe with us.

Before you provide us with your personal data or give us consent to process it through any form on our website or mobile application, we kindly ask you to read this Privacy Policy carefully. This way, you will fully understand the conditions under which we cooperate and how your data is used.

This Privacy Policy applies to your use of the services of TutorsPlan, as defined in our Terms of Service. It explains when, where, and why we process the personal data of people who use the TutorsPlan Platform, how we use it, the conditions under which we may disclose it to others, your rights regarding your personal data, and how we keep it secure.

General

Access to the TutorsPlan Platform (including the website, related software, and TutorsPlan mobile applications) is available with or without registering an account. For example, you may browse our website, explore how TutorsPlan works, view available tutors and institutes, read blog articles, or check services without registering. However, whenever you access the website, we collect log information and place cookies on your device to track activity. You may opt out of cookies, except those strictly necessary for the platform to function.

To use certain features—such as the TutorsPlan mobile application or enrolling a course—you need to register for an account. When you are a registered user, TutorsPlan may collect and process cookie identifiers as well as data you provide during registration, such as your first name, last name, email, phone number, social login details (if you sign in via Google or Facebook), time zone, interface language, IP address, and device type.

If you are a tutor, TutorsPlan may additionally collect and process other information you provide, including zip code, gender, year of birth, city of residence, and education or teaching experience.

Registered users may also provide a profile picture and select their preferred currency to perform actions related to payments and refunds in line with our Payments Policy.

More details about the specific cases of data collection and the purposes of such processing are described in later sections of this Privacy Policy.

We may update this Privacy Policy from time to time. Any changes will be posted on this page and the modification date will be updated at the top. If there are significant changes, additional notifications will be sent to your email.

From time to time, TutorsPlan may also experiment with new features or services that affect how personal data is processed. In such cases, we will provide prior notification and obtain your consent when required.

1. What Is Personal Data and the Processing of Personal Data? Main Definitions

Personal data is any information relating to you that, alone or in combination with other information, allows a person who collects and processes such information to identify you as an individual.

Processing of personal data means any operation performed on your personal data, whether or not by automated means. This includes collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination, or otherwise making available, alignment or combination, restriction, erasure, or destruction.

Data subject is any identified or identifiable natural person whose personal data is processed by the controller responsible for the processing. In this Privacy Policy, “data subject” means you as a user of TutorsPlan (student, tutor, guardian, institute representative, or visitor).

Consent of the data subject/user is any freely given, specific, informed, and unambiguous indication of the data subject’s wishes by which he or she, through a statement or clear affirmative action, signifies agreement to the processing of personal data relating to them.

2. TutorsPlan’s Lawful Bases for Processing

TutorsPlan processes your personal data only when there is a lawful basis. Specifically, TutorsPlan processes your personal data if:

• Consent: Processing is based on the consent you have given. For example, our newsletters, collection and publication of user feedback and reviews, analysis of course participation, your attendance in events and webinars, the placement of optional cookies, or the announcement of scholarship winners may rely on your consent.
• Contractual necessity: Processing is required to provide our services under the Terms of Service (and any additional terms). This includes enabling personalized learning recommendations, scheduling tools, AI-powered study plans, tutor–student matching, and other features essential to delivering our platform services.
• Explicit consent for sensitive data: In cases such as tutor identity verification, fraud prevention, or biometric verification (e.g., ID checks, facial verification), TutorsPlan may process such data only with your explicit consent and through verified third-party providers.
• Legitimate interests: Processing is necessary for the legitimate interests of TutorsPlan, provided these are not overridden by your rights and freedoms. Legitimate interests include but are not limited to:
  • Compliance with financial, accounting, and tax legislation
  • Assessing TutorsPlan’s platform performance through analytics of traffic and financial indicators
  • Promotion of TutorsPlan via social networks, affiliates, and media, including the use of tutor names, profile pictures, or other details for marketing purposes under our Terms of Service
  • Performance of contracts with institutes, organizations, or scholarship sponsors, including progress reports for enrolled students
  • User session monitoring, fraud prevention, and ensuring data security
  • Tutor verification and the development of high-quality learning and teaching programs
  • Training and improvement of AI-powered tools (e.g., for learning recommendations, auto-generated study content)
• Legal obligations: Processing may be required to comply with applicable laws, such as responding to data subject requests, financial regulations, or tax reporting.
• Vital interests or public interest: In exceptional cases, processing may occur to protect your vital interests or those of another natural person, or for the performance of a task carried out in the public interest or by an authority vested in us.

