1. Who this policy covers

This policy explains how KlickTutor ("we") handles information in the KlickTutor application.

There are three kinds of people involved: tutors, who hold accounts and enter records; students, whose reading progress is recorded (often minors, who do not have accounts); and parents/guardians, who may receive a read-only report link.

2. Our role vs. the tutor's role

The tutor decides what student information to enter and why. In data-protection terms, the tutor is the controller of student records and KlickTutor is the service provider (processor) acting on the tutor's behalf.

This means: we only process student data to provide the service to that tutor. We do not decide what to collect about a student, and we do not use student data for our own purposes.

3. Information we collect

Tutor account data: name/email and password credentials (passwords are stored only as salted hashes, never in readable form), plus basic sign-in activity.

Student records entered by the tutor: student name, grade, status, guardian name and contact details, program placement, session frequency, lesson entries (skill scores, fluency/WCPM, phonics-pattern mastery, tutor notes), assessment records, and free-text notes.

Technical data: standard server and security logs needed to operate and protect the service.

We do not collect student data directly from children, and children do not create accounts or log in.

4. How information is used

To provide the service: storing and displaying rosters, lessons, assessments, reports, and trends to the tutor who owns them; generating read-only parent reports the tutor chooses to share; and sending essential account email (confirmation, password reset).

To keep the service secure and working: diagnostics, backups, abuse prevention.

We do not sell or rent personal information, do not serve advertising, do not build advertising profiles, and do not use student data to train artificial-intelligence models.

5. Children's information

KlickTutor is a tool for adult professionals. It is not directed to children, and children cannot register or sign in.

Because records often describe minors, the tutor is responsible for having the appropriate parental consent or authorization to record and share a student's information before entering it, and for complying with the laws and program rules that apply to their practice.

A parent or guardian may ask their tutor to review, correct, export, or delete their child's record at any time. The tutor can do all of these inside KlickTutor.

6. Parent report links

A tutor may generate a read-only link to a single student's report. The link contains a long, randomly generated token and is not listed or indexed anywhere.

Anyone holding an active link can view that one student's report. The link grants no ability to sign in, edit anything, or see any other student. Tutors can revoke a link at any time, which immediately stops it working. Tutors should share links only with the family concerned.

7. How information is separated and secured

Every record is bound to the tutor account that created it, and that separation is enforced in the database itself — one tutor's queries cannot return another tutor's students, lessons, assessments, or notes.

Traffic is encrypted in transit with HTTPS. Data is stored in Microsoft Azure (United States) with encryption at rest. Access to production systems is limited to the operator of the service.

No system is perfectly secure; we cannot guarantee absolute security, and we ask tutors to use a strong, unique password and keep their account credentials private.

8. Service providers we rely on

Microsoft Azure — application hosting, database, and backups (United States).

Twilio SendGrid — transactional email only (account confirmation and password reset).

These providers process data solely to deliver those functions. We do not share personal information with any other third parties, except where required by law.

9. Keeping and deleting information

Student records are kept for as long as the tutor keeps them. A tutor may delete an individual lesson, assessment, or note at any time, archive a student, or request deletion of their account and all associated records.

On a verified account-deletion request, the tutor's account and the student records under it are deleted from the live system, with residual copies aging out of encrypted backups.

Tutors should retain records only as long as they have a legitimate reason and any applicable program or legal requirement to do so.

10. Your choices and rights

Tutors can view, correct, export (CSV), print, and delete the records in their account directly in the app.

Depending on where you live, you may have additional rights to access, correct, delete, or restrict processing of personal information. Parents should direct such requests to their tutor, who controls the record; we support tutors in fulfilling them.

11. Changes to this policy

We will update this page when our practices change and revise the effective date above. Material changes will be communicated to tutors through the service.