Privacy Policy

1. What we collect

• Account: your email, name, whether you learn or teach, your time zone, and your email preferences.
• Date of birth: to check you're old enough and whether you need a parent's consent. It's kept separately and never shown to tutors or other users.
• Parent or guardian consent: for teen accounts, the parent's email and account, when they consented, their IP address and browser, and the policy version they agreed to.
• Tutor profiles: photo, bio, languages, prices and availability (public), plus the status of your Stripe payout account and, for tutors approved to teach teens, a record that ID and background checks were done (date and who approved them).
• Bookings and payments: lessons booked, prices, refunds and payouts. Card payments are handled by Stripe; we never receive or store full card numbers or bank details.
• Lessons: classroom chat, shared notes, the whiteboard, saved words and the AI lesson notes and flashcards made from them. We log when each person joins and leaves a lesson (attendance). We never record video or audio.
• Messages, reviews and reports: messages between learners and tutors, reviews and replies, and any problem reports or safeguarding concerns.
• Technical: IP address, browser type and sign-in times, kept by our hosting and sign-in providers for security. When you agree to our terms we store the version, the date, your IP address and browser. We also record which steps toward booking a lesson a browser reached (for example “viewed a tutor” or “reached checkout”), with an anonymous id, to find and remove obstacles.

2. Why we use it

• To run your account, book and hold lessons, take payments, pay tutors and handle refunds.
• To send emails you need: sign-in, confirmations, reminders, messages and changes to lessons.
• To make lesson notes, flashcards and practice tools.
• To keep people safe: age checks, parental consent, blocking contact details in teen chats, and handling reports.
• To prevent fraud and abuse, and to meet legal, tax and accounting duties.

We don't sell your personal information, and we don't use it for advertising.

Polyglaris processes personal information on one or more of the following legal grounds:

• Performance of a contract with the user
• Compliance with legal obligations
• Legitimate business interests, including platform security, fraud prevention, customer support, service improvement, and enforcement of platform policies
• User consent where required by applicable law

3. Who we share it with

Only with the services that help us run Polyglaris, and only what each needs:

• Supabase: database, sign-in, file storage and live messages.
• Stripe: payments, refunds and tutor payouts.
• LiveKit: live video and chat in the classroom (passed through, not recorded).
• Resend: sending our emails.
• Anthropic (Claude API): drafting lesson notes and tutors' lesson briefs, writing tutor bios on request, and translating messages and live captions between people who use different languages. For notes we send the lesson's notes, chat, captions, saved words and whiteboard text with names, email addresses, phone numbers and links removed, plus the lesson language and level. We never send ages, dates of birth, payment or account details.
• AssemblyAI (only while live captions are on in a lesson, for either person): turning both people's speech into text for the captions and the lesson notes. Audio is streamed for transcription only and Polyglaris never records it; we keep the caption text with the lesson.
• ElevenLabs (when enabled): turning flashcard words into speech. Only the card text is sent.
• Vercel: hosting the website.

Tutors see the name and lesson details of learners who book them, and messages and lesson content with them. Parents of teens see their teen's bookings, tutors, messages and shared lesson notes, and get a copy of the email when notes are shared. We may share information if the law requires it, to protect someone's safety, or as part of a sale or merger of the business.

3A. AI Lesson Processing

To provide AI Tutor services, learner speech and lesson interactions may be processed by third-party technology providers that perform:

• Speech recognition
• Artificial intelligence processing
• Voice synthesis
• Real-time communications and streaming
• Optional avatar animation services

These services may process information in the United States, Europe, or other jurisdictions consistent with applicable vendor agreements and privacy practices.

