Privacy policy.

1. Who we are

Xmission Tutors, Inc. ("Xmission," "we," "our," or "us") operates the website xmissiontutors.com and related services that connect families with independent tutors for in-person academic support.

This Privacy Policy applies to all information collected through our website, AI evaluation tool, tutor application form, and any related services (collectively, the "Services").

By using our Services you agree to the collection and use of information described in this policy.

2. What information we collect

AI evaluation (parents and families)

When a parent or guardian completes our free AI evaluation, we collect:

• Student first name and grade level
• Current school name and ZIP code
• Target schools (optional)
• Parent or guardian email address
• Academic performance data entered into the evaluation form (subject ratings, homework behaviour, learning style, goals, and concerns)
• Scheduling and budget preferences

Tutor applications

When an educator applies to join Xmission as a tutor, we collect:

• Full name, email address, and phone number
• Location (city, state, ZIP codes serviced)
• Educational credentials, institution, and graduation year
• Teaching certifications and professional experience
• LinkedIn profile URL (optional)
• Subjects taught, availability, and teaching philosophy
• Background check consent and weekly brief consent

Automatically collected information

When you visit our website, we automatically collect certain technical information including:

• IP address and general geographic location (country/region level)
• Browser type and version
• Device type and operating system
• Pages visited and time spent on each page
• Referring URL

This technical data is used solely to maintain site security and improve the user experience. It is not linked to personal identification information.

3. How we use your information

AI evaluation data

Information submitted through the AI evaluation is used exclusively to:

• Generate and deliver your personalised assessment report to the email address you provided
• Identify local tutors whose subjects, experience, and availability match your child's needs and your stated preferences
• Facilitate an optional tutor introduction if you choose to proceed

Tutor application data

Information submitted through the tutor application is used exclusively to:

• Evaluate your application and determine your experience tier
• Conduct background verification through our third-party partner (Checkr)
• Set up your Stripe Express payout account
• Match you with families in your service area
• Send platform updates, session confirmations, and tutor communications

4. Data retention and deletion

AI evaluation data — 24-hour deletion

All data submitted through the AI evaluation form is automatically and permanently deleted within 24 hours of your evaluation report being delivered. This deletion is unconditional and irreversible — we do not retain evaluation data in backups, archives, or logs after this period.

Tutor application data

Tutor application data is retained for the duration of the tutor's active relationship with Xmission. If an application is declined, application data is deleted within 30 days of the decision. If a tutor deactivates their account, their data is deleted within 90 days.

Technical logs

Automatically collected technical information (IP addresses, browser data) is retained for up to 30 days for security monitoring purposes and then permanently deleted.

5. Sharing and disclosure

We do not sell, rent, or trade your personal information. We share information only in the following limited circumstances:

Service providers

We share information with trusted third-party service providers who assist in operating our platform, under strict data processing agreements:

• OpenAI — Processes evaluation form data to generate assessment reports. Data is not used to train OpenAI models under our enterprise agreement.
• SendGrid (Twilio) — Delivers evaluation reports and platform emails to your email address.
• Checkr — Conducts background checks on tutor applicants. Governed by Checkr's own privacy policy and FCRA compliance obligations.
• Stripe — Processes payments and manages tutor payout accounts via Stripe Express. Governed by Stripe's privacy policy.
• Airtable — Stores operational data for platform management. Subject to Airtable's data processing agreement.

Tutor introductions

If you request a tutor introduction, we share your first name, general neighborhood, and subject needs with the relevant tutor. We do not share your full address, phone number, or evaluation details without your explicit consent.

Legal requirements

We may disclose information if required by law, court order, or government authority, or if we believe disclosure is necessary to protect the safety of any person or to prevent fraud.

6. Children's privacy (COPPA)

Xmission's Services are directed at parents and guardians, not at children. We do not knowingly collect personal information directly from children under the age of 13.

Information about a child (name, grade, school, academic performance) is collected from and with the consent of a parent or legal guardian who completes the AI evaluation on their behalf. This information is subject to our 24-hour deletion policy and is never used for any purpose other than generating the family's assessment report.

If you believe we have inadvertently collected personal information from a child under 13 without verifiable parental consent, please contact us immediately at privacy@xmissiontutors.com and we will delete that information promptly.

We comply fully with the Children's Online Privacy Protection Act (COPPA) and its implementing regulations.

7. Security

We implement appropriate technical and organisational measures to protect your information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• TLS encryption for all data transmitted to and from our platform
• Access controls limiting data access to authorised personnel only
• Automated deletion pipelines that permanently remove evaluation data within 24 hours
• Regular security reviews of our third-party service providers

No method of transmission over the internet or electronic storage is 100% secure. While we use commercially reasonable measures to protect your information, we cannot guarantee absolute security.

In the event of a data breach that poses a risk to your rights and freedoms, we will notify affected individuals and relevant authorities within the timeframes required by applicable law.

8. Cookies and tracking

Our website uses a minimal set of cookies necessary for the site to function correctly. We do not use advertising cookies, tracking pixels, or behavioural analytics tools that build profiles of individual users.

Essential cookies

These cookies are required for the website to operate and cannot be disabled:

• Session cookies — Temporary cookies that expire when you close your browser, used to maintain your browsing session
• Security cookies — Used to detect and prevent fraudulent activity

Analytics

We use privacy-focused analytics to understand aggregate traffic patterns (e.g., which pages are visited most frequently). This data is not linked to individual users and does not use third-party tracking cookies.

Third-party embeds

Certain third-party services embedded in our platform (such as Calendly for scheduling orientation calls) may set their own cookies. These are governed by the respective third party's cookie policy.

9. Your rights

Depending on your location, you may have the following rights regarding your personal information:

• Right to access — Request a copy of the personal information we hold about you
• Right to correction — Request that we correct inaccurate or incomplete information
• Right to deletion — Request that we delete your personal information (subject to certain legal exceptions)
• Right to restriction — Request that we restrict processing of your information in certain circumstances
• Right to portability — Request your data in a structured, commonly used, machine-readable format
• Right to object — Object to processing of your information for certain purposes

Because evaluation data is automatically deleted within 24 hours of delivery, most data subject requests for evaluation data are satisfied automatically by our deletion pipeline. For other requests, please contact us using the details in Section 12.

We will respond to all legitimate requests within 30 days. In some cases we may need to verify your identity before processing a request.

10. California residents (CCPA / CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA):

Categories of personal information collected

In the preceding 12 months, we have collected the following categories of personal information as defined by the CCPA: identifiers (name, email, IP address); personal information categories listed in the California Customer Records statute (name, education, professional credentials); and internet activity information (browsing history on our site).

We do not sell personal information

Xmission does not sell personal information as defined under the CCPA. We do not share personal information with third parties for cross-context behavioural advertising.

Shine the Light

California Civil Code Section 1798.83 permits California residents to request information about personal information disclosed to third parties for direct marketing purposes. As noted above, we do not disclose personal information for direct marketing purposes and therefore this provision does not apply.

Exercising your California rights

To exercise your rights under the CCPA/CPRA, contact us at privacy@xmissiontutors.com. We will not discriminate against you for exercising any of your privacy rights.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the effective date at the top of this page.

We encourage you to review this policy periodically. Your continued use of our Services after any changes constitutes your acceptance of the updated policy.

For changes that materially affect how we use personal information that we have already collected, we will make reasonable efforts to notify affected users directly — for example, by email if we have your address on file.

12. Contact us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: