Groove Mind Tutor Privacy Policy

This Privacy Policy explains how Groove Mind Tutor, operated by Make It Work Solutions, collects, uses, shares, and protects personal data for the parent web app, Discord-based tutoring, billing, onboarding, and support.

1. Data we collect

Groove Mind Tutor may collect:

• parent or guardian account details, such as name, email address, login credentials, billing status, and support messages;
• student setup details, such as first name or display name, academic year, subject configuration, and Discord access status;
• tutoring content, such as messages, prompts, AI responses, assignments, quiz attempts, feedback, and safety reports;
• when weekly reports are enabled, compact tutoring activity facts and generated report-delivery records; raw Discord messages are not copied into the parent web database for this feature;
• service metadata, such as login events, onboarding status, payment status, Discord channel identifiers, error logs, device/browser information, and approximate timestamps; and
• payment records from payment processors, such as plan, amount, status, and transaction reference. Groove Mind Tutor should not store full card details directly.

2. Cookies and local storage

Groove Mind Tutor uses a small number of first-party browser cookies that are strictly necessary for the parent web app to work. These keep a parent signed in, protect sign-in forms against cross-site request forgery, and carry short-lived values during Google or Apple sign-in. They cannot be switched off without breaking login, so Groove Mind Tutor does not ask for separate consent to set them.

Groove Mind Tutor also stores a few values in the browser's local storage to remember that a parent has already seen the dashboard walkthrough. These values contain no personal data and never leave the device.

Groove Mind Tutor uses two third-party measurement tools so it can tell how many visitors arrive, how many go on to create an account, and how many then set up tutoring. Their browser tags run only on the public website - the marketing, sign-in, and create-account pages - and never on the signed-in parent dashboard:

• **Google Analytics 4** (Google), which records anonymous usage such as pages viewed, approximate location by country, device type, and referring site.
• **the Meta pixel** (Meta Platforms), which records the same kind of page activity and reports when a visitor creates an account, so advertising on Facebook and Instagram can be measured.

Two steps happen after a parent signs in, where no browser tag runs: adding the first student, and a first successful payment. Groove Mind Tutor reports each of these to Google and Meta from its own servers, so that advertising spend can be judged against families who actually reach those steps rather than against sign-ups alone. Each report carries the step reached, the payment amount where one applies, and the parent's email address scrambled into a fixed-length code (a SHA-256 hash) that Meta compares against its own scrambled copy to recognise an existing account holder. This is how the parent's email is used - it is not readable by Meta as an address, but it is not anonymous either, because matching it to a person is the point.

Neither tool is given a child's name, a student's year or subjects, or any tutoring content, and neither runs inside the Discord tutoring experience. These tools set their own cookies on the public site and are operated by Google and Meta under their own privacy policies. A browser's own tracking protection, an ad blocker, or the "Do Not Track" setting will stop the browser tags without affecting the service; the two server-side reports above do not depend on the browser, so a parent who wants them stopped should email [email protected].

Groove Mind Tutor does not sell or share browsing data with advertisers beyond this measurement, and does not use these tools to build profiles of children. Signing in with Google or Apple, and paying through the payment provider, send the parent to those companies' own pages, where those companies' cookie and privacy practices apply.

3. How we use data

Groove Mind Tutor uses data to:

• create and manage parent accounts;
• set up student tutoring spaces and Discord access;
• generate and deliver an opted-in weekly learning activity digest to the family's private Discord lounge, where it is visible to members of that family space, including its children, but not to other families;
• provide AI tutoring, feedback, quizzes, and learning support;
• enforce family isolation, billing status, service limits, and safety controls;
• respond to support requests and operational issues;
• monitor reliability, abuse, security, and policy compliance;
• improve tutoring quality and product design; and
• meet legal, accounting, child-safety, and compliance obligations.

4. Children's privacy and parental consent

Groove Mind Tutor is provided through parents or legal guardians. A parent or guardian must consent before a child uses the service. Parents are responsible for ensuring that student details are accurate, appropriate, and limited to what is needed for tutoring. Children should not submit unnecessary sensitive information.

5. AI providers and tutoring content

Tutoring messages and related context may be sent to AI model providers so Groove Mind Tutor can generate responses, explanations, quizzes, and feedback. Groove Mind Tutor should configure providers and internal processes to limit use to service delivery, safety, reliability, support, and improvement where permitted by applicable terms and law.

6. Discord and other third parties

Groove Mind Tutor uses Discord as the student learning interface. Messages and metadata inside Discord are also subject to Discord's own terms and privacy practices. Groove Mind Tutor may also use hosting, database, email, payment, logging, and support providers. Data is shared with these providers only as needed to operate, secure, bill, support, or improve the service.

7. Data retention

Groove Mind Tutor keeps personal data only as long as reasonably needed for tutoring, parent account management, safety, support, accounting, dispute handling, legal compliance, and service improvement. When an account is closed or a student is removed, Groove Mind Tutor should delete, anonymise, or restrict data according to its operational retention process and legal obligations.

8. Security

Groove Mind Tutor uses reasonable technical and organisational safeguards to protect family data, including account controls, family isolation, access limits, and operational monitoring. No online service can guarantee perfect security, so parents should use strong passwords, protect Discord accounts, and report suspected unauthorised access promptly.

9. Parent choices and rights

Depending on applicable law, parents may request access, correction, deletion, export, restriction, or objection relating to personal data. Groove Mind Tutor may need to verify identity and may retain certain records where required for legal, safety, accounting, or dispute reasons.

10. International processing

Groove Mind Tutor and its providers may process data in countries other than the family's country of residence. Where required, Groove Mind Tutor should use appropriate safeguards for international transfers.

11. Updates

Groove Mind Tutor may update this Privacy Policy as the service changes. Material updates will be communicated through a reasonable channel such as the parent dashboard, email, or linked policy page.

12. Contact

For privacy questions or requests, contact Make It Work Solutions through the support channel or contact details provided in the parent dashboard.