4. Children and teens

• Polyglaris isn't for children under 13. If someone under 13 signs up, we delete the account immediately.
• Learners aged 13–17 can only use Polyglaris after a parent or guardian verifies by email and consents. Until then the account is locked.
• Parents can view their teen's bookings, tutors, messages and lesson notes on their dashboard, close the teen's account there, and ask us at hello@polyglaris.com for a copy of their teen's data or to delete it. Teens can also delete their own account from their dashboard.
• Teens only see tutors who passed ID and background checks, and contact details are blocked in their chats. See our Safeguarding Policy.
• AI Tutor services are available only to individuals eighteen (18) years of age or older. Polyglaris does not knowingly collect personal information from children under thirteen (13) years of age. Where permitted by applicable law, human tutor services may be provided to learners under eighteen (18) subject to verified parental or guardian consent and additional safety requirements.

5. How long we keep it

• Account and profile: while your account is open. When you delete it, personal profile data is removed straight away.

AI lesson transcripts and AI lesson notes are deleted when the account is deleted.

Polyglaris retains personal information only for as long as reasonably necessary to operate the platform, provide services, comply with legal obligations, prevent fraud, resolve disputes, and enforce contractual rights.

5A. Account Deletion and Transcript Deletion

When a learner account is deleted, AI lesson transcripts and associated account content should be removed or anonymized in accordance with Polyglaris data-retention and privacy policies, subject to legal, operational, security, and fraud-prevention requirements.

6. Your rights

• Access and correct: most of your information is on your dashboard, where you can edit it.
• Export: download your saved words as a CSV from your dashboard. For a copy of everything else, write to hello@polyglaris.com.
• Delete: use “Delete my account” on your dashboard (or write to hello@polyglaris.com). We delete your profile, photo, saved words, flashcards and practice history straight away, free up your email address and block sign-in. We keep, without your name, the records we must keep by law or that protect people's safety: bookings, payments, refunds and payouts, attendance logs, lesson notes, messages and reviews other people can see, reports, and age and consent records, for the periods in section 5. AI lesson transcripts and AI lesson notes are not kept: they are deleted with your account. Upcoming lessons are cancelled under our normal refund rules.
• Emails: turn reminders and message emails off on your dashboard. Sign-in and booking confirmation emails always send.

We reply to requests within 30 days. Depending on where you live you may have more rights (such as objecting or complaining to your data protection authority).

Depending on location and applicable law, users may have rights including:

• Access to personal information
• Correction of inaccurate information
• Deletion of personal information
• Restriction of processing
• Objection to processing
• Data portability
• Withdrawal of consent where processing is based upon consent

California residents may also have rights provided under applicable California privacy laws.

Requests may be submitted to: privacy@polyglaris.com

7. Cookies and browser storage

• We use one essential cookie to keep you signed in, and one first-party cookie with an anonymous id that counts the steps toward booking (never shared, never used for ads). If you choose a currency for prices, a small cookie remembers it. We don't use advertising cookies or third-party analytics. Approximate local prices use public exchange rates; no personal data is sent to get them.
• Your browser remembers some choices on your device only, such as your classroom background. A background picture you upload never leaves your device.
• Stripe may set its own cookies on its payment page to prevent fraud.

8. Security

Data is encrypted in transit, access to sensitive tables is limited to our server, dates of birth and safeguarding records are kept separately, and sign-in links are single-use. No system is perfectly secure; if a breach affects you we'll tell you as the law requires.

9. International transfers

Our service providers are mainly based in the United States, so your information may be processed there.

Personal information may be transferred to, stored in, or processed in jurisdictions outside a user's country of residence. Where required by applicable law, Polyglaris relies upon approved transfer mechanisms, including Standard Contractual Clauses and equivalent safeguards adopted by service providers.

Polyglaris currently operates from the United States and does not maintain an establishment within the European Union or the United Kingdom. Polyglaris will periodically evaluate whether future growth, regulatory requirements, or operational changes require appointment of an EU or UK representative.

10. Changes

We'll update this page when things change and tell you about important changes by email or in the app.

11. Contact

Privacy questions or requests: hello@polyglaris.com, or by post to Polyglaris LLC, 8735 Dunwoody Place Ste N, Atlanta, GA 30350.