Last updated: September 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:
Student, parent or customer information
name
email address
mobile number
school year or year group
subject
tutoring topic, question or area of difficulty
requested or 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.
Tutor and tutor-applicant information
name and contact details
application and interview responses
qualifications, experience, subjects and year levels
Working With Children Check information and evidence
work-rights and onboarding confirmations
Australian Business Number information
bank and superannuation details required for payments
availability, session assignments and payment records.
Xelarate may also collect technical information generated when someone uses the website, forms or online classroom, such as device, browser and basic usage information.
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 the website, forms and Xelarate online classroom.
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.
• verify tutor applications, onboarding information and Working With Children Check status
• manage tutor availability and session assignments
• calculate and process tutor payments and superannuation where applicable.
6. Tutor access and communications
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. Tutors must not use student information for any purpose outside the assigned Xelarate session.
Xelarate may also use WhatsApp for tutor communications and session coordination. Tutors who join a Xelarate WhatsApp group should be aware that their phone number and WhatsApp profile information may be visible to other group members, depending on their WhatsApp privacy settings.
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, messaging and the Xelarate online classroom.
Providers may include Framer, Tally, Stripe, Google, WhatsApp and Xelarate’s online-classroom provider. These providers may process or store information using their own systems and infrastructure and in accordance with their own privacy practices.
Xelarate may also disclose information where required by law or where reasonably necessary to protect the safety, rights or wellbeing of a student, tutor or another person.
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 receive or store complete 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, Xelarate online classroom access details, 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 third-party service providers used by Xelarate may process or store personal information outside Australia, including in the United States and other countries in which those providers or their subprocessors operate.
Where personal information is handled overseas, Xelarate takes reasonable steps to ensure it is handled in accordance with applicable privacy requirements.
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. Some information may be retained where reasonably necessary for legal, tax, accounting, safeguarding or dispute-resolution purposes.
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.