Privacy Policy

About This Privacy Policy

TutorMunk (ABN: TBC, ACN: TBC) provides in-person tutoring to primary, high school and senior school students across South-West Sydney. Sessions are delivered face to face in the family home or at our tutoring centre at Gregory Hills. TutorMunk does not deliver online or remote tutoring.

This Privacy Policy explains how we collect, hold, use and disclose personal information. It applies to everyone who deals with TutorMunk, including parents, guardians, students, tutors, tutor applicants and visitors to our website. Because