Effective date: October 12, 2026
1. Who we are and what this policy covers
BH Tutoring LLC ("we," "us" or the "Company") is a North Carolina limited liability company based in Brooklyn, New York. We provide private tutoring, test preparation, essay support and college counseling, mostly online.
This policy explains what information we collect, how we use and protect it, who we share it with, and the choices you have. It applies to:
- our website at bhtutoringllc.com;
- our private tutoring app at app.bhtutoringllc.com, used by our staff and tutors, by parents in a family portal and, with a parent's consent, by students in a practice portal;
- our tutoring sessions, emails, calendar invitations and other communications.
It covers parents and guardians ("families"), the students we teach, and the tutors who work with us.
2. Children's privacy
Most of our students are under 18, and some are under 13. We designed our practices around that:
- We collect student information from parents, not from children. A parent or guardian signs our agreement, provides the information we need, and makes the decisions about their child's information.
- Practice accounts only with a parent's consent. If a parent agrees, our office creates a practice account for the student in our student portal. The student signs in with their first name and a 4-digit PIN; no email or other contact details are needed. The account records the student's practice: answers, scores, game settings, avatar choices and practice rewards. Students cannot message anyone, post anything publicly or see other students. A parent can withdraw consent at any time, which switches the account off.
- We keep student information to a minimum. For each student we record only a first name and last initial, grade, time zone and, if a parent chooses, a student email address, plus practice activity if the student has a practice account.
- Parents stay in control. A parent can review, correct or delete their child's information at any time (see Section 10).
- We never sell children's information or use it for advertising.
We do not knowingly allow children under 13 to give us personal information directly. If we learn that has happened, we will delete it unless a parent confirms it should be kept.
3. Information we collect
| Who | What we collect | Where it comes from |
|---|---|---|
| Parents and guardians | Name, email, phone, relationship to the student, city, who receives invoices and lesson updates, who pays and in what share, billing method, payment records (method and reference number only, such as a Zelle confirmation), family-portal sign-in records, start and end dates | The parent |
| Students | First name and last initial, grade, time zone, optional student email, an internal student code (for example SR-0001). If a parent agrees: a practice-account sign-in name and PIN (stored in scrambled form) and practice activity (answers, scores, game settings, avatar choices and practice rewards) | The parent; practice activity comes from the student's own use of the practice portal |
| Lessons and learning | Session dates, times, length, service type and tutor; attendance and cancellations; lesson reports sent to families; tutors' internal notes; homework assigned and completed; practice-test scores; test dates and other key dates | Our tutors and the parent |
| Consents | Whether a parent has agreed to a student practice account, direct tutor–student messaging, tutors seeing the parent's contact details, or contact with the student's school, with who gave consent, when and how | The parent |
| Tutors | Name, email, home city, contractor or employee status, and later the payment details needed for payouts and tax forms | The tutor |
| Technical data | Sign-in records, two-step login settings, server logs with IP addresses, and error reports | Our app and service providers |
| People referred to us | Name, email, optional phone, the child's grade and what the family is looking for, and which family referred them | The person, through a referral link a family shared |
What we do not collect: students' dates of birth, home addresses, school records, photos or government IDs. We do not store card or bank account numbers; when we accept card or bank payments, our payment processor will handle those details.
Website: our public website does not use analytics, advertising cookies or trackers.
Session recordings: we do not record sessions.
4. How we use information
We use information only to run our tutoring services:
- schedule sessions, send calendar invitations and host online sessions;
- teach, track each student's progress, run the student practice portal and prepare lesson reports for families;
- bill families, record payments, apply referral credits and discounts, and keep tax records;
- manage tutors, assign them to students and pay them;
- keep the app secure, fix problems and prevent misuse;
- meet our legal obligations.
What we never do:
- sell or rent personal information;
- use student or family information for advertising, or share it with advertisers;
- build profiles of students for any purpose other than their own tutoring;
- show homework completion records, tutors' internal notes, or a student's practice rewards and streaks to parents. These help tutors plan lessons and are not part of parent reports.
Who inside the Company can see what:
- The owner can see everything.
- Regional managers, if we add them, can see families, students and billing only in their own cities.
- Tutors can see only the students currently assigned to them and never see billing information. They see a family's contact details only if the parents agree. They can view student records in the app but cannot download them, and they have no access to our file storage.
- Parents see only their own family's schedule, lesson reports, shared test results and invoices. A parent who shares the cost sees only their own invoices.
