Privacy policy

Willowbrook Tutor is a small tutoring business in Armidale and Invergowrie, NSW, run by Nith. This policy explains what the website and the tutoring service collect, why, where it’s kept, and what you can ask me to do with it. I handle personal information in line with the Australian Privacy Principles.

What I collect

When you book a free session or join the waitlist

Your name, your child’s first name, year level and school, the subject you’re interested in, a phone number or email address, anything you write in the note, and a referral code if you use one.

When someone takes the placement test

The student’s first name and year level, their score and topic breakdown, how long it took, and a parent’s phone number or email if you choose to add one.

For enrolled students

The student’s name, year level and group; the parent contact details you give me; homework, submitted answers, marks and feedback; grades and session notes; invoices; messages between your family and me; dates marked as away; and the points and streaks used on the leaderboard.

When you apply to tutor

Your name, email, phone number, experience, subjects, availability, Working With Children Check status, your written answer, and any link you add.

The study helper

Questions typed into the portal’s study helper are answered by a built-in engine on this website. If the live AI option is switched on, the question and the student’s year level (never their name) are sent to Anthropic, the company that makes the model, to write the reply. Please don’t type personal details into it.

Cookies and visitor counts

The site sets one cookie, and only when you sign in to the portal or the tutor console. It keeps you signed in, and it’s deleted when you sign out or close your browser.

If you click Accept on the banner, the site counts your visit: the page you viewed, the website that linked you here (the site name only), whether you’re on a phone, tablet or computer, and the date. No cookie is used for this, and no IP address or anything else that identifies you is stored. If Google Analytics is switched on, it also runs only after you accept, and Google sets its own cookies. If you click Decline, nothing is counted. You can change your mind at any time with the “Cookie settings” link at the bottom of every page.

Your browser also remembers your light or dark theme and your cookie choice. That stays on your device.

Why I collect it

To reply to you, arrange sessions, place students in the right group, teach, mark work, report on progress, send invoices, run the leaderboard and prizes, and choose tutors. The visitor counts show which pages are useful. Some information is also used to keep the site secure, for example to stop spam and password guessing.

Who can see it

Only me. A family signed in to the portal sees their own student’s records and nobody else’s. The leaderboard shows points and ranks only, with no names. I don’t sell or rent personal information, and there are no ads.

A few services help run things: Hostinger hosts the website and its data, Google provides the email I use to reply, and Anthropic answers study helper questions if the live option is on. I share information with anyone else only if the law requires it.

Where it’s kept and how it’s protected

Everything entered on the site is stored on Willowbrook Tutor’s hosting account with Hostinger, whose servers may be outside Australia. The site is encrypted with HTTPS, the tutor password is stored in scrambled (hashed) form, the data folder can’t be reached from the web, sign-in attempts are limited, and every family’s portal code is random. The spam and sign-in limits keep a scrambled version of your connection’s IP address for about a day. Hostinger also keeps standard server logs for security.

How long I keep it

Enquiries, placement results and job applications that don’t go further are deleted within 12 months. Student records are kept while the student is enrolled and for up to two years afterwards, so I can answer questions about past work. Invoices are kept for five years because tax law requires it. Visitor counts are daily totals and are kept for about a year.

Children’s information

Most students are under 18, so their details normally come from a parent or guardian. The placement test asks for a first name only. Students share their family’s portal sign-in, the leaderboard never shows names, and nothing about a student is published on the public site.

Your choices

You can ask to see the information I hold about you or your child, to correct it, or to delete it. Call or text 0482 797 814 or willowbrooktutor@gmail.com, and I’ll reply within 30 days. Invoices may need to be kept for tax reasons.

Complaints

If you’re unhappy with how your information has been handled, please tell me first and I’ll try to fix it. If that doesn’t resolve it, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Changes

If this policy changes, the new version will be posted here with a new date.