The office controls connections
Only authorised staff can connect services. Saved keys are encrypted and shown only as a mask like ••••1234.
Resources
Your families' details, handled with care.
Who sees what, where records live and how they're backed up, in plain words.
- Encrypted with HTTPS
- Access by role
- Nightly backups
- Activity log
- Two-step sign-in
- No ads, no selling data
How your data travels
- EnteredParents, tutors and office add records
- Encrypted on the wayHTTPS everywhere
- Held on one serverOne database we manage
- Backed up nightly14 copies kept
- Yours to exportExcel, CSV or PDF
Who can see what
| Who | Sees | Doesn't see |
|---|---|---|
| Parents | Their own children's timetables, attendance, shared notes, homework, messages and bills. | Other families, or notes kept for the office. |
| Tutors | The lessons, registers and students of their own classes (first name and last initial). | Other classes, or notes the office keeps private. |
| Office staff | What each person's permissions allow, set one by one. | Money, without accounts permission. Connections, unless authorised. |
Everything is logged
Every change is recorded with who and when. Each person, class and lesson shows its own history.
Sign-in
Passwords are stored as salted hashes. Repeated failed attempts are slowed down. Sessions end after 12 hours.
Where data is held
One managed server
Your records live in one database on a server we manage.
Encrypted on the way
All traffic uses HTTPS.
Few open doors
Only the web and management ports are open.
Kept up to date
Security updates install automatically.
We confirm the hosting provider and the server's location in writing before you sign. Have a requirement about where data is held? Tell us at the start.
Backups
Every night, on the server
A copy of the whole database is saved every night, and the 14 most recent are kept.
Every night, off-site, when you connect storage
If you connect S3-compatible storage, a nightly copy is encrypted with a passphrase the center keeps and uploaded there. Your team is alerted if it fails.
Restoring has been tested
Last tested on October 5, 2026: the latest backup was unpacked and the system started with all its data.
Connection settings are kept apart
Saved credentials are encrypted with a key kept outside the database, so a backup alone has nothing usable.
Archive and removal
Withdrawn students are archived
Their lessons, attendance, payments and messages stay on file, so balances and history still add up.
Removal on request
Ask your office. The center decides what it must keep, such as financial records, and we carry out the removal with it. It is handled by request, not by a button in the app.
Getting your data out
Reports export to Excel or CSV, or print as PDF. Staff with export permission can download your records from Settings any time.
Sample data stays separate
New centers start with made-up sample data, removed before go-live. Sample families are never emailed for real.
Outside services
Two services are always involved: our hosting provider and Google Fonts. Everything else gets data only when your center connects it in Settings, and can be disconnected there.
Our hosting provider
Runs the server with the database and the on-server backups.
Google Fonts
Supplies the typefaces, so it sees each visitor's IP address and browser details. No MeetMyTutor records are sent.
Stripe
Receives the amount, what it is for and the parent's email. Card details stay on Stripe's page; we never store them.
Slack
Gets staff alerts and the morning summary. If you choose, copies of messages too, which can include names.
WhatsApp (Meta)
The office sends each message from the center's own number, so WhatsApp receives the number and message as usual.
SendGrid (email)
Delivers emails. It receives the recipient's address and the message.
Off-site backup storage
Storage in your own account. Backups are encrypted before they leave the server.
An AI provider
Groq, Cerebras, OpenRouter or Google Gemini, only if you add a key. See below for what is sent.
The AI assistant
What is sent
The question and the records needed to answer it, which can include children's names, lessons and bills.
It sees only what the person can see
It looks things up as the signed-in person: a parent's assistant sees only that parent's children.
Nothing changes without confirmation
Actions such as sending a message happen only after the person presses Confirm, and go into the activity log.
Free tiers that may train on prompts
Free tiers that may train on prompts (today Gemini and OpenRouter's free models) are by default used only with sample data. Check your provider's terms before using real families.
Questions about data
MeetMyTutor is built with US student-privacy rules such as FERPA and COPPA in mind. This page describes how the software works; it is not a certification, and your center remains responsible for its own policies. For questions about data, contact us.
For US schools and families
Read the details on Compliance and Privacy.
Working for a school
We act as the school's service provider: under the center's direct control, with records used only to provide the service. This is how FERPA treats a school official.
Children under 13
The center gets a parent's consent first. No ads, no selling, no profiles.
State privacy laws
We do not sell or share personal information. Rights to know, correct and delete are handled through the center and through us. Built to support CCPA and CPRA, SOPIPA and New York Ed Law 2-d, not certified.
Email and text consent
Optional messages go only to parents who agreed. Replies of STOP and unsubscribe requests are honored.
See how access works in practice.
Switch between the office, tutor and parent views in the demo.