We collect account and profile details you provide, such as name, email, role, language preference, and optional contact or location details used for tutoring coordination. We also ask for your date of birth when you create an account. We use it for two purposes only: to check that you meet the minimum age for the type of account you are opening, and to decide whether usage data starts on or off for your account (see the usage data section). It is never shown on your profile or shared with a tutor or student.

Accounts a parent or guardian manages (where Plumy offers them): if a parent or legal guardian (in this paragraph, the guardian) creates a student account for their child, they give us the child’s name and date of birth and how they are related to the child (as a parent, a legal guardian or otherwise), and they consent, for the child, to the child’s use of Plumy as this policy describes. We keep a record of that consent: who gave it, when, and under which version of this policy. The child’s date of birth is used for the same two purposes as anyone else’s and is never shown to a tutor. The guardian sees what the child sees on Plumy, including the child’s sessions, messages with their tutor, shared files, recordings, transcripts, notes and progress, books sessions for the child, and is notified of the child’s activity. If the child signs in with a username, any email about their account goes to the guardian. The child’s tutors see the guardian’s name, and the guardian can also write to a tutor in a conversation of their own, which the child does not see. Sessions the guardian attends without the child are never used for the child’s AI notes or progress. The guardian can make privacy requests for the child using the address below. The record of who manages the account, and since when, is kept for as long as the child’s account exists.

We collect platform activity data needed to provide core features, including availability settings, booking records, session metadata, messages, shared files, support interactions, the questions tutors ask the AI assistant and the questions students ask it, and, when a session is recorded, session recordings, transcripts, and the notes and progress records generated from them (see the recordings and AI features section).

We may also collect technical and security data such as basic device, log, and authentication information to maintain service reliability, prevent abuse, and investigate incidents.

When you are signed in, we also collect usage data (the pages you visit, the features you use, your type of device, and the approximate size of your browser window), as described in the usage data section, which also explains how to turn it off.

When you are shown the Terms of Service and this policy, or a notice that either will change, we keep a record of the version, when you saw it, and in which language, and of the notice emails we sent you, so we can show what you were told.

Free rooms: anyone can open a free room on Plumy, for a video call, a whiteboard and a chat, without an account. We do not keep a record of a free room: no account, no recording, and no list of who took part. To find and fix connection problems, we keep a technical log of each call for 30 days, noting things like when each device joined, lost its connection and left, and how well the call ran. It names no one: each device appears as the host or a guest, with no name, account, network address or room link. A tutor’s own room is not a free room: the next paragraph says what it keeps. The name each person types is shown to the others in the room and remembered only in their own browser. If you rate the quality of a call after leaving it, we keep that rating, and the problem you picked if there was one, for 12 months, without your name, the room’s link or anything else that identifies you or the room. Your browser remembers your rating so that you can change it or take it back. We use that log and those ratings, which name no one, to count how free rooms are used (how many rooms are opened, how long calls last and which tools are used) and to improve them, and we count how many people who opened a free room later create a Plumy account, as a number only, never tied to the account. The call and its setup messages are carried by our real-time and video connection providers. Once the host lets someone in, their two devices connect directly to each other where the network allows, so each device may learn the other’s network (IP) address, as it does in any direct video call. The setup messages that carry those addresses are sent only to those two devices. Calls that cannot connect directly are carried by a relay service instead. We keep a short-lived count of the rooms opened from each network address to prevent abuse. A room’s link stops working 4 hours after the room is opened.

Tutors’ rooms: each tutor has a room of their own on Plumy, at an address that does not change. Anyone who has the address can ask to join, only the tutor lets them in, and the room names whoever waits at its door to the tutor alone. A call the tutor lets someone into is kept as one of the tutor’s sessions, and what this policy says about sessions applies to it. A student signed in to Plumy whom the tutor lets in is connected with that tutor, as when a tutor accepts a student’s request, and the room says so before they ask to join. For anyone else, or a student who cannot be connected, the session keeps the name they entered at the door, or the name on their account, which only the tutor sees with their sessions. That name is kept as long as the tutor keeps the session and is deleted when the tutor’s account is closed, and anyone can ask us to delete it sooner. Calls with a guest are never recorded.

Group sessions: if a tutor holds a session with several students at once, we keep the same records about it as about any session, for each student booked in it. In the session, students see each other’s first name and the initial of their last name only, and each student’s camera is off when they join until they turn it on. Records about one student, such as their attendance and progress, are shown only to that student and the tutor, never to the other students. A group call is carried by video servers we operate in Canada rather than by a direct connection between devices, so participants do not learn each other’s network (IP) address.

We use personal information to create and maintain accounts, connect students and tutors, manage availability and bookings, deliver messaging, file sharing, session recording, AI-assisted session notes, agendas, and progress tracking, and an AI assistant that answers tutors’ questions and the questions of students, and provide support.

We use usage data (the pages visited and features used) to understand how Plumy is used and to improve it, as described in the usage data section.

We use information for safety and integrity purposes, including fraud prevention, policy enforcement, abuse detection, and service security monitoring. Authorized Plumy staff can access account and session information, including messages, shared files, recordings, transcripts, and generated documents, to provide support, investigate misuse, and keep the service secure.

Where applicable, we use information to comply with legal obligations and to enforce our Terms, while respecting rights that cannot be waived under applicable law.

Information is shared with other users only as needed for platform functionality, such as showing relevant profile and booking details to session participants.

Either you or the tutor or student you work with can end your connection at any time. Sessions between you that have not started are cancelled, and you can no longer book sessions, exchange messages or files, or add recordings. The history you built together (past sessions, messages, shared files, transcripts and notes) stays readable to both of you, view only, under the same retention rules as before, because it is both people’s record: neither of you can change it, though each of you can still delete your own files, recordings and messages. Neither of you sees the other’s location any more, apart from where your past sessions took place, and a tutor no longer sees updates to a former student’s subjects, school level or progress. Either of you can invite the other to reconnect. A connection only reopens when the other person accepts. Someone who does not want those invitations can stop them without the sender being told.

We may use service providers to host infrastructure, process data, and support operations. These providers are expected to handle information under appropriate contractual and security controls.

We may disclose information where required by law, legal process, or where reasonably necessary to protect users, rights, or platform security.

Tutors can record tutoring sessions. Depending on the tutor’s plan, an online session may be recorded as audio or as audio and video, and an in-person session may be recorded as audio; sessions on the free tutor plan are not recorded. During an online session, while a recording is active, a visible “Recording” indicator is shown to everyone in the room, including guests who join through a session link. For in-person sessions, the tutor is responsible for telling everyone present that the session is being recorded.

Recording a group session: a group session can be recorded only once every student booked in it has agreed. Its recording holds the tutor’s camera and screen shares and every participant’s voice, never a student’s camera. The recording and its transcript are available to the tutor and to every student booked in that session, since each of their voices is in it, while the drafts generated from it stay with the tutor, as for any session. It is kept and deleted on the same terms as any other recording.

When a session is recorded, we use third-party artificial-intelligence services to transcribe the session audio and, on eligible tutor plans, to generate session notes, a suggested agenda for the next session, suggested additions to the tutor’s running summary of the student, and, for supported subjects, an automated estimate of the student’s progress across topics, with a score and short reasoning. These outputs are produced from the session transcript and, for the progress estimate, the student’s earlier progress estimates. The transcript and progress estimates are available to you and the other session participant. The generated notes, agenda, and summary suggestions are working drafts for the tutor: they are shown only to the tutor among the session participants, who decides what to add to the notes, agenda, and summary shared with the student.

