Last updated: August 2026
This Privacy Policy explains how Xelarate handles personal information when people use our website, request or receive tutoring, communicate with us, make payments or apply to tutor with Xelarate.
We aim to handle personal information responsibly and only collect information that is reasonably needed to operate and provide the Xelarate service.
Depending on how you use Xelarate, we may collect information including:
• name
• email address
• mobile number
• school year or year group
• subject
• tutoring topic, question or area of difficulty
• preferred session time
• preferred or previous tutor information
• uploaded questions, screenshots, notes or documents
• booking and session information
• payment and transaction information
• communications with Xelarate
• information supplied by prospective or existing tutors.
Xelarate provides tutoring to secondary-school students, including students under 18.
We aim to collect only the information reasonably necessary to organise and provide tutoring.
Parents and guardians may arrange tutoring or communicate with Xelarate on behalf of a student.
Where appropriate, Xelarate may apply additional safeguards or requirements when handling information relating to younger students.
We may collect information when you:
• submit a tutoring request
• book a session
• upload learning materials
• make a payment
• contact Xelarate
• participate in a tutoring session
• apply to become a tutor
• otherwise provide information directly to us.
Some technical or usage information may also be collected automatically by the services used to operate our website and forms.
5. Why we use information
We may use personal information to:
• understand the tutoring help being requested
• match students with suitable available tutors
• organise immediate or scheduled tutoring sessions
• communicate booking information and session links
• process and maintain payment records
• provide customer support
• respond to refund or cancellation requests
• manage tutor applications and tutor relationships
• maintain the security and operation of Xelarate
• keep appropriate business records
• improve the service and customer experience
• meet legal, accounting or regulatory obligations where applicable.
6. Tutor access to student information
Where necessary to provide tutoring, Xelarate may share relevant information about a tutoring request with the tutor selected for that session.
This may include information such as the student’s first name, year group, subject, topic or question and uploaded learning materials.
Tutors are expected to use student information only to the extent reasonably necessary to provide the relevant Xelarate tutoring service and to handle that information appropriately.
7. Service providers
Xelarate uses third-party services to operate different parts of the business.
These may include services for website hosting, online forms, payments, email, cloud storage and video conferencing.
Providers may include Framer, Tally, Stripe, Google and Zoom.
These providers may process or store information in accordance with their own systems, infrastructure and privacy practices.
8. Payments
Payments may be processed through third-party payment providers such as Stripe.
Where payment details are collected directly by the payment provider, Xelarate does not need to receive or store your complete payment-card details.
Xelarate may retain transaction information reasonably necessary for payment records, refunds, accounting and customer support.
9. Uploaded materials
Students may upload questions, screenshots, notes, documents or other learning materials to help Xelarate understand and provide the requested tutoring.
These materials may be accessible to Xelarate, relevant service providers and the selected tutor where reasonably necessary to organise or provide the tutoring service.
Please avoid uploading personal or sensitive information that is not necessary for the tutoring request.
10. Communications
Xelarate may use the contact information provided to communicate about tutoring requests, bookings, tutor matching, Zoom links, payments, refunds, support issues and other matters relating to the service.
Students, parents and tutors should ensure that the contact information they provide is accurate and current.
11. Overseas processing
Some technology providers used by Xelarate may process or store information outside Australia.
The countries in which information is processed may depend on the systems and infrastructure used by the relevant service provider.
12. Security
Xelarate takes reasonable steps to protect information from misuse, loss, unauthorised access, modification or disclosure.
However, no internet-based service, communication platform or electronic storage system can be guaranteed to be completely secure.
13. Data retention
Xelarate retains personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing services, maintaining appropriate business records, resolving issues and meeting applicable legal or accounting requirements.
When information is no longer reasonably required, Xelarate may delete, de-identify or securely dispose of it where appropriate.
14. Access and correction
You may contact Xelarate if you wish to request access to, or correction of, personal information we hold about you.
We may need to take reasonable steps to verify your identity before providing access or making changes.
15. Privacy concerns
If you have a question or concern about how Xelarate has handled your information, please contact us at support@xelarate.app.
We will review the matter and respond as reasonably practicable.
16. Changes to this policy
Xelarate may update this Privacy Policy as the service develops or our information-handling practices or legal obligations change.
The current version will be made available on this website with its latest update date.