Privacy Policy

When you create a student or parent account (by invitation, or after a paid enrolment), we collect and keep:

• Sign-up form (required): full name (2 to 100 characters), email address, password (8 to 72 characters, kept only in hashed form by our authentication provider), and a tick to confirm you accept the Terms and Privacy Policy. Parents also use their invite link, which carries a one-time token.
• If an account is created from a paid enrolment link instead, the form asks for the student's full name, email and password and, optionally, a parent's full name, email and password.
• Stored with the account: a unique account ID, role (student or parent), full name (split into first and last name for students), email address, account status (pending, approved or rejected) and approval date, the programme group name (set by us), your email-notification preference (on by default) and when the account was created and last changed.
• Sign-in data held by our authentication provider (Supabase): hashed password, when the email was confirmed, when you last signed in, and the session cookie that keeps you signed in.
• A record of the version of the Terms and Privacy Policy you accepted and the time you accepted it.
• For parents and guardians: the invite token and invited email address, the link between the parent account and the student account, its status (pending, accepted, declined or revoked) and the dates it was invited, accepted and notified. Revoked links are kept rather than deleted.
• A student can edit their own display name, current grade, target grade and email-notification preference. A parent can edit their own display name and notification preference. Students and parents do not enter a phone number or photo on their account.

Our public forms need no account. Every form requires you to tick that you understand how we use the information, and uses a security check (Cloudflare Turnstile). We keep the following:

• Contact form (all required): student name, email address, phone number, subject of interest and a message (10 to 2,000 characters).
• Free first grind / group interest form: subject of interest (required), school year (required), exam level (required), current grade (required), target grade (required), plan of interest (required), preferred date and time (required except for group plans), whether the person booking is the student or a parent (required), student name (required), parent or guardian name (required if a parent is booking), email address (required), phone number (required if a parent is booking; we do not ask a student for a phone number on this form) and notes (optional, up to 1,000 characters). If you ask to join a group that is not yet running, we keep the same details, without the preferred date and time.
• Free parent checklist: name, email address, phone number (all required) and school year (optional). We add the subject (Leaving Cert Maths) ourselves.
• Collected automatically with every enquiry: the IP address and browser type (user agent) of the device that submitted it, the date and time, and that it came from the website. We also keep the page you first landed on and any campaign details in that page's web address (utm_source, utm_medium, utm_campaign, utm_content, utm_term) and the website you came from (its domain only), so we can see which of our ads or links led to an enquiry. Only if you chose Accept analytics and ads, we also keep the ad click identifiers in the web address (gclid for Google, fbclid for Meta) and Meta's browser cookie values (_fbc and _fbp), together with a note that you consented. If you chose Necessary only or Accept analytics, we do not keep these click identifiers or cookie values.
• Added by us as we handle the enquiry: its status, the date it was admitted or declined, the reason and the channel (email or WhatsApp) we used to tell you, the invite token and expiry, the free lesson(s) booked, and links to any account that was later created from it.
• Each enquiry is also emailed to our business mailbox with everything you entered (not the IP address).

Our tutor sets or updates most of the following, from your enquiry, so you do not enter it again:

• School year, subject(s) enrolled (up to two), exam level (for example Higher or Ordinary), current grade and target grade (copied from your enquiry and editable by the student), plan or tier, assigned tutor, and programme group.
• Billing standing (for example good standing or overdue), and any dashboard-access override dates we set.
• Until we set these from your enquiry, a new student account holds placeholder values that are not your real details.

This is what the student enters on the platform, or what our tutor records about the student's work. Parents of a paying child can see most of it (see section 6).