In all cases, TutorsPlan will notify you about the legal basis for processing and other relevant details before starting the processing of your personal data under that basis, unless prohibited by applicable law.

3. Data We Collect: Scope

TutorsPlan collects from you only the following information and only for the stated purposes below:

1. Account for Students — TutorsPlan collects and processes personal data submitted by you upon registration and through later edits to your account. For registration, you submit your login credentials (username and password), first name, last name, and email. You may also update your account at any time with additional information, as well as sync your Google Calendar or TutorsPlan Calendar. Such additional information may help you find suitable time slots for lessons, schedule tutoring sessions, or maintain better visibility of your learning activities. At the same time, you are not required to provide additional information that is not necessary for registration; it is your choice.
2. Account for Tutors — TutorsPlan collects and processes personal data submitted by you upon registration and further profile edits. For registration purposes, you provide login credentials (username and password), first name, last name, and email. We also require proof of your qualifications, such as diplomas, certificates, or other teaching credentials. You may further update your profile with additional details and sync your Google or TutorsPlan Calendars. Additional information, such as your location, teaching subjects, work experience, or language skills, can improve scheduling and visibility, but it is not strictly required.
3. Some personal data, such as names and locations listed in your user profiles or derived from IP addresses, may be publicly visible to other users or the web. TutorsPlan may also provide you with options to control what information is visible by adjusting your privacy settings in the “Edit My Profile” section of the Service.
4. Subscription to the TutorsPlan Blog and Updates — You may decide to subscribe to the TutorsPlan Blog, newsletter, or product updates. For this, we require your email address.
5. Posting of Information — We process personal data that you freely submit on the TutorsPlan Platform. This may include surveys, online forms, questions or comments in our Q&A sections, or feedback you provide to us. TutorsPlan may also process information you post on or through the Platform (including messages, uploaded files, and other user-generated content). By doing so, you acknowledge that any information you share will be visible to TutorsPlan and, in some cases, to other users (students, tutors, or institutes). You also acknowledge that certain content may not be deletable if it is linked to lessons, courses, or sessions used by others. Unless you opt out, we retain such information as necessary to resolve disputes, provide customer support, or troubleshoot problems as permitted by law. We also reserve the right to terminate accounts that misuse the Service or violate our Terms of Service.
6. Service Use, Cookies, and Other Similar Technologies — When you use our Services, we monitor and analyze web traffic and track your behavior for service improvement and security. Please refer to our Cookie Policy for details on our use of cookies and similar technologies.
7. Billing Information — We process the details of transactions carried out through the TutorsPlan Platform (such as transaction ID, date, and time of payment). Payment information is handled securely by third-party providers.
8. TutorsPlan for Organizations and Institutions — We may collect your name, email, company or institute name, and phone number to provide information about TutorsPlan for Institutions (our business-to-business services), as defined in our Terms.
9. Sensitive Data — Unless you expressly agree, TutorsPlan does not process your sensitive data.
10. Pages on Social Networks — We maintain official TutorsPlan pages on social networks such as Facebook, TikTok, Instagram, and LinkedIn. When you interact with these pages (e.g., subscribe, like, comment), we may analyze this data to measure our outreach effectiveness and improve our marketing campaigns, based on our legitimate interests.
11. Tutor Community (for Tutors Only) — We maintain a Tutor Community accessible via Single-Sign-On (SSO) through our website. For purposes described in this Policy, we may collect and process your interaction and usage data within the Tutor Community.
12. Information Required for Submitting Tax Documentation — To comply with tax and accounting laws, we may be required to collect and process personal data for tax documentation purposes (e.g., Form 1099 or other equivalent forms). This may include your full name, citizenship, permanent address, mailing address, date of birth, taxpayer identification number, or foreign tax ID. Where applicable, regulations such as the EU Directive 2021/514 (DAC7) may require us to collect, verify, and report information on tutors and sellers operating through the TutorsPlan Platform. This may include your name, primary address, date of birth, tax identification number (TIN), VAT number, and bank account identifiers.
13. Information Required for Marketing and Promotion — We may collect a tutor’s postal address to promote tutoring services provided via the TutorsPlan Platform and connect you with prospective students in a specific geographical area.
14. Analysis of Speech Activity — During lessons conducted on TutorsPlan, we may analyze microphone activity and measure sound volume to provide feedback on speaking participation. We do not record your voice, words, or lesson content for this purpose. If you are based in the EEA or Switzerland, you will have the option to disable this feature.
15. Assessments and Exams — We may process personal data (e.g., name, email, and results) when conducting language or academic assessments, placement tests, or exam simulations through TutorsPlan. These assessments may occur before or after registration.
16. Video Lessons, Calls, Events, and Webinars — We may process recordings (audio, video, likeness, interactions) during your use of TutorsPlan services, including group classes, private lessons, sales calls, events, or webinars. You will be notified in advance and asked for consent if recording is required.
17. Information Processed by AI-Powered Tools — We integrate certain AI-powered tools to enhance your learning experience. For example, your text prompts, audio inputs, transcripts, or lesson recordings may be used to generate personalized learning recommendations, prepare study plans, provide explanations, quizzes, and exercises, enrich vocabulary resources, enable chatbots for practice or inquiries, and train TutorsPlan AI systems responsibly.
18. Tutor Verification (for Tutors Only) — For identity verification and fraud prevention, we may process your ID documents and facial biometrics via secure third-party verification providers.
19. Information about B2B Leads’/Clients’ Representatives — We process personal data of business or institutional representatives (e.g., name, email, phone number, position, company name) for purposes including sales and marketing outreach, qualification, and follow-up, offering tailored services to organizations, and fulfilling contractual obligations, such as delivering agreements, updates, and official communications.

4. Data We Collect: Purposes

We may process the personal data you provide voluntarily for the purposes defined below. From our perspective, we process your personal data to personalize your use of TutorsPlan to the fullest extent possible and to provide you with high-quality services under the Terms of Service.

1. Provision of Services — We process your personal data to authorize access to our services and to fulfill our obligations under the Terms of Service. Specifically, we use your personal data upon registration to help others find your account or profile, schedule and attend lessons, courses, or activities, and track your learning progress, assessments, or achievements. We may also ask you to complete placement tests or academic assessments. For institutions, we may process personal data of authorized users to create accounts, enable access, and provide reporting. Without this information, we cannot provide the functionality of the TutorsPlan Platform.
2. Payment Services — We use third-party payment providers to handle billing securely. Your payment data is processed via secure providers such as Stripe or PayPal. TutorsPlan does not store your full payment information. Limited transaction data may be used to confirm eligibility for promotions.
3. Referral Programs — For “Invite a Friend” referral programs, we generate a personalized link. For B2B referral programs, you may share colleagues’ details; we will inform them at initial contact.
4. Communications — We may contact you via email, push notifications, or other methods for service-related purposes, including welcome messages, security or legal notices, announcements, reminders, and updates. You may also communicate with other users through the platform. You can adjust push notifications via your device settings and opt out of non-essential communications.
5. User Research — We may invite you to surveys or feedback sessions to improve the TutorsPlan experience. Research may inform feature development, marketing insights, customer support improvements, and service enhancements. Your voice or image will not be recorded without your explicit consent.
6. Marketing and Promotion — With your consent, we may process your name and email for newsletters or promotional messages. You may opt out at any time. Phone numbers (if provided) may be used for promotional information. Feedback provided may be used in marketing per our Terms of Service.
7. Behavioral and Social Media Marketing — We may share limited data (such as your email address) with platforms like Google or Meta to deliver personalized ads or social media campaigns, under legitimate interests with safeguards.
8. Identifying Influencers for Collaborations — We may analyze registration data to identify users with significant influence and contact them with a separate privacy notice.
9. Analytics and Development — We analyze registration data, traffic, cookies, and usage behavior (e.g., pages visited, duration, location, device, A/B testing, polls) to develop features, optimize performance, and provide personalized recommendations.
10. Tutor Verification and Program Preparation — We process tutor data to verify eligibility, prevent fraud, ensure quality of lessons, and assist in program development.
11. Improvement of Tutors’ Ranking Algorithm — We collect and analyze tutor and student metrics to enhance our tutor ranking system.
12. Managing Tutor Community — We process tutor emails, interactions, and usage data to facilitate collaboration, provide updates, support moderation and analytics, and improve community experience.
13. Support and Platform Supervision — In case of disputes or issues, we may use communications and data to investigate and resolve problems, supervise user activity, and respond to complaints and support requests.
14. Events and Webinars — We use registration data to provide access, send confirmations and reminders, and share follow-up materials.
15. Competitions and Scholarships — We may organize competitions or scholarships and process necessary data to determine eligibility, select winners, and deliver prizes, complying with applicable reporting. Winners’ names may be published with consent.
16. Compliance with Legal Requirements — We process payment and account data to comply with legal and regulatory requirements and respond to lawful requests or legal claims.
17. Fraud Prevention — We supervise log data, payment details, and platform behavior to prevent fraud, misuse, or unauthorized access.
18. Platform Adaptation (for Tutors Only) — Optional demographic data may be processed to improve platform personalization.
19. Changes — TutorsPlan may update this Privacy Policy periodically. We will not reduce your rights under this Policy without explicit consent. Updates will be posted on this page, and significant changes will be communicated by email.

5. How Is Personal Data Shared?

In order to provide high-quality services, TutorsPlan hires employees, engages independent contractors, and cooperates with third-party service providers, companies, and organizations strictly under Data Processing Agreements (DPAs) or Standard Contractual Clauses (SCCs). For those reasons, some of your personal data can be shared with the parties mentioned. TutorsPlan uses secure storage with servers that may be located in multiple jurisdictions.

(1) Categories of Third-Party Service Providers

• Analytics services
• Social network platforms and search engines
• Customer communication solutions
• User research tools
• Email delivery and push notification services
• SMS providers for mobile marketing and notifications
• Payment service providers
• AI-powered service providers
• Providers of video conferencing, speech-to-text, and conversation analytics tools
• Influencer marketing solution providers
• Assessment and proctoring tools
• Search engine optimization and marketing tools
• Services to manage Tutor Academy
• Services to manage Tutor Community
• Online verification providers
• Tax and accounting compliance software providers

(2) Use of Social Network Platforms

We use platforms like Facebook, Instagram, LinkedIn, and TikTok to maintain TutorsPlan social media pages. Some platforms may act as independent controllers or joint controllers for certain activities. We ensure your data is handled securely by using certified services, signing data processing agreements (including SCCs), and implementing technical and organizational safeguards.

(3) Data Transfer in Case of Change of Control or Asset Disposition

In the event of a merger, acquisition, sale, or change of control, we will continue to ensure the confidentiality of your personal data and will notify affected users before personal data is transferred or becomes subject to a different privacy policy.

(4) Organizations Using TutorsPlan for Institutions

We may share authorized users’ learning progress and assessment results with their respective institutions or employers, where applicable.

(5) TutorsPlan Independent Contractors

We work with independent contractors who help us provide our services. These contractors will only have access to your personal data on a need-to-know basis and under strict privacy and security obligations.

(6) Other Users of the TutorsPlan Platform

Your personal data may be visible to visitors and users of the TutorsPlan Platform in limited ways, for example via direct interactions or social features such as group classes or reviews.

6. How Long Will Personal Data Be Processed and Stored?

Your personal data will be stored by TutorsPlan for no longer than necessary for the purposes for which it is processed. Generally, data is retained as long as your account is active. If your last activity was more than two years ago, your account may be considered expired and data removed from active systems within 90 days or earlier, or upon account deletion. Certain data may be retained longer to comply with legal obligations or to establish, exercise, or defend legal claims.

