Data Collection Statement
Version 1.0 · Last updated: March 2026
This statement explains what personal information TutorGator collects, why we collect it, where it is stored, and who may access it. By providing your personal information to TutorGator, you agree it will be collected, used, and disclosed by TutorGator Pty Ltd (ABN 38 667 820 680) in accordance with this statement and our full Privacy Policy at tutorgator.com.au/privacy-policy.
If you do not agree, you must not provide your personal information to us. Without certain information we may not be able to create your account, process your enrolment, or deliver our services.
1. Who We Are
| Company | TutorGator Pty Ltd |
| ABN | 38 667 820 680 |
| ACN | 667 820 680 |
| Address | Level 27, International Towers, 100 Barangaroo Avenue, Sydney NSW 2000 |
| admin@tutorgator.com.au | |
| Phone | 1300 042 867 |
| Website | tutorgator.com.au |
TutorGator is an Australian online tutoring platform delivering live 1-on-1 sessions for Primary, High School, and HSC students. All sessions are delivered through our browser-based Platform including a collaborative whiteboard, live video, session chat, and resource sharing.
The tables below set out each category of person we collect information from, what we collect, why, and where it is stored.
2. What We Collect and Why
2A. Parents and Guardians
| Information | What We Collect | Why We Collect It | Where Stored |
|---|---|---|---|
| Identity | Full name | To identify the account holder and personalise communications | Cloud Firestore (Google) |
| Contact | Email address, phone number | To send session communications, enrolment confirmations, and progress updates | Cloud Firestore (Google) |
| Address | Residential address | Enrolment administration and legal obligations | Cloud Firestore (Google) |
| Enrolment | Program, term, preferred contact method | To process and manage the enrolment | Cloud Firestore (Google) |
| Payment | Payment card details (processed by our payment provider, TutorGator does not store card details) | To process enrolment fees | Payment provider systems only |
2B. Students
Student accounts are created by TutorGator administrators only. Students cannot self-register. This is a deliberate safety measure to protect the privacy of minors.
| Information | What We Collect | Why We Collect It | Where Stored |
|---|---|---|---|
| Account | Full name, email address, role | To create and authenticate the student's platform account | Firebase Auth + Firestore (Google) |
| Program details | Year level, subject, school (optional), learning goals (optional) | To match student with the right tutor and tailor session content | Cloud Firestore (Google) |
| Whiteboard activity | All drawing strokes, shapes, text, images, PDFs, and formulas placed on the board during sessions | To deliver and retain session lesson content for student and tutor reference | Cloud Firestore (Google) |
| Session chat | Chat messages sent during a session, including sender name, role, and timestamp | To support in-session communication and provide a record of interactions | Cloud Firestore (Google) |
| Shared files | Links to external documents shared during sessions (e.g. Google Drive or Dropbox URLs). File contents are not uploaded to TutorGator systems. | To allow tutors to share learning resources with students | Cloud Firestore (Google), URL only |
| Live video | Camera and microphone streams. Transmitted live via peer-to-peer WebRTC. Not recorded or retained by TutorGator. | To deliver a live face-to-face tutoring experience | Not stored. Transmitted via Jitsi in real time only. |
| Session notes | Written notes and progress summaries prepared by the tutor after each session | To keep parents informed of their child's progress | Cloud Firestore (Google) |
2C. Tutors and Tutor Applicants
| Information | What We Collect | Why We Collect It | Where Stored |
|---|---|---|---|
| Identity | Full name, date of birth, gender | To verify identity and maintain tutor records | Firestore + admin records |
| Contact | Email address, phone number, residential address | To communicate with tutors and maintain accurate records | Firestore + admin records |
| WWCC | Working With Children Check number, state of issue, expiry date | Mandatory child safety compliance requirement | Secure admin records |
| Qualifications | Teaching qualifications, subject expertise, resume, references | To assess suitability to tutor on the platform | Secure admin records |
| Payment | ABN, bank account details, TFN (where applicable) | To process tutor payments and meet tax obligations | Secure admin records |
| Board templates | Prepared lesson content saved as named templates | To allow tutors to reuse prepared lesson content across sessions | Tutor's own browser (localStorage only, not sent to TutorGator servers) |
2D. Website and Platform Visitors
| Information | What We Collect | Why We Collect It | Where Stored |
|---|---|---|---|
| Technical data | IP address, browser type, device, pages visited, visit duration | Website administration, security, and service improvement | Netlify hosting logs + Cloudflare CDN |
| Cookies | Small files placed on your device to remember preferences and track visits | Website performance and user experience improvement | Your browser (manageable via browser settings) |
3. Where Is Your Data Stored?
TutorGator uses the following infrastructure services. All involve data being stored or processed outside of Australia.
| Service | Provider | Data Stored | Location |
|---|---|---|---|
| Firebase Auth | Google LLC | User accounts, login credentials | USA (Google data centres) |
| Cloud Firestore | Google LLC | All session data, whiteboard content, chat, user profiles, file links | USA (Google data centres) |
| Jitsi Video | Freifunk Munich (meet.ffmuc.net) | Connection metadata only during active sessions. Video not recorded. | Germany (Freifunk Munich servers) |
| Netlify | Netlify Inc. | Standard web access logs only. No personal session data stored here. | USA and globally distributed CDN |
| Cloudflare CDN | Cloudflare Inc. | Standard request data when platform libraries are loaded | Globally distributed CDN |
| Board Templates | Browser (tutor's device only) | Lesson templates saved by tutors. Never transmitted to TutorGator servers. | Tutor's local browser (localStorage) |
4. Who Can See Your Data?
We do not sell personal information. Access to data is limited to those who genuinely need it.
| Who | What They Can Access | Why |
|---|---|---|
| TutorGator administrators | All enrolment data, session records, whiteboard content, tutor records | Platform management, compliance oversight, and support |
| Assigned tutor | Student name, year level, subject, session schedule, whiteboard content, and chat for their own sessions only | To deliver and prepare sessions for the enrolled student |
| Parent / guardian | Their own enrolment data, session notes, and progress updates for their child | To keep parents informed of their child's progress |
| Student | Their own session data, whiteboard content, and chat messages only | To participate in and review their own sessions |
| Authorities (if required) | Any information required under a valid legal order, including to child protection agencies | To comply with legal obligations |
5. Direct Marketing
With your consent, we may use your contact information to send you information about TutorGator programs, term dates, platform updates, and educational content. You can opt out at any time by clicking the unsubscribe link in any email or contacting admin@tutorgator.com.au. Opting out does not affect service-related communications for your active enrolment.
6. Your Rights
Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you have the right to:
- access the personal information TutorGator holds about you
- request correction of inaccurate, incomplete, or out-of-date information
- request deletion of personal information no longer needed (subject to legal retention obligations)
- opt out of direct marketing communications at any time
- make a complaint if you believe your privacy has been breached
To exercise any of these rights, contact us in writing at admin@tutorgator.com.au. We will respond within 30 days. If you are not satisfied with our response, you may contact the OAIC at oaic.gov.au.
7. Full Privacy Policy
This Data Collection Statement is a summary document. For complete information about how TutorGator collects, holds, uses, and discloses your personal information (including data retention periods, security measures, overseas disclosures, and our data breach response procedures), please refer to our full Privacy Policy at tutorgator.com.au/privacy-policy.
8. Contact Us
If you have any questions about this statement or how your information is handled, please contact us:
| admin@tutorgator.com.au | |
| Phone | 1300 042 867 |
| Address | Level 27, International Towers, 100 Barangaroo Avenue, Sydney NSW 2000 |
| Website | tutorgator.com.au |
TutorGator Pty Ltd
ABN 38 667 820 680 | ACN 667 820 680
Level 27, International Towers, 100 Barangaroo Avenue, Sydney NSW 2000