• Starting-point (intake) survey, entered by the student: subject, latest exam type (Christmas or summer), percentage, grade and optional date, optional notes on what to improve (up to 2,000 characters; not used for group plans), a confidence rating from 1 to 5 (or not covered) for every topic, focus topics, and class-test percentages by topic with an optional date. We no longer ask for school report comments.
• Pre-first-lesson assessment and diagnostics: the student's answers, score, topic breakdown, weak areas, recommendations, confidence in each answer, and when it was completed. Our tutor adds notes and a due date.
• Lesson preparation (paying students): whether the student is attending, a confidence rating from 1 to 5, an optional question (up to 1,000 characters) and an optional anonymous tick. The account is still stored with the row. Tutor screens, tutor emails and notifications show an anonymous question without a name or ID, but the student's attendance and confidence rating are still shown, and in a one-to-one lesson or a small group the tutor may be able to work out who asked.
• Confidence re-ratings: the before and after rating for a topic, the lesson and the time.
• Questions to tutor: subject, topic, question (10 to 2,000 characters) and a consent tick for the community question bank. Our tutor adds the answer, an optional resource link and the date answered. Older questions may have a screenshot attached.
• Anonymous group questions: group, subject, topic and question text. The question itself holds no student ID. Separately, our system stores which account submitted it, so a student can see their own history and so that questions count towards that student's weekly progress figures (the number of questions asked each week, which a tutor and a linked parent can see). No screen or tutor tool shows who asked a particular question, but the weekly number can reveal that a student asked one.
• Homework and assignments: whether it is complete and when, the student's written answer or notes (up to 2,000 characters), and, if the student cannot do it, the reason (10 to 2,000 characters). Multiple-choice answers record the option chosen, whether it was correct and the number of attempts. Our tutor adds a mark, feedback and date.
• Post-lesson quizzes: each attempt, the score, answers chosen and whether each was correct. Our tutor adds marks and comments for written parts.
• Class tests: when the student started and submitted, marks, percentage, grade, marks per question, whether it was self-marked or tutor-marked, and tutor feedback.
• Mock exams: the student's topics note and message (free text), the request date and due date, our reply and decision, and the result (marks, percentage, grade, marks per question, tutor feedback).
• School or test scores logged by a student: subject, topic (optional), type of test, date and percentage.
• Year plan: a plan prepared by our tutor for the student's cohort or the individual. The student does not enter data.
• Wins and progress updates (written by our tutor or generated by the system): title, description and date. Progress reports hold a title, message, recommendation and subject. Progress figures are computed from the data above, such as attendance rate, average confidence, questions asked, lessons attended and topic mastery.
• Attendance and lesson feedback (our tutor, per lesson): attended, late or absent; homework done, partly done or not done; written feedback shared with the student and family; a student-only note; and a parent-only note. A student never sees the parent-only note and a parent never sees the student-only note.
• Tutor private notes about a lesson or student, which only we can read. These can include what was covered, how the student did and a mid-week mission.
• Notifications we create for students, parents and our tutor (event, summary, link, read time). Our tutor notification stores the student's name. We also record when a parent has seen an item.
• Review prompts: if we ask you to leave a Trustpilot or Google review, we record who we asked, the platform, the link, who sent it and when it was dismissed.
• Older student screenshots from before uploads were removed, which remain read-only.

