Privacy Policy

1. Who is responsible for your data

GradeAcer is an AI-assisted learning service operated by the company identified below, which decides how the personal data described in this policy is used and is responsible for it.

Questions about this policy, or any request concerning your data or your child's, can be sent through the contact page and will be answered by the operator.

The approved wording for this section has to state:

• The legal name and registered address of the operating company, and its company number.
• A named contact point for privacy questions, and a data protection officer or representative where one is required.
• Which privacy regimes the operator is bound by and where — Canadian federal and provincial law, and any others in the territories it serves. This determines several of the rights described below.
• For school accounts: whether the operator acts on the school’s instructions for learner data, and where the agreement governing that sits.

2. Who this policy covers

This policy covers everyone whose personal data the service holds. Those people fall into distinct groups, and the service treats them differently.

A child never signs up on their own. An adult — a parent, or a member of staff at a school — creates the learner profile a child uses, and that adult, or the school, exercises the child's rights on their behalf.

• Account holders: the adult who creates an account, whether for their own family or on behalf of a school.
• Learners: the children who study through a learner profile. A learner may sign in to their own profile once an adult has created it.
• School staff: teachers, managers and school administrators, who see the learners in their school.
• Parents linked to a school learner: invited by the school, and able to see that learner’s progress.

3. What we collect

The service collects what it needs to teach, to show progress, to keep an account secure and to take payment. It is set out here by where it comes from rather than by category, because that is how a person can recognise their own data in it.

• Given at sign-up: a name, an email address, and the kind of account being created.
• Given when a learner profile is made: the learner’s name, year or grade, and the subjects and topics chosen for them.
• Produced by learning: questions attempted, answers given, assessment results, progress, streaks, and the reports generated from them for parents and schools.
• Written or spoken to the AI tutor: the full text of a conversation, and — where speech input is used — the audio recorded in order to transcribe it.
• Uploaded: photographs and scans of handwritten work, submitted so that the writing and any mathematics in it can be read.
• Held for billing: which plan an account is on and its payment history. Card numbers are entered directly with Stripe and are never received or stored by this service.
• Collected automatically: browser and device information, IP address, and the timestamps needed to keep a signed-in session alive and to detect abuse.
• Given in support requests: whatever is written into the contact form, and the address it is sent from.

4. Children’s data

A child's data is treated more carefully than an adult's, and the difference is set out here rather than left implied.

Children's data is never used for advertising, never sold, never rented, and never shared with anyone outside the providers listed in this policy who are needed to deliver the service.

No marketing email is ever sent to a learner. The email a learner may receive is limited to what the service cannot function without — for example a sign-in code for their own profile.

The service shows no advertising to anyone, and runs no advertising or analytics trackers on any page. That is a property of how it is built, not a policy that could quietly change without the code changing.

The approved wording for this section has to state:

• Whose consent the operator relies on for a child’s data — the parent’s, or the school’s on the parent’s behalf — and how that consent is recorded and withdrawn.
• The children’s privacy rules being complied with in each territory served, named.
• Any limit on retention or profiling that applies to a child’s data and not an adult’s.

5. Why we use it

Each purpose is listed separately, because consenting to be taught is not the same as consenting to be emailed.

• To teach: answering a learner’s questions, marking their work, and deciding what to teach next.
• To report: showing a parent, a teacher or a school how a learner is progressing.
• To keep an account secure: sending sign-in codes, keeping sessions alive, and detecting misuse.
• To take payment: managing a subscription, and recording when a plan changes, renews or fails.
• To support: answering questions sent through the contact page.
• To tell you things the service needs you to know: sign-in codes, billing notices, invitations, weekly progress summaries, trial expiry and inactivity reminders. Progress summaries and reminders can be turned off; sign-in codes and billing notices cannot, because an account cannot be operated without them.

6. How the AI tutor processes what is submitted

The tutor is not a single system. What a learner types, says or photographs is sent to outside providers to be read, transcribed, answered or marked, and this section names every one of them and what each receives. This is the part of the service people most often assume works differently from how it does.

Nothing submitted is sent to any provider not on this list.

• OpenAI — receives the text of tutoring conversations, and the audio recorded when speech input is used, which it transcribes. It also generates spoken replies and the illustrations used in slide decks.
• Google (Gemini, and Google Cloud text-to-speech) — receives text in order to generate topics, worksheets, lesson plans and tutoring replies, and to speak replies aloud.
• Anthropic (Claude) — receives text as one of the models the generation chain falls back to.
• Mathpix — receives photographs and scans of handwritten work in order to read the writing and the mathematics in them.
• Mux — stores and delivers video where a lesson uses it.
• Ably — carries live messages between people in the product as they are sent.

The approved wording for this section has to state:

• Whether each provider retains submitted content, for how long, and whether any uses it to train models — confirmed in writing with each, and stated here accurately, including for the speech and handwriting paths.
• Any automated decision that materially affects a learner, such as the level or pathway they are placed on, and how a person can ask for it to be reviewed.

7. Who else we share it with

Beyond the AI providers named above, personal data reaches only the providers needed to run the service.

Personal data is not sold, and is not shared with advertisers.

• Supabase — hosts the database and the files uploaded to the service.
• Vercel — hosts and serves the application itself.
• Stripe — takes payments and holds the card details this service never sees.
• Resend — delivers the email the service sends.
• Google — where an account holder chooses to sign in with a Google account, Google confirms their identity to us.
• Within a school, staff see the learners in their school, and a parent linked to a learner sees that learner. Nobody sees a learner outside their own school or family.

The approved wording for this section has to state:

• Disclosure required by law or made to protect someone’s safety, and whether the account holder is told when it happens.
• What happens to personal data if the business is sold or restructured.

8. Where your data is held

The database and the files uploaded to the service are held in Canada, in the Canadian region of the hosting provider.

The AI providers named above process what is submitted to them in the countries where they operate, which for several of them includes the United States. Submitting work to be marked therefore involves that work leaving Canada.

The approved wording for this section has to state:

• The safeguard relied on for each transfer out of Canada, named per provider.

9. How long we keep it

Account and learning records are kept while the account is open, because a progress history that is deleted is a progress history that cannot be shown.

When an account is closed, its data is deleted or anonymised, other than records the operator must keep for tax or legal reasons.

The approved wording for this section has to state:

• How long each kind of record is kept: account records, learning and assessment history, tutoring transcripts, audio recordings, uploaded photographs of work, and billing records.
• How long a closed account’s data remains recoverable before deletion is final.

10. Your rights

You can ask to see the personal data held about you or your child, to have it corrected, to have it deleted, and to receive a copy of it. A parent or school exercises these on a child’s behalf.

Requests are made through the contact page. There is no charge, and the operator will say what it has done.

The approved wording for this section has to state:

• The period within which the operator will answer a request, and the identity checks it applies before acting on one.
• How to complain to a supervisory authority, named for each territory served.

11. Keeping it safe

Data is encrypted in transit. Signing in uses a one-time code sent to an email address, or a Google account — this service never asks for or stores a password.

Access within a school or family is limited to the people described in this policy, and nobody sees a learner outside their own school or family.

The approved wording for this section has to state:

• What the operator does if a breach occurs: who is told, and how quickly.

12. Cookies and tracking

The service sets the cookies it needs to keep you signed in and to remember your language and interface choices. It does not set advertising cookies, and it runs no third-party analytics or advertising trackers on any page.

13. Changes to this policy

When this policy changes in a way that affects how personal data is used, account holders are told before the change takes effect. The date at the top of this page always shows the version in force.