Tutors can also ask an AI assistant in Plumy questions in plain words about their past sessions, their schedule, the files in their library, or how Plumy works, whether or not their sessions are recorded. To answer, we send the question to a third-party artificial-intelligence service together with the parts of the tutor’s own records that match it: passages of session notes, agendas, and transcripts; the date, subject, and status of sessions, and whether they were online or in person; and the names of files and folders. To find those passages, Plumy keeps a searchable copy of the text of the tutor’s session notes, agendas, and transcripts. The answer is shown only to that tutor, with links to the sessions and files it is based on and, for a session, a short quoted passage of its notes, agenda, or transcript.

Students can use the same AI assistant. It answers their questions about their own sessions with their current tutors, their schedule, the files they share with their tutors, or how Plumy works. To answer, we send the question to the same third-party artificial-intelligence service together with the parts of the student’s own records that match it: passages of the notes and agendas their tutors wrote for their sessions and of those sessions’ transcripts, never the tutor’s working drafts; the date, subject, and status of their sessions, and whether they were online or in person; and the names of files and folders they share with their tutors. To find those passages, it uses the same searchable copy. The answer is shown only to that student, with links to the sessions and files it is based on, and is not shown to their tutors. The assistant tells students that it is an AI. It does not help with schoolwork: instead, it offers to put the question in a message to the student’s tutor, which is sent only if the student sends it. If a message suggests that someone may be in danger, it shows help lines instead of an answer. We offer it to students in keeping with the privacy and child-safety laws that apply to Plumy and with our AI service’s rules for services used by minors.

Automated progress estimates are indicative aids for tutors and students. They are not a formal evaluation, grade, or decision, and a tutor remains responsible for interpreting them. If you would like to know more about how an automated estimate about a student was produced, you can contact us using the address below.

Session recordings, transcripts, and generated documents are stored in Canada with a cloud storage provider. Some processing (including the AI transcription and analysis described above, and the real-time connection that carries an online call) is performed by service providers that may be located outside your province or country, including outside Canada. Recordings are deleted 12 months after they are saved to Plumy: when an online session is recorded, or when a tutor uploads the recording of an in-person session. A tutor can also record an online session without keeping its audio: that audio cannot be played or downloaded, and it is deleted as soon as its transcript is made, or 7 days after it is saved if no transcript can be made. The transcript and the documents generated from it are kept, so your history stays available: the transcript to you and your tutor or student, and the working drafts to the tutor alone, apart from the staff access described in the section on how we use information. See the retention and rights section below.

When you are signed in and usage data is on, we collect usage data about how you use Plumy: the pages you visit within the platform, the features you use, such as booking a session, sending a message, or joining a video call, the type of device you use (phone, tablet, or computer), and the approximate size of your browser window. This data is tied to your account identifier, so that we can tell one account’s use from another’s. While usage data is off, we collect none. It never includes your name, email address, messages, files, recordings, transcripts, addresses, or date of birth, and a page visit is noted by the type of page rather than its full address, so it does not name the people you work with.

We use this data to understand how Plumy is used and to improve it: for example, to see which features are used, where people get stuck, and whether a change helped. It is processed for us by an analytics service provider located in the United States, under the safeguards described in the sharing section. Usage data is kept for up to one year; the account-level details attached to it while usage data is on (your role, plan, language, onboarding stage, and the month you joined) are kept until your account is closed.

Usage data is on by default for signed-in accounts, except for anyone who was a minor when they created their account, or whose age then we cannot tell: for them it stays off, even once they come of age, until they turn it on. You can turn it on or off at any time in your profile, under “Usage data”. Switching it off takes effect right away: from then on, we collect no usage data from your account. We also honour the “Do Not Track” and “Global Privacy Control” signals your browser can send: while either is on, we collect no usage data from that browser, whatever the setting in your profile.

When you close your account, we ask the analytics provider to delete the usage data tied to your account identifier. Students’ usage data is protected and deleted in exactly the same way as tutors’ and is turned on or off in the same place, and for students who were minors when they created their account it is collected only once they turn it on.

