Privacy Policy

TutorGator Pty Ltd (ABN 38 667 820 680, ACN 667 820 680) ("TutorGator", "we", "us" or "our") operates an Australian online tutoring platform that delivers live one-to-one sessions for Primary, High School, and HSC students aligned to the NSW NESA curriculum. This Privacy Policy explains how we collect, hold, use, and disclose personal information. It applies to all individuals who interact with TutorGator, including parents, students, tutors, and website visitors.

We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Because our platform serves school-aged children, we apply a heightened standard of care to all personal information involving minors.

By enrolling, creating an account, or using our platform, you agree to the handling of your personal information as described in this policy. If you have questions, contact us using the details in Section 18.

TutorGator does not offer services anonymously or pseudonymously. We must collect identifiable information to: match students with qualified tutors; comply with child safety and Working With Children Check (WWCC) requirements; communicate with parents about their child's progress; process payments; and maintain accurate records.

We collect information when: a parent completes an enrolment form; payment is processed; a parent or tutor contacts us; a tutor applies through our hiring process; a tutor or student participates in a live session through the Platform; or you visit our website.

We use personal information to: create and manage user accounts; authenticate users; match students with tutors; schedule sessions and send communications; deliver live sessions through the Platform; prepare and share session notes with parents; process enrolment payments; manage tutor payroll; assess tutor applications and WWCC compliance; respond to inquiries; improve our platform; send marketing communications where consented; comply with legal obligations; and detect and prevent fraud.

• Student and parent enrolment records: retained for seven years following the last enrolment
• Session data in Firestore (whiteboard content, chat, session records): retained for the duration of the enrolment and a reasonable period thereafter. Parents may request earlier deletion by contacting us.
• Board templates in browser localStorage: remain on the tutor's device until the tutor deletes them. TutorGator has no access to or control over locally stored template data.
• Tutor records (qualifications, WWCC, payment records): retained for a minimum of seven years after the engagement ends.
• Financial and payment records: retained for seven years in accordance with Australian taxation law.

Some of our infrastructure services store or process data outside Australia, including: Google Firebase (USA); Jitsi via meet.ffmuc.net (Germany); Netlify (USA and globally distributed); and Cloudflare (globally distributed). We take reasonable steps to ensure overseas recipients protect personal information consistently with the APPs. By using our services, you consent to your personal information being stored or processed outside Australia by these services.

With your consent, we may use your contact information to send information about TutorGator programs, term dates, updates, and educational content. You may opt out at any time by clicking the unsubscribe link in any email or contacting admin@tutorgator.com.au. We will process opt-out requests within five business days.

Our security measures include: Firebase Authentication with JWT-based access control; Firestore security rules restricting each user's access to their own session data; HTTPS encryption enforced by Netlify's automatic SSL; admin-only student account creation; and restricting personal information access to staff and tutors who require it. No system can guarantee complete security. If you have concerns, contact us immediately.

You are entitled to access the personal information TutorGator holds about you. Contact us at admin@tutorgator.com.au with your request. We will respond within 30 days. If information we hold is inaccurate, incomplete, or out of date, contact us and we will take reasonable steps to correct it. There may be limited circumstances in which we cannot provide access; if so, we will explain the reason.

In the event of a data breach, TutorGator will assess whether it is likely to result in serious harm in accordance with the Notifiable Data Breaches (NDB) scheme under the Privacy Act 1988 (Cth). Where a breach is likely to result in serious harm, we will notify affected individuals and the OAIC promptly. If you believe your personal information has been involved in a breach, contact us immediately at admin@tutorgator.com.au.

If you believe TutorGator has handled your personal information inconsistently with this policy or the APPs, contact us in writing at admin@tutorgator.com.au. We will acknowledge your complaint promptly and aim to resolve it within 30 days. If you are not satisfied with our response, you may escalate to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or 1300 363 992.

TutorGator may update this policy from time to time. Where changes are significant, we will notify you by email or via a notice on our website. The most current version is always available at tutorgator.com.au/privacy-policy.

For any questions, concerns, or requests relating to this Privacy Policy: