1. Who we are and what this covers
This policy explains how BetterWay Tutors LLC ("BetterWay", "we", "us") collects, uses and protects information about parents, guardians and students who contact us or use our online tutoring services. It applies to our website, forms, calls, text messages, WhatsApp, email, online lessons and parent pages. It is part of our Terms and Conditions.
2. Information we collect
- From you: your name, phone, email, city and state, your child's name and grade, your goals, and what you tell us on calls, in messages and in forms.
- Calls and messages: recordings of calls with our team, including sales calls before you become a customer; copies of your text, WhatsApp and email messages, voice notes and images you send; and transcripts of calls and voice notes.
- From lessons: video, audio and screen recordings of every lesson, transcripts, lesson summaries, practice and homework answers, academic reports and progress notes (see Lesson recording in our Terms).
- Payments: handled by our payment providers; we receive confirmation of payment, the payer's name and limited card details such as the last four digits. We do not store full card numbers.
- Automatically: device, browser, pages viewed and how you reached our site, through cookies and similar tools, including advertising tools such as the Meta Pixel that measure our ads.
3. How we use it
To provide and schedule lessons, take payments, prepare and send lesson summaries, practice and reports, communicate with you, review lesson quality, train our tutors and team, keep children safe, improve our services, measure our advertising, and comply with the law.
We use automated tools, including artificial intelligence, to transcribe and analyze lessons, calls and messages for these purposes. A person on our team reviews what is sent to you. Where communications contain a child's personal information, we limit this analysis to the purposes described to parents and permitted by law, and we never use children's communications to build advertising profiles.
4. Children's privacy
Our students are children, and we take their privacy seriously. This section explains how we comply with the Children's Online Privacy Protection Act (COPPA) and similar state laws.
- The parent is in charge. Accounts are created and managed by a parent or guardian. Children do not create accounts.
- What we collect from or about your child: name, age or grade, gender, school, subject needs and goals you tell us; their image, voice and what they say, write and share in lessons; their practice and homework answers; progress notes; and their phone number, only if you allow them to message their tutor through our channels.
- Your consent. Before a child under 13 takes part in a lesson, including the free trial, or we otherwise collect personal information from the child, we give the parent or legal guardian a direct notice and obtain verifiable parental consent using a method the law permits. We keep a record of that consent.
- How we use it: only to teach your child, prepare their summaries, practice and reports, review lesson quality, train our tutors, keep lessons safe and run our services. We do not use children's information for advertising, and we do not sell or share it for advertising.
- Who receives it: your child's tutor, and service providers who run the online classroom, store our data, transcribe lessons and help prepare summaries and practice, under written contracts that allow them to use it only for that work: Koala Classroom, Soniox, Anthropic, Google, Supabase, Railway, Stripe, Twilio, Resend and Cloudflare.
- Biometrics: our transcription separates who is speaking. We will tell you separately, and ask for any consent the law requires, before we collect or use any biometric identifier such as a voiceprint.
- Your rights as a parent: you can review your child's information, ask us to correct or delete it, and refuse further collection. Refusing further collection means we can no longer provide lessons. To use these rights, contact us (section 13).
6. Where it is processed
We are based in the United States. Some of the people and service providers we work with are located in other countries, so your information may be processed outside the United States. Each person can access only the information needed for their role, and our tutors see only their own students.
7. How long we keep it
We keep personal information for the periods below, based on why we collected it, our legal obligations, and any open dispute or safety matter. These rules cover the systems we control, and our service providers must follow our retention and deletion instructions under our agreements with them. Backup copies are deleted on their own documented schedule. If information is needed for a legal claim, an investigation or to protect a child, we keep it until that is resolved.
| Information | How long we keep it |
|---|---|
| Lesson recordings (video and audio) | 6 years after your child's last lesson |
| Recordings of calls with our team | As long as we need it to provide our service, keep records and meet our legal obligations |
| Transcripts of lessons, calls and voice notes | 6 years after your child's last lesson |
| Lesson summaries, practice, reports and progress notes | 6 years after your child's last lesson |
| Messages with our team | 6 years after your child's last lesson |
| Leads who never became customers | As long as we need it to provide our service, keep records and meet our legal obligations |
| Records of your consent, opt-outs and our contact attempts | 5 years, as telemarketing rules require |
| Payment and tax records | As long as tax and accounting law requires |
| Safety reports | As long as needed to protect the child and as the law requires |
8. Your privacy choices and rights
Some of these rights are required by law only in certain states. We offer them to everyone, wherever you live in the United States. You can ask us to:
- tell you what personal information we hold about you and your child, and give you a copy;
- correct it;
- delete it, unless we must keep it by law;
- stop using your website visits for targeted advertising. We treat a Global Privacy Control signal from your browser as this request; and
- stop sending you marketing messages.
Contact us to make a request (section 13). We may need to confirm your identity first. We respond within 45 days. If we decline your request, you can ask us to reconsider. We will not treat you differently for using these rights.
9. How to delete your data
To delete your information or your child's, email [email protected] with "Delete my data" in the subject, from the email or phone number you used with us, and tell us which child it is about. We confirm when it is done, usually within 30 days and always within 45. This also covers information we received through Facebook, Instagram or WhatsApp. We keep only what the law requires us to keep, such as payment records and records of your opt-outs.
10. Text messages
We do not share your mobile number or your text-messaging consent with anyone for their own marketing. Reply STOP to any of our texts to stop them, or HELP for help. Message frequency varies, and message and data rates may apply. Marketing texts are sent only if you agreed to them separately; see Calls, texts and emails in our Terms.
11. Security
We protect information with reasonable technical and organizational measures, including access limits by role. No system is completely secure. If a breach affects your information, we will notify you as the law requires.
12. Changes to this policy
We may update this policy. We will post the new version here with a new date. If a change materially affects how we use your or your child's information, we will tell you by email or text at least 30 days before it applies, and we will ask for your consent again where the law requires it.
13. Contact us
BetterWay Tutors LLC
Email: [email protected]
Text: +1 (855) 788-5384
For privacy requests, put "Privacy request" in the subject.