We retain information for as long as needed to provide the service and its history, meet legal obligations, resolve disputes, and enforce agreements. Recordings are deleted 12 months after they are saved to Plumy, or sooner when a tutor records without keeping the audio; the one exception is a report under review, described below. Transcripts, notes, and your progress history are kept while your account is active, so they stay available to you and your tutor or student, except the tutor’s working drafts, which stay with the tutor alone. You can delete your own recordings and files at any time; what happens when you close your account entirely is described in the next paragraph.

When you close your account, your sign-in credentials, your profile, and anything only you could see are deleted, except your name. Your sessions, messages, shared files, and the transcripts and summaries built from your sessions remain available to the tutor or student you worked with: that record is their personal information as well as yours. They still see your name on it, marked as a closed account, so they know whose record it is, and where your past sessions took place, but not your picture, contact details or any other location. Your name is removed once none of them has an account any more, or sooner if you ask us using the address below, and you then appear only as a former user. What was said in a session or written in a message is kept as it was said and written. Closing your account signs you out for good, so download a copy of your data from your profile before you close it. The session audio and video of your sessions are destroyed 30 days after closure, which is how long the other participant has to save their copy. Where a pair of accounts are both closed, the shared record between them is destroyed in full.

The same applies in the other direction. When someone you worked with closes their account, your shared record stays with you (your sessions, messages, files, transcripts and notes), and you still see their name on it, marked as a closed account, until it is removed as described above. Any sessions you had booked with them are cancelled at no charge, and the session audio and video you recorded together are destroyed 30 days later, because their voice is in those recordings. We notify you when this happens and tell you the date, so you can save anything you want to keep.

Some information is kept past account closure because the law requires it. Where you have been billed or paid through the platform, the identity and transaction details tied to those records are retained for six years after the end of the tax year they relate to, as Canadian tax law requires, and are then destroyed.

Reports: if you report someone, we keep your report (the reason, what you wrote, whom you reported and when), with a copy of your recent messages with that person and their name and email address at that moment, so our team can review it. Only authorized Plumy staff see a report, and the person reported is never told who made it. While a report about an account is under review, we keep the information about that account the review needs, its session recordings and the records it shares with others included, even past the deletion periods in this policy or after the account is closed, until the review ends. A report and its copy are deleted 12 months after the review ends. After a review, an account may be suspended: its owner can then only see why, ask for the decision to be reviewed and download their data, and its sessions not yet started are cancelled.

We apply reasonable technical and organizational safeguards to protect personal information, but no system can guarantee absolute security.

If a confidentiality incident involving your personal information occurs and presents a risk of serious injury, we will notify you and, where Quebec law requires it, the Commission d’accès à l’information, and we maintain a register of such incidents.

Depending on applicable law, including in Canada and Quebec, you may have rights to request access, correction, or deletion of certain personal information, subject to legal limits and verification requirements. You also have the right to receive the personal information you provided to us in a structured, commonly used technological format. The data download available from your profile is provided for that purpose.

The person in charge of the protection of personal information at Plumy is the President of Plumy Inc., reachable at the address below. You may contact them to exercise your rights of access, correction, deletion, or portability, to withdraw consent, or to raise any concern about how your information is handled. If you are not satisfied with our response, you may also file a complaint with the Commission d’accès à l’information du Québec (cai.gouv.qc.ca) or, for matters under federal law, the Office of the Privacy Commissioner of Canada (priv.gc.ca).

For users in Canada, Plumy aims to operate in line with applicable privacy requirements, including federal privacy obligations where applicable and Quebec privacy requirements, including Law 25 obligations where applicable.

Some of our service providers, including our hosting, email delivery, AI processing, real-time video, and usage analytics providers, may store or process personal information outside your province or country, including outside Canada, while session recordings and transcripts are stored in Canada. Where information is processed outside your province or country, we seek to apply safeguards appropriate to its sensitivity.

If we make material changes to this policy, we will post an updated effective date and provide additional notice where appropriate.

For privacy questions or requests, contact us using the address below and include enough detail for us to identify your account and request.