5. Who we share information with
We share information only with the service providers below, which process it on our behalf to run our services, and only as much as each one needs.
| Provider | What it does for us | Information involved |
|---|---|---|
| Amazon Web Services (US, Virginia) | Hosts our app, database and files; sends app emails | All app information |
| Google (Workspace) | Business email, calendar invitations, Google Meet video rooms, "Sign in with Google," file storage | Names and emails of session attendees, session times, meeting links, business files |
| Sentry | Alerts us when the app has an error | Technical error details. Set up not to send names, emails or IP addresses; may include student or family codes |
| GitHub | Stores our app's code | No family or student information |
| Stripe (planned) | Card and bank payments, tutor payouts and tax forms | Payer details and payment amounts |
| QuickBooks Online (planned) | Bookkeeping | Invoice and payment totals |
| Twilio (possible) | Text message reminders | Phone numbers and message content |
Schools. We contact a student's school or counselor only with the parent's consent.
Other disclosures. We may also share information:
- when the law requires it, such as a valid subpoena or court order;
- to protect a child's safety, including reporting a concern to the appropriate authorities;
- to protect our rights, or to prevent fraud or misuse;
- with a successor if the business is sold or reorganized, under the protections in this policy.
We update the provider list in this section before adding a new provider that handles family or student information.
6. Google user data
Sign in with Google. Staff and parents may sign in to our app with their Google account instead of an emailed code. We receive only their name and email address, and use them only to identify them and let them sign in.
Calendar and Meet. Our app connects to the Company's own Google Workspace account, not to families' or tutors' accounts, to create session events, send calendar invitations and set up Google Meet rooms. The access tokens for this connection are stored encrypted.
Limited Use. BH Tutoring LLC's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, do not sell it, and do not use it to train AI models. People can read it only to provide or secure our service, with consent, or where the law requires.
7. How we protect information
- Encryption. All connections to our app use HTTPS. Our database is encrypted, and stored Google access tokens are encrypted again with a separate key.
- Limited access. Each person sees only what their role needs (see Section 4). Automated tests check these limits every time the app changes.
- Accounts. Accounts are by invitation only; no one can sign themselves up. Anyone who can see billing information must use two-step login. Students sign in to the practice portal with a PIN, and repeated wrong PINs lock the account for a while. We can switch off anyone's access immediately.
- Audit history. Every change to billing records is logged with who made it, when, and the previous value. Consent records cannot be edited; a change is saved as a new entry.
- Safe online sessions. We host the video rooms, and the tutor admits each student, so a student cannot end up in a room with someone else.
- Backups. We back up our database daily. Backups are overwritten within about 35 days.
- Tutors. Anyone who tutors for us must keep student and family information confidential, use it only for tutoring, and delete any copies when they stop tutoring for us.
No system is perfectly secure. If a breach affects your information, we will notify you and the authorities as the law requires.
8. How long we keep information
| Information | How long we keep it |
|---|---|
| Billing records (invoices, payments) | 7 years, for tax purposes. Linked to the student code only; they contain no learning notes |
| Learning records (session notes, homework, progress) | Deleted 90 days after a family ends its agreement, or 90 days after 6 months without a session. About 30 days before, we offer the parent a copy. A parent can ask us to delete sooner. |
| Former tutors' access | Removed when they leave |
| Server logs | A few days |
| Backups | Deleted data may remain in backups for up to about 35 days before it is overwritten |
| Tutors' internal notes | Deleted one year after the lesson or test |
| Student practice accounts | Switched off when a parent withdraws consent; deleted with the learning records |
About 30 days before a student's learning records are deleted, we send the parent a copy of their child's records: lessons, lesson reports, homework, test scores and practice. The copy goes to the parent, not the student, and does not include tutors' internal notes.
9. Communications
- Email. We send email from addresses at bhtutoringllc.com, including calendar invitations, sign-in codes, invoices, reminders and lesson reports. We do not send marketing email without your permission.
- Tutor–student messages. A tutor may message a student directly only after a parent has given consent, and only through channels we approve. A parent can withdraw that consent at any time.
- Text messages. We do not send text messages. If we add text reminders, we will update this policy and ask for your consent first.
10. Your choices and rights
Parents and guardians can, at any time:
- ask to see the information we hold about their family or child;
- correct anything that is wrong;
- ask us to delete their child's information sooner than our schedule, subject to the billing records we must keep for tax purposes;
- withdraw any consent they have given, such as for a practice account, tutor messaging, tutors seeing their contact details, or school contact;
- get a copy of their child's learning records (tutors' internal notes are released at our discretion).
To make a request, email us at the address in Section 12. We will confirm your identity before acting and respond within 30 days. We will not treat you differently for using these rights.
Depending on where you live, you may have additional rights under state privacy laws. Contact us and we will honor them as the law requires.
11. Changes to this policy
We will post any update on this page with a new effective date. If a change materially affects how we use family or student information, we will tell families by email before it takes effect.
12. Contact us
BH Tutoring LLC
Email: hello@bhtutoringllc.com