This Privacy Policy explains how Tuition Log collects, uses, stores and shares personal information when you visit our website, create an account or use the Tuition Log service.
Tuition Log is operated by:
[LEGAL BUSINESS NAME]
Company number: [COMPANY NUMBER]
Registered or principal business address:
[BUSINESS ADDRESS]
Email:
[email protected]
1. Who we are
In this policy, “Tuition Log”, “we”, “us” and “our” refer to the business identified above.
Tuition Log is a lesson-note, student-memory and administration system designed for one-to-one tutors.
2. Our data-protection roles
Your account and relationship with Tuition Log
We act as a data controller for personal information used to create and manage your Tuition Log account, process your subscription, provide customer support, maintain security and communicate with you about the Service.
Information about your students
When you enter information about a student into Tuition Log, you will normally decide why that information is collected and how it is used.
This means that you, as the tutor, will generally be the data controller for student information. Tuition Log processes that information on your behalf to provide the features you request.
You are responsible for ensuring that you have an appropriate lawful basis for recording student information and for providing any privacy information required to students, parents or guardians.
3. Information we collect
| Category | Examples |
|---|---|
| Account information | Your name, email address, authentication identifiers, account status and account preferences. |
| Subscription and payment information | Your selected plan, subscription status, transaction references, payment dates and limited billing information supplied by the payment provider. We do not normally receive or store your complete card number. |
| Student content | Student names, subjects, goals, lesson notes, scores, homework, next steps, progress information, parent or learner preferences, payment balances and other information you choose to record. |
| AI instructions and outputs | Lesson-note content, memory rules, translation preferences, generated summaries, extracted tasks and drafted parent or learner updates. |
| Support communications | Messages, emails, feedback, screenshots or other information you send when asking for assistance. |
| Technical information | Internet Protocol address, browser type, device information, login times, error logs, security events and general usage information needed to operate and protect the Service. |
4. How we collect information
We collect information:
- directly from you when you create an account, enter lesson information, contact us or purchase a subscription;
- automatically when your device interacts with the website or Service;
- from authentication, communications and payment providers where necessary to manage your account or subscription; and
- from tutors who enter information about their students.
5. How and why we use personal information
| Purpose | Usual lawful basis |
|---|---|
| Create your account, authenticate you and provide the Service. | Performance of our contract with you. |
| Store and organise the lesson and student information you enter. | Performance of our contract and, for student content, processing on the tutor's instructions. |
| Generate summaries, memory snapshots, tasks, translations and drafted updates. | Performance of our contract and processing on the tutor's instructions. |
| Manage subscriptions, payments, renewals and billing enquiries. | Performance of our contract and compliance with legal obligations. |
| Respond to support requests and service enquiries. | Performance of our contract and our legitimate interests in providing customer support. |
| Detect fraud, misuse, security incidents and technical problems. | Our legitimate interests in maintaining a secure and reliable Service and, where applicable, compliance with legal obligations. |
| Maintain accounting, tax and transaction records. | Compliance with legal obligations. |
| Send optional marketing communications. | Consent or another lawful basis permitted for electronic marketing. You may unsubscribe at any time. |
We do not sell personal information or student lesson content.
We do not use student lesson content for behavioural advertising.
6. Artificial-intelligence processing
Tuition Log uses the OpenAI API to provide features such as:
- organising rough lesson notes;
- extracting homework and next steps;
- updating memory snapshots;
- drafting parent or learner updates; and
- translating drafted updates.
When you use one of these features, the relevant parts of your lesson note, student context, preferences and instructions may be sent to OpenAI for processing.
We aim to send only the information reasonably needed to generate the requested output.
OpenAI states that information submitted through its API is not used to train or improve its models by default unless the API customer explicitly opts in.
Tuition Log does not intentionally opt customer content into OpenAI model training.
OpenAI may retain API inputs and outputs for up to 30 days for purposes including abuse monitoring, unless a different retention configuration applies or longer retention is legally required.
Further information is available in OpenAI's Privacy Policy .
AI-generated summaries and translations may occasionally contain errors. Tutors must review generated content before relying on it or sharing it with a parent or learner.
7. Who we share information with
We share personal information only where reasonably necessary to operate the Service, comply with the law or protect our rights.
Recipients may include:
- cloud hosting, database and secure-storage providers;
- account authentication, email and communications providers;
- OpenAI, where you use AI-powered features;
- payment providers and merchants of record shown during checkout;
- professional advisers such as accountants, insurers, auditors or legal advisers;
- law-enforcement bodies, regulators, courts or public authorities where disclosure is legally required; and
- a buyer, investor or successor organisation if Tuition Log or the operating business is sold, transferred or reorganised.
Service providers may access personal information only to perform the services they provide to us or where otherwise permitted by law.
8. International data transfers
Some service providers may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate legal safeguard applies.
Depending on the destination and provider, these safeguards may include:
- UK adequacy regulations;
- approved contractual protections, such as the UK International Data Transfer Agreement or the UK Addendum to Standard Contractual Clauses; or
- another lawful transfer mechanism permitted by applicable data-protection law.
You may contact us for more information about the safeguards relevant to your information.
9. Information about children
Tuition Log accounts are intended for adult tutors and educators. Children should not create their own Tuition Log accounts.
Tutors may enter limited information about child students where this is relevant to providing tuition.
Tutors should collect only the information they genuinely need and should ensure that they have an appropriate lawful basis for doing so.
Tuition Log is not intended to be used as a system for storing detailed medical, safeguarding, biometric, identity-document or other highly sensitive records.
We do not use children's lesson information for advertising or profiling.
10. Information you should avoid entering
You should avoid entering information that is unnecessary for managing tuition.
In particular, do not enter:
- passwords or security credentials;
- complete card or bank-account details;
- passport, driving-licence or identity-document copies;
- detailed medical or safeguarding records;
- biometric information;
- criminal-offence information; or
- other highly sensitive information that is not necessary for ordinary lesson management.
11. How long we keep information
We keep personal information only for as long as reasonably necessary for the purposes described in this policy.
In general:
- account information is retained while your account remains active;
- lesson notes and student records are retained until you delete them or close your account;
- subscription and transaction records may be retained for longer where required for accounting, taxation, fraud prevention or legal claims;
- support and security records may be retained for as long as reasonably necessary to resolve enquiries, investigate incidents or protect the Service; and
- deleted information may remain temporarily in secure backups until the applicable backup cycle is completed.
We may retain information for longer where required by law, a court, a regulator or the establishment, exercise or defence of a legal claim.
12. Data security
We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.
These measures include, where appropriate:
- account authentication and access controls;
- separation of user records;
- encrypted transmission of information;
- restricted administrative access;
- security logging and monitoring; and
- backup and recovery procedures.
No online service can guarantee absolute security. You are responsible for choosing a strong password, protecting your login credentials and limiting access to devices on which you use Tuition Log.
Please contact us immediately if you believe your account has been accessed without permission.
13. Cookies and local storage
Tuition Log may use cookies, browser storage and similar technologies that are strictly necessary to:
- keep you signed in;
- protect account security;
- remember essential preferences; and
- maintain the operation of the Service.
If we introduce non-essential analytics or advertising technologies, we will provide appropriate information and request consent where required before using them.
14. Service and marketing emails
We may send essential service messages about your account, security, subscription, payment status or important changes to Tuition Log.
You cannot opt out of essential service messages while maintaining an active account.
Where we send optional marketing messages, you can unsubscribe using the link in the message or by contacting us.
15. Automated decision-making
Tuition Log uses automated tools to organise notes, identify possible tasks and generate draft text.
These features are designed to assist tutors. They do not make legally binding or similarly significant decisions about students or account holders.
Tutors remain responsible for reviewing the information and deciding how it should be used.
16. Your data-protection rights
Depending on the circumstances, you may have the right to:
- request access to your personal information;
- ask us to correct inaccurate information;
- ask us to delete information;
- request restriction of processing;
- object to processing based on legitimate interests;
- request transfer of eligible information;
- withdraw consent where processing relies on consent; and
- complain to a data-protection regulator.
These rights are not absolute and may be subject to legal conditions or exemptions.
To exercise a right relating to your Tuition Log account, contact: [email protected] .
We may need to verify your identity before responding to a request.
17. Requests concerning student information
Because the tutor will usually act as controller for student information, students and parents should normally contact the relevant tutor first if they want to access, correct or delete a student's lesson information.
If we receive a request concerning student information, we may refer the request to the tutor and assist them where required.
18. Complaints
Please contact us first if you have concerns about how personal information has been handled. We will try to investigate and resolve the issue.
You also have the right to complain to the UK Information Commissioner's Office:
Information Commissioner's Office
19. Changes to this policy
We may update this Privacy Policy to reflect changes to Tuition Log, our processing activities or applicable law.
The date at the top of the page shows when the policy was most recently updated.
Where a change materially affects how we use personal information, we will provide reasonable notice through the Service, by email or on the website.
20. Contact us
Questions, privacy requests and concerns can be sent to:
Email: [email protected]
Operator: XO Tuition Limited
Company number: 12270316
Address: 9 Bushmoor Crescent, London, England, SE18 3EG