Privacy Policy

OneTutor provides private tutoring services in the Australian Capital Territory. This policy explains what personal information we collect, why we collect it, who we share it with, and the choices you have.

It covers our tutoring service and our online portals at client.onetutor.com.au (for parents, guardians and students) and staff.onetutor.com.au (for our tutors and managers).

If you have any questions about this policy, please contact us using the details at the end of this page.

Information we collect

When you sign in

Both portals use Sign in with Google. When you sign in, Google confirms your identity to us and shares your email address and basic profile information such as your name. We request only basic, non-sensitive permissions (your email address and basic profile). We never see or receive your Google password, and we do not request access to your Gmail, Google Drive, contacts, calendar or any other Google service.

We use your email address to identify you and to link your account to the correct student record.

Student and family records

• Student name, year level, and the subjects they study
• Whether lessons are online or in person, and the student category (for example junior, senior or tertiary)
• Parent or guardian name
• Contact email address and phone number
• Address, where lessons take place in person
• The email addresses permitted to sign in and view a student's information

Lesson records

• Date, time, duration and type of each lesson, and the assigned tutor
• Subject and topic covered
• A skill level rating for the topic, recorded by the tutor
• Tutor notes on what the student found difficult and what they did well
• Lesson summaries and homework shared with the student
• Any file a tutor attaches to a lesson, such as a worksheet
• Feedback about lessons

Learning questions, the Learning Profile, goals and the planner

• Answers to OneTutor's learning questions: how the student studies, what helps and what gets in the way, and what they are aiming for. Answering is optional.
• Who answered (the student, a parent or guardian, both together, or a tutor or manager with the family) and when
• The student's Learning Profile, made from those answers
• Goals set for the student by the family, their tutors or OneTutor, with their steps and dates, who last changed them, and the lessons that worked on them
• Tests, exams and assignments added to the student's planner by the family, their tutors or OneTutor: the subject, a name, the date, what it covers, who added it, and, if the family adds it, the result
• What is added to the student's planner (study, homework, reading, assignment work, activities and anything else, with its day, time and length), what is ticked off and when, the minutes timed with the focus timer, and the family's choice of what OneTutor can see
• Progress reports a tutor writes for a subject and dates they choose: the period's figures (lessons, each lesson's skill level and their average, and homework completed; and for a student who uses the goals and planner, goals achieved, the weekly study streak, time studied with the focus timer and goal steps done), the goals, tests and results, and the tutor's summary, strengths, areas to develop, next steps and ways to help at home; and the tutor's own notes for it, which are for staff only

Everyone who signs in for the student, the student's tutors and OneTutor's managers can read the answers, the Learning Profile and the goals. They can also see the tests, assignments and other things in the planner, except what the family keeps private, which only the people who sign in for the student can see. If the family puts the planner in a calendar app (Google Calendar, Apple or Outlook), that app fetches the student's lessons, tests and planned things from a private link, and the calendar's provider keeps them under its own privacy policy. Each person who signs in for the student can make their own link. Anyone with a link can see the calendar; making a new link, or disconnecting, stops that person's old one, and a link stops for good when the person who made it no longer signs in for the student. The profile is made automatically from the answers by OneTutor's own fixed rules and research library, not by AI, and it is never sent to anyone outside OneTutor, except the parts named under "Lesson summaries and progress reports drafted with AI" below. Tutors and managers also see a short summary of the answers, for staff only, to plan lessons. A progress report reaches the family only once its tutor publishes it, and then stays in their portal; other tutors see it once published too. The student's weekly streak and wins on the Progress page are worked out from what is already kept, and staff see them without anything the family keeps private.

Billing records

• Your lesson credit balance and the history of credit added or used
• The reason recorded for a manual credit change, and for a bank transfer, the transfer date and the sender's name
• A record that a card payment succeeded, including the amount and date

We never receive or store your card details. Card payments are handled entirely by Stripe on their own secure checkout page. Your card number never passes through, and is never stored on, OneTutor's systems.

Technical information

Our hosting providers keep standard server logs, which may include IP addresses and browser information, to operate the service and keep it secure. We do not use advertising trackers or third party analytics profiling on our portals.

How we use your information

• To provide tutoring and to schedule, run and record lessons
• To show parents, guardians and students their lessons, summaries, homework and feedback
• To manage lesson credit, process payments and handle refund requests
• To match a student with a suitable tutor
• To understand how each student learns, and to plan lessons that suit them
• To contact you about lessons, payments or your account
• To keep accurate business and tax records, and to pay our tutors
• To keep the service secure and to investigate misuse

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

Lesson summaries and progress reports drafted with AI

After a lesson, a tutor may use an AI assistant to help draft the lesson summary and homework. To do this we send the following lesson information to Anthropic, our AI provider:

• The subject, topic and lesson length
• The tutor's notes on what the student struggled with and excelled at, and the skill level rating
• The student's year level and student category, so the work is pitched appropriately
• The student's goals the lesson worked on (or, if none were ticked, their goals in that subject), with their next steps, and the areas their Learning Profile says are holding them back, how their tutors help and the study techniques it recommends, so the homework and its study tips can work towards the goals
• The student's tests and assignments in the lesson's subject in the next 8 weeks (not a private one): what each is, its name and date, and what it covers, so the homework can help them prepare

We do not send the student's name, contact details, addresses, payment information or billing history to the AI provider, nor the answers to the learning questions or the rest of the Learning Profile. Under Anthropic's commercial terms, information sent through their API is not used to train their models.