Data processed by AI-powered tools may be stored for up to 2 years within the EU and potentially longer in non-EU jurisdictions, in line with applicable laws. Event or webinar registrations made without using your account are deleted within 30 days after the event concludes. Lists of sweepstakes or scholarship participants are deleted within 30 days after close, while published winners’ names remain until consent is withdrawn.

7. Your Rights as Data Subject

• Right of Confirmation — Obtain confirmation whether your personal data is processed
• Right of Access — Access your personal data processed by TutorsPlan
• Right to Rectification — Request correction or completion of inaccurate or incomplete data
• Right to Erasure — Request deletion of your data, subject to legal requirements
• Right of Restriction — Request restriction of processing under certain conditions
• Right to Data Portability — Request transmission of your data to another controller where technically feasible
• Right to Object — Object to processing based on public interest or legitimate interests, including objection to AI data training in account settings
• Right to Withdraw Consent — Withdraw consent at any time without affecting prior lawful processing

To exercise your rights, contact us at support@tutorsplan.com. Requests are free of charge. You may also lodge a complaint with your data protection authority.

For direct marketing, you have the right to object at any time; we will stop processing your data for such purposes.

8. Other Privacy Commitments

• Cross-border Transfers — We process personal data in the United States and other jurisdictions with safeguards to ensure high standards of privacy and compliance.
• Time for Reply and Reaction — We provide information on actions taken regarding your rights within one month, extendable by up to two additional months for complex or numerous requests, with notice.
• Security — We implement technical and organizational measures and work with verified contractors under binding data processing agreements.
• Accessing Account to Provide Support — With your permission, specialists may require temporary access to your account for troubleshooting. You may adjust Google Calendar privacy settings before granting access.
• Children’s Privacy — Services are not intended for children under 18 without parental or guardian supervision. We do not knowingly collect data from children under 13.
• Breach Notifications — If a data breach poses high risk, we will inform you and relevant authorities without undue delay and take steps to minimize risks.
• “Do Not Track” Requests — Our services currently do not respond to browser-based Do Not Track requests.
• California Privacy Rights — California residents have rights under CCPA/CPRA to know, correct, delete, and opt-out of sale/sharing of personal data. Contact support@tutorsplan.com to exercise rights. We do not discriminate for exercising rights.
• Automated Decision-Making and Profiling — We use algorithms and analytics to improve matching and ranking. Request human review by contacting support@tutorsplan.com.
• Sale of Personal Data — TutorsPlan does not sell personal data, including the data of minors under 16.

9. Data Privacy Framework Program

1. Participation — TutorsPlan complies with the EU-U.S. Data Privacy Framework (DPF), the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. DPF. In case of conflict, the DPF Principles govern. Learn more at dataprivacyframework.gov.
2. DPF Principles-Related Complaints — EU, UK, and Swiss individuals may first contact us at support@tutorsplan.com.
3. Dispute Resolution — If unresolved, TutorsPlan cooperates with the Association of National Advertisers (ANA), an independent U.S. dispute resolution provider, at no cost to you.
4. Binding Arbitration — Under certain conditions, you may invoke binding arbitration for unresolved complaints regarding DPF compliance.
5. U.S. Oversight — TutorsPlan is subject to the jurisdiction of the U.S. Federal Trade Commission (FTC) regarding DPF compliance.
6. Disclosure to Law Enforcement — TutorsPlan may disclose your personal information if required by law or in good faith to comply with investigations, legal proceedings, national security, or law enforcement requests.
7. Liability for Onward Transfers — If TutorsPlan transfers your personal information to third parties acting as agents on our behalf, we remain responsible for ensuring they process such information in compliance with DPF Principles, unless we can prove we are not responsible for the event leading to the damage.

We hope this Privacy Policy helps you understand how your personal data will be dealt with here at TutorsPlan. We will take care of your personal data, so you can use our Services and not be concerned about your privacy. Should you have any questions, e-mail us at support@tutorsplan.com.