• Lesson schedules, attendance-related information, join links, and lesson metadata (including whether a lesson is a complimentary free first grind).
• Zoom audio and video, and cloud lesson recordings. Lessons run on Zoom. Every lesson is recorded to the cloud and there is no opt-out for a lesson. The recording captures the tutor and the students on the call (video, voice, and on-screen content, including a student's name as displayed). Zoom shows a recording notice when you join, and our Terms and pricing pages say all lessons are recorded. Recordings are stored in Zoom's cloud in the EU (Zoom is a US company, so see section 8 about access from outside the EU). Recordings are available in the platform for up to 14 days after the lesson ends, after which Zoom deletes its copy automatically and the link stops working. Recordings are opened with a Watch recording button on the logged-in lesson page, which opens the recording on Zoom's website in a new tab. Our recording emails link to the logged-in lesson page, never to the Zoom link. Recording access is available to entitled (paying) students and linked parents of paying children, plus staff for that lesson. As one exception, a student who has never paid, and their linked parent, can watch the recording of their complimentary free first grind. That access does not depend on payment, and lasts for as long as the recording is available (up to 14 days after the lesson ends). Students and parents of any other unpaid lesson, and former paying students whose billing has lapsed, do not get recording access. In group lessons, classmates’ image and voice may appear in a recording. Because a family attending a free first grind may be placed in a class that already has paying students, they can watch that class's recording, so paying students may be seen by them. If a student does not want to appear on camera, they may keep their camera off and use the chat; please tell us in advance if you have a concern about recording. A parent or guardian can email us to ask that a recording showing their child be removed or restricted, and we will deal with the request promptly.
• Messages and support communications sent through the platform, contact forms, free first grind requests, lead magnets, and service emails (such as admission invites, lesson reminders, billing notices, review prompts, and account updates).
• Homework support line (WhatsApp). Our mid-week homework support line runs on WhatsApp through a tutor’s own phone number. When you message it, the content of your messages, your phone number and profile name are processed by WhatsApp (Meta), which acts as an independent controller under its own terms. We receive and may keep the messages and any homework question you send, and the tutor’s phone is a personal device, so please use the line only for homework questions: do not send photos or videos of a child’s face or anyone else’s, personal or sensitive information, or school, address or health details. Do not add other families to a chat. Use is optional; you can ask for help by email or through the platform instead. Photos or PDFs of written working (for example class-test workings) may be sent over WhatsApp and are kept on the tutor's phone. We may also use the same WhatsApp account to message you about your enquiry or to send an invite link.

Payment is taken only on Stripe-hosted pages. We never see or store card numbers.

• Enrolment form (a parent or other authorised payer): full name (2 to 100 characters), email address, plan, pricing track, subject and the linked student. The email is passed to Stripe to pre-fill checkout.
• Kept for each enrolment: payer name and email, plan, pricing track, subject, Stripe customer, subscription, payment and checkout IDs, payment link, status, dates (admitted, period end, cancelled, cancel at period end), and the date and time the parent's consent was recorded when the paid checkout activated.
• Payment confirmations from Stripe: before paying, Stripe collects only the payer's name and email address (plus the card details, which only Stripe sees). We keep the whole payment event record Stripe sends us: it contains that name and email, the amount, currency, and subscription and payment status. It does not contain card details. Depending on how a checkout is set up, it can also include a billing country or postcode, or a phone number, if you enter one.
• Payments we cannot match to an account: buyer name and email, amount and Stripe IDs, until we resolve them.
• A log of billing and lesson-reminder emails (event type, recipient email addresses, and the email provider's message ID, with the time sent).
• Older term, instalment and annual plans: student, parent and purchaser IDs, amounts, plan and Stripe IDs, kept for our records.

We keep very little technical data about you:

• The IP address submitted with an enquiry form (see section 3.2).
• Hashed rate-limit keys, built from IP address, email or token and stored as a one-way hash (pseudonymised, not anonymous), to slow down repeated sign-ins or form submissions.
• Authentication session cookies (sb-*) that keep you signed in, short-lived (about two hours) invite and checkout cookies, and your cookie choice stored on your device (nll-cookie-consent-v2).
• For staff accounts only: a masked IP address (last part removed) in a security alert email after repeated failed sign-ins.
• When you submit a public form or sign in, Cloudflare Turnstile checks that you are not a bot and receives your IP address and browser details for that purpose.
• If you consent on a public page: Google Analytics, Google Ads and Meta cookies and identifiers (see our Cookies Policy). These never run inside the student, parent or tutor portals.
• Our authentication provider (Supabase) also keeps the IP address and browser type of sign-ins.
• If you chose Accept analytics or Accept analytics and ads on a public page, campaign details from the page address (UTM values, the page you landed on and the website you came from) are saved on your device in local storage (nll-attribution-v1) for up to 30 days so we can tell which ad or link led to an enquiry. The site also saves a light or dark theme preference on your device.
• Our admin audit log records which action our administrator took, on which account, and when; it does not record personal details.
• Email service logs: our email provider (Resend) keeps delivery logs of the emails we send, and our server logs may show an email subject line (which can include a student's name) or, for a suppressed email, the recipient's address. We do not log message bodies.
• Hosting and sign-in providers (Vercel and Supabase) keep their own standard operational logs, which we do not control in detail. See their policies.

