Privacy Policy — Votre Tuteur
How Votre Tuteur collects, uses and protects your personal information under Quebec’s Law 25. Read your rights and write to our privacy officer anytime.
Notice
Read this first: a working draft, not a final policy
The text below is a working draft. It was written from the requirements of Quebec’s Law 25 — the privacy law that came out of Bill 64 — but it has not yet been reviewed by a legal advisor, and it does not yet describe, in detail, what the business actually does day to day.
Before this site goes live, this privacy policy has to be reviewed by a legal advisor and then adjusted to reality: the tools we actually use, the suppliers we actually retain, and the retention periods we actually apply.
Until then, read this document as a starting point for discussion, not as a binding commitment. If a sentence does not match a practice the business can honour, it has to be corrected or removed.
Who we are and what we collect
Votre Tuteur is an online tutoring service for students across Greater Montreal. The site is operated by Votre Tuteur. We collect personal information only when you hand it to us, plus a small amount of technical information while you browse.
The matching form, on the home page, collects a first name, a last name, an email address, a phone number, a city, your role (parent or student), the student’s school level, the subjects to work on, the goal you have in mind, your availability, how you prefer to be contacted, and whatever you write in the message box.
The application form, on the Tutor Jobs page, collects the applicant’s contact details, their education, their experience, the subjects and levels they can teach, their availability, their résumé as an uploaded file or link, and their motivation.
Browsing the site produces technical information: pages viewed, time spent on the page, device type, browser, display language and where the visit came from. It is collected only if you have accepted audience measurement, it is analyzed in aggregate, and it is never used to identify you personally.
Our forms never ask for a social insurance number, banking details or medical documents. In the message box, tell us only what we need in order to understand what the student is working on.
Why we collect it
Every field we ask for has one specific use. We do not collect anything just in case it might be handy later.
A tutoring request helps us understand the student’s situation, choose a tutor who fits the subject, the level and the personality, and then reach you to set up the first meeting.
An application lets us assess the profile, verify education and background, arrange the interview and share our decision with the candidate.
Technical information tells us which pages are genuinely useful, helps us fix display problems and shows where the site should improve. It is analyzed in aggregate, never one visitor at a time.
Some information is kept because the law requires it — billing records, for example.
If we ever wanted to use your information for a new purpose, we would explain that purpose first and ask for your agreement.
Your consent, and how to withdraw it
You consent to the collection by checking the box under the form, before you send it. That box is never pre-checked.
You can withdraw your consent at any time, without having to justify it, by writing to [email protected].
Withdrawing consent has a concrete consequence: if we can no longer use your information, we can no longer carry on with the matching or the follow-up. We will tell you so plainly before we act on your request.
A withdrawal applies going forward. It does not undo what was lawfully done while we had your agreement, and it does not touch the information the law requires us to keep.
How long we keep your information
The periods below are proposals: the business and a legal advisor have to confirm them before the site goes live. Once the period is over, the file is securely destroyed or made anonymous, with no way to trace it back to you.
- Tutoring request with no follow-up
- Kept for 12 months after the last exchange, then destroyed. That window leaves room for the families who come back to us the following term.
- Active client file
- Kept for as long as the service lasts, then 3 years after the last session, so we can answer a follow-up question or restart tutoring without starting the file over.
- Billing records
- Kept for 6 years after the end of the financial year concerned, as the tax rules require.
- Application that was not retained
- Kept for 12 months after the decision, in case a need opens up in the same subject. You can ask us to destroy it immediately, at any time.
- File of a tutor who has worked with us
- Kept throughout the collaboration, then 3 years after the last assignment, for the obligations tied to contracts and payments.
- Browsing information
- In Google Analytics, event data is configured for 2 months of retention and user data for 14 months. Aggregated reports may remain available longer.
Your rights
Quebec law gives you rights over the information we hold about you. One email to the privacy officer is enough to exercise them.
Access: you can ask what information we hold about you and receive a copy of it.
Correction: if information is inaccurate, incomplete or no longer needs to be kept, you can ask us to correct or delete it.
Withdrawal of consent: you can stop authorizing us to use your information at any time, as explained above.
Portability: you can ask that the information you gave us be handed back to you, or passed to another organization, in a common computer format.
Complaint: if our answer does not satisfy you, you can file a complaint with the Commission d’accès à l’information du Québec, the provincial privacy regulator, which has the power to investigate.
We answer free of charge, within 30 days of receiving your request, as the law requires. We do have to verify your identity first, so that your information never ends up with someone else.
Law 25
Person responsible for protecting personal information
The business’s published contact for the protection of personal information is shown below.
Privacy officer: Votre Tuteur. Email: [email protected]. Write to that address with any question, any access request and any complaint.
Security and transfers outside Quebec
Exchanges with the site are encrypted (HTTPS). Access to files is limited to the people who need it for their work, protected by separate passwords, and removed the moment someone leaves the team.
No measure is perfect. If a confidentiality incident presented a risk of serious injury, we would inform you, notify the Commission d’accès à l’information and log the incident in a register, as the law provides.
Some suppliers may host or process information outside Quebec — elsewhere in Canada or in the United States. Before we entrust anything to them, we have to assess whether the protection offered is equivalent to what is required here, and frame the transfer in a contract.
Minors and parental consent
Most requests reach us from a parent or legal guardian, for a student in elementary school, in high school (Secondary 1 to 5) or at Cégep.
For a child under 14, only the parent or the person holding parental authority can consent to the collection of their information. Please do not fill in our forms on behalf of a child under 14 if you are not their parent or legal guardian.
From age 14, a young person can consent on their own. We still encourage parents to stay involved: school follow-up works better when home is in the loop.
If we learn that information about a child under 14 reached us without a parent’s consent, we destroy it.
Contact us, and updates to this policy
For any question about this privacy policy, write to [email protected]. For anything else about the service, write to [email protected].
Votre Tuteur has no office open to the public: administrative exchanges happen by email and by phone. Sessions are held online and, when a tutor accepts the travel, in the student’s home.
The date of the last update appears at the top of this page. If we change something important — a purpose, a supplier, a retention period — we will say so clearly and, where needed, ask for your consent again.