Privacy Policy

1. Overview

OctopiTutors LLC (“Octopi Tutors,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains what information we collect when you use the Octopi Tutors platform (the “Platform”), how we use it, who we share it with, and your rights regarding your data.

By creating an account or using the Platform, you agree to the practices described in this Privacy Policy.

2. Data We Collect

We collect the following categories of information:

2.1 Account Information

• Email address
• Name (display name used on the Platform)
• University or school name
• Role (student or tutor)
• Profile photo (optional)
• Bio and tutor profile information (for tutors)

2.2 Session Data

• Session chat messages exchanged during a tutoring session
• Whiteboard state (Excalidraw JSON snapshots saved during or at the end of a session)
• Subject, duration, and timestamps of each session
• Files uploaded during a session
• Ratings and reviews submitted after a session

Video and audio are not recorded. Live video and audio transmitted through our video provider (8x8 JaaS) during sessions is not stored by Octopi Tutors.

2.3 AI-Generated Content

After each completed session, our AI system generates session notes and practice problems based on the session’s chat transcript and whiteboard state. These AI-generated notes are stored in your account and displayed in your session history.

2.4 Usage and Technical Data

• Log data (IP address, browser type, pages visited, timestamps)
• Device and browser information
• Product analytics events (actions taken on the Platform, session funnel data)

3. How We Use Your Data

We use your data to:

• Create and maintain your account
• Match students with available tutors
• Facilitate and record tutoring sessions
• Process payments and payouts
• Generate AI-powered session notes and practice problems
• Send transactional emails (session confirmations, receipts, account alerts)
• Improve the Platform through aggregated analytics
• Enforce our Terms of Service and investigate policy violations

4. AI Processing Disclosure

Octopi Tutors uses Anthropic’s Claude AI model to generate post-session notes and practice problems for students. This works as follows:

• After a session is marked complete, the session’s chat transcript and whiteboard state (Excalidraw JSON) are sent to Anthropic’s API to generate structured session notes and practice problems.
• By using the Platform, both students and tutors consent to this processing of session data by Anthropic’s AI systems.
• We use Anthropic’s standard API (not a fine-tuned model). Data sent to Anthropic is subject to Anthropic’s privacy policy.
• We do not send personally identifiable information such as names or email addresses to Anthropic — only session content (chat transcript and whiteboard state).

5. Payment Data

All payment processing is handled by Stripe, Inc. Octopi Tutors does not store payment card numbers, bank account details, or other sensitive financial information on our servers. When you enter payment information, it is transmitted directly to and stored by Stripe.

Stripe’s handling of your payment data is governed by Stripe’s privacy policy.

6. Data Sharing

We do not sell your personal data to third parties. We share data only with the following service providers, strictly to operate the Platform:

We may also disclose data when required by law, to enforce our Terms of Service, or to protect the rights and safety of our users.

7. Data Retention

• Session notes and history are retained for as long as your account is active. They are intended as a learning resource you can return to.
• Account data is retained until you request deletion.
• Account deletion: Upon a verified account deletion request, we will delete your personal data within 30 days. Some data may be retained longer where required by law (e.g., payment records for tax purposes).

8. Your Rights

You have the right to:

• Access the personal data we hold about you.
• Correct inaccurate data in your account settings.
• Request deletion of your account and personal data. To do so, email us at privacy@octopitutors.com. We will process your request within 30 days.
• Opt out of non-essential communications by using the unsubscribe link in any marketing email. Note: transactional emails (session receipts, security alerts) cannot be opted out of while your account is active.

9. Data Security

We implement industry-standard security measures including encrypted data transmission (HTTPS), access controls, and Row-Level Security on our database. However, no system is completely secure. If you believe your account has been compromised, contact us immediately at support@octopitutors.com.

10. Children’s Privacy

The Platform is not intended for users under 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected information from a child under 13, we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on the Platform. Your continued use after the effective date of any changes constitutes acceptance of the revised policy.

12. Contact

For privacy-related questions or to exercise your rights, contact us at: privacy@octopitutors.com

OctopiTutors LLC
State of Florida, United States