For each lesson we keep: title, subject, topic, date and time, the Zoom join link and meeting ID, a link to the recording (which stops working when Zoom deletes the recording, about 14 days after the lesson ends), the session recap, links to worksheets and solutions, whether it is a free first grind, which students are on it, and when the recording email was sent. Only the lesson title is sent to Zoom when we create the meeting; the host start link is kept separately and only we can see it.

Where we process children's personal data, we take particular care in assessing necessity, proportionality, and safeguards. Under the GDPR, where consent is the legal basis for an online service offered directly to a child, a child must be at least 16 (Member States may set a lower age, not below 13), and below that age consent must be given or authorised by the holder of parental responsibility. We do not collect dates of birth and we do not automatically check a student's age. Where a student is under 16, a parent or guardian must authorise their use of the Services and any processing that relies on consent. A student's free account is created from an invitation we send after an enquiry, usually to the parent or guardian who made the enquiry, and a parent or guardian must enrol and pay for any paid plan, which is how we obtain parental authority. If we learn that a student under 16 has no parent or guardian involved, we will pause the account until one confirms. Most of our processing relies on contract and legitimate interests rather than the child’s consent. Where we do rely on consent (for example sharing a question in the community question bank), the choice is not pre-selected.

Enquiries from young people. Students aged 12 to 18 sometimes contact us through the website themselves. A student under 16 cannot give their own consent online. If an under-16 contacts us we may reply once to answer a direct question, but we ask that a parent or guardian make or confirm the enquiry. We will not enrol, send further marketing to, or collect further information from an under-16 without a parent or guardian. Students aged 16 and 17 may enquire and create a free student account themselves, but a parent or guardian must enrol and pay for any paid plan. Students aged 18 or over contract and consent for themselves.

We do not knowingly use children's data for profiling for marketing purposes. Educational processing is limited to delivering and improving tutoring and related support.

For a child who has never paid, parent visibility is more limited. A parent can see a compact summary of the starting-point (intake) survey once the student has completed it, the pre-first-lesson assessment results (score, topic breakdown, weak areas and recommendations), the year plan, the child's upcoming lessons and their tutors. This is visible even without payment, and parents cannot edit survey answers. For a child who has never paid, the parent can also see the session recap, the student-facing feedback, the parent-only note and the recording for the complimentary free first grind lesson only (see section 3.5). A parent does not see the full dashboard, homework list, quiz statistics, or recordings of any other lesson. If a child was previously a paying student and billing has lapsed, the parent sees only that child's billing status and payment links, and not learning content.

Parents do not see the student-only private note on tutor feedback, other students' names, emails or answers, or the identity of anyone who submitted an anonymous question. Students do not see the parent-only tutor note, and neither students nor parents see the tutor's private lesson notes. Students cannot see their parent's email address in the app.

Only we can link, relink or revoke a parent–student link; a student can accept or decline a pending invite, and we send the student a security email when a link is accepted. When a parent and a student create accounts from the same enquiry or the same payment, the link is created and accepted automatically and we email the student to tell them. If a link ends or an account is revoked, parent access to that student's data is removed. We keep a record of the revoked link rather than deleting it.

