Privacy notice

Your account

Your name and email address, the time zone your lesson times are shown in, and whether you want reminder emails. If you teach, also the name your students see, what you teach, your prices and the hours you’re free, and your public page if you publish one: its address and what you write on it.

There’s no password. To sign in you ask for a link, we email it to you, and it works once, within 15 minutes. Each sign-in is kept with when it started, the IP address it came from and which browser you used, to help keep your account safe. A sign-in lasts until you sign out, or until it goes unused for 30 days.

When a tutor adds a student

A tutor adds a student by typing their name, and if they like their level, goals and interests, then sends them an invitation link themselves: we don’t email the student. Once the student joins, either of them can change the goals and interests, and the student can say which level they’d put themselves at.

Lessons

When each lesson is and how long it lasts, whether it repeats weekly, and what became of it: held, missed or cancelled, and whether a cancellation was late. Requests for a time, and whether they were accepted, declined or withdrawn.

In the lesson room, and between lessons

• The room’s chat, and the messages you send each other between lessons.
• Files and pictures either of you shares, including a still picture of the video if one of you takes one.
• What’s drawn or written on the whiteboard.
• Who came into the room, and how long each of you talked. Talking time is worked out from who is speaking at each moment, never from what is said.
• If you report a problem from the room: what you chose and wrote, plus a note of the moment it happened (the connection and its quality, whether your camera and microphone were on, how many people were in the room, and which browser you were using).

Payments

If your tutor takes payments through Profly, you pay them through Stripe, on a payment page Stripe runs for your tutor’s own Stripe account. Your card details go to Stripe; we never see them. We keep a record of each payment: how many lessons it covers, how much, in which currency, and whether it was paid or refunded.

A tutor who takes payments connects their own Stripe account, and Stripe asks them for their identity and bank details itself. We keep the account’s Stripe reference, whether it can take payments and pay out, its country and its currency. Tutors pay for their Profly plan through Stripe too, and we keep which plan they’re on, its status and when its trial ends.

Emails

We email you sign-in links, reminders before your lessons (you can switch these off in Settings), and a note when a lesson time is asked for or answered.

Asking for a lesson on a tutor’s public page

We keep the name, email address and time you gave, and email you a link to confirm it’s you. Following the link signs you in, or creates your account, and takes you back to finish the booking.

Why we use it

Most of this is what Profly needs to do the job you signed up for, which is a contract between us. A few uses rest instead on our legitimate interests: keeping sign-in records and problem reports, so that we can keep accounts safe and fix what breaks, and keeping usage events, described below, so that we can see how Profly is used and make it better. You can object to those; see your rights.

You, and your tutor or student

A tutor and each of their students share a space: your lessons, your messages, and the room’s chat, board and files. Only the two of you can open it.

A tutor’s public page, once they publish it, can be seen by anyone with the link. It shows what the tutor chose to put there, and never who they teach.

Whoever runs Profly

The people who run Profly have an admin area, which only the email addresses we list can open. It shows names and email addresses; when people joined and last signed in; lesson times and what became of them; how many chat messages a lesson had and whether its whiteboard was used; payments and plans; and usage counts, including each person’s recent events.

It never shows the words of a message, what’s on a board, lesson pages, private notes or the files you share, and there are no recordings to show. The exception is a problem report: if you report a problem with a lesson, we read your report in full, with your name and the lesson it came from.

A copy

Download my data in Settings gives you a file, in a standard format (JSON) that other software can read, with your account, your time zone, the spaces you belong to, your lessons, the messages you’ve sent and a list of the files you’ve shared. It isn’t everything we hold: for the rest, such as your usage events, write to us.

Corrections

In Settings you can change your name, your time zone and whether you get reminders. Tutors can also change the name students see, what they teach and their public page. For anything else, write to us.

Deleting your account

Write to us and we’ll delete it. That removes your account and sign-in records, your settings, your practice history, the files you shared, your usage events and any request you made on a tutor’s public page with the same email address.

Some things stay, because they’re the other person’s record too: your messages, shown as from “Someone who has left”, and the lessons you had together and payments for them, which stay with your tutor without your account attached. A problem you reported about a lesson stays with that lesson too, without your name.

If you’re a tutor with students, we’ll agree with you first what happens to their records, because deleting a tutor’s account would delete their students’ lessons too.

How to ask

Write to [CONTACT EMAIL], or to [OPERATOR NAME] at [POSTAL ADDRESS]. If you’re unhappy with how we’ve handled your information, you can complain to the Information Commissioner’s Office, the UK’s data protection regulator, at ico.org.uk.