A tutor always reviews and can edit the draft before it is published, and nothing is shown to a student or parent until the tutor publishes it.

Each progress report is first drafted with the AI assistant, which a tutor may do for each student at most once every four weeks (OneTutor may also draft one). To do this we send Anthropic:

• The subject, the dates the report covers, and the student's year level and student category
• The lessons in those dates: their topics, skill level ratings, the tutor's notes on what the student struggled with and excelled at, the lesson summaries the family read, and whether homework was done
• The student's goals and their steps in that subject
• The student's tests and assignments in that subject in those dates and the 8 weeks after (not a private one): what each is, its name, date, what it covers and its result
• Whether the student uses the goals and planner, their weekly study streak, the minutes studied with the focus timer in those dates and the goal steps done (never anything the family keeps private), and the study techniques their Learning Profile recommends
• The tutor's own notes for the report

We do not send the student's name (wherever it is written as their name, it is replaced before anything is sent), contact details, payment information, the answers to the learning questions, what is in the planner, or anything the family keeps private. The tutor checks and edits the draft before it is published, and the report itself does not say how it was drafted.

Who we share information with

We share personal information only with the service providers that make OneTutor work, and only as far as needed:

Provider	Purpose
Google	Sign in to the portals and confirm your identity
Supabase	Hosts our database and manages sign-in sessions
Cloudflare	Hosts and delivers our portal websites
Stripe	Processes card payments and issues receipts
Anthropic	Generates draft lesson summaries, homework and progress reports, as described above

Your tutor can see the information needed to teach and record lessons for the students assigned to them. OneTutor managers can see the information needed to run the business.

We may also disclose information where we are required to by Australian law, or where it is necessary to protect someone's safety.

Some of these providers store or process information outside Australia. We choose established providers that offer appropriate protections for personal information.

Children's privacy

Many of our students are under 18. Accounts, payments and consent are managed by a parent or guardian. Student records are created by OneTutor staff at the request of a parent or guardian, and a parent or guardian decides which email addresses may sign in and view a student's information.

A student may be given their own sign-in so they can see their lessons and homework. A parent or guardian can ask us to add or remove that access at any time.

We collect only the information needed to teach the student and to run the service. We never use children's information for advertising, and never sell it. What you tell us about how a student learns is used only to support their learning at OneTutor.

How long we keep information

We keep student, lesson, learning and billing records while the student is with us, and for a period afterwards so that we can meet our legal, tax and accounting obligations. When information is no longer needed for those purposes, we delete it or remove the details that identify a person.

You can ask us at any time to delete a student's answers to the learning questions. Deleting them also deletes the Learning Profile made from them.

Every progress report published for a student stays in the family's portal while the student is with us.

If you ask us to remove someone's portal access, we remove their ability to sign in promptly.

How we protect information

• All portal traffic is encrypted using HTTPS
• Sign-in is handled by Google, so we never handle your password
• Our database enforces access rules so that a parent or guardian can only see the students linked to them, and a tutor can only see the students assigned to them
• The parent and staff portals are separated, so a parent account cannot open the staff portal and a staff account cannot act in the parent portal
• Card details are handled entirely by Stripe and never reach our systems
• Changes made by staff and managers are recorded in an audit log

No online service can be guaranteed to be completely secure, but we take these measures seriously and review them as the service grows.

Your rights and choices

You may ask us to:

• Access the personal information we hold about you or your child
• Correct anything that is inaccurate or out of date
• Delete information, where we are not required to keep it
• Remove portal access for a particular email address

Much of this you can see yourself by signing in to the client portal, where your lessons, summaries, homework and credit history are shown.

To make a request, contact us using the details below. We will respond within a reasonable time and may need to confirm your identity first.

We handle personal information in line with the Australian Privacy Principles under the Privacy Act 1988 (Cth). If you are not satisfied with how we have handled your personal information or your complaint, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Changes to this policy

We may update this policy as the service changes. The date at the top of this page shows when it was last updated. If we make a significant change, we will let families know through the portal or by email.

Contact us

If you have a question, a request about your information, or a privacy complaint:

OneTutor
Australian Capital Territory, Australia
Email: onetutorstaff@gmail.com
Phone: +61 470 215 306