We use trusted providers to host and operate the Services. Where they act as our processor, they process personal data on our instructions under processor terms and only as needed to perform their services. Some, such as Stripe for payment processing, also act as an independent controller for their own purposes. Key categories include:

• Hosting, database, and authentication infrastructure (including Supabase and Vercel).
• Payment processing (Stripe), via Stripe-hosted Payment Links. Card data is processed by Stripe, not stored on our servers.
• Email delivery (Resend) for transactional and service messages, and our own business mailboxes (Google Workspace / Gmail and Zoho Mail), which receive enquiry alerts and hold the emails we send to and receive from families directly.
• Video conferencing and cloud recording (Zoom) for live lessons and recordings.
• Security checks on public forms and DNS (Cloudflare, including Turnstile).
• Analytics and advertising, only after you consent: Google Analytics 4, Google Ads, and Meta Pixel. Where you choose Accept analytics and ads, we may share page views, conversion or lead events (the form name and plan or subject of interest, never your name, email or phone), and technical identifiers such as cookie IDs and approximate location with Google and Meta to measure which ads lead to enquiries and to show our ads to people who have visited our site. These tools run on public marketing pages only. We send consent signals to Google (Consent Mode: ad storage, analytics storage, ad user data and ad personalisation) so that nothing is stored or personalised unless you agree. Where you choose Accept analytics and ads, when you submit an enquiry or later enrol, our server may also send Meta a matching lead or enrolment event (with the amount paid, for an enrolment). It contains technical identifiers only: Meta's cookie values (_fbc and _fbp), your IP address and your browser type. It never contains your name, email address or phone number. It uses the choice you made when you submitted the enquiry; if you later change your mind, email us and we will stop sending events and delete the stored identifiers. We do not send hashed email addresses or phone numbers to Google or Meta; if that ever changes we will update this policy and ask for your consent first. Where we and Meta both decide how advertising data collected through the Meta Pixel is used, we act as joint controllers with Meta for that limited purpose (Meta's terms are at facebook.com/legal/terms/businesstools). Google may act as an independent controller for some data it collects through its own tags. We do not use educational records, student portal activity, or logged-in app learning data for advertising, profiling, audience building or behavioural ad targeting, and we do not set out to target ads at children (ad platforms decide who sees an ad, so we cannot control this completely).
• Embedded or linked media you choose to load (YouTube, Google Drive), which may set their own cookies.
• Messaging tools you choose to use for homework support (WhatsApp / Meta, used through a tutor’s own phone number), which are independent controllers of data processed on their platforms.

Tutors and authorised staff may access free first grind requests, student questions, profiles, educational content, and related information needed to teach, support, schedule, admit students within capacity, and administer the Services, subject to role-based access controls.

As described above, linked parents and guardians may view authorised information about their connected student.

We may disclose personal data if required by law, court order, or regulatory request, or where we believe in good faith that disclosure is necessary to protect the vital interests, rights, safety, or security of a person, our users, or the Services, or to investigate fraud or abuse.

If we restructure, merge, sell, or transfer assets related to the Services, personal data may be transferred as part of that transaction under appropriate confidentiality and data protection arrangements. We will continue to protect personal data in line with this policy or provide notice of material changes.

When personal data is no longer required, we delete it or irreversibly anonymise it where reasonably possible. Backup systems may retain residual copies for a limited time until overwritten in the ordinary backup cycle; deleted data is not restored from a backup into the live service except to recover from a failure.

To exercise these rights, email info@nextlevellearning.ie (preferred) or use our contact page. We may need to verify your identity before responding. Where a request concerns a child's data, we may require the request to come from a parent or guardian, or to demonstrate appropriate authority.

We will respond within the timeframes required by law (generally one month from receipt of a valid request, extendable by up to two further months in complex cases with notice). Some rights are not absolute; we may refuse or limit a request where an exemption or restriction applies, and we will explain our reasons where we are permitted to do so. Where requests are manifestly unfounded or excessive, we may charge a reasonable fee or refuse to act, as the GDPR permits.

In Ireland, the supervisory authority is the Data Protection Commission (DPC): https://www.dataprotection.ie. You may also contact the DPC by post at 21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland. If you live elsewhere in the EEA, you may complain to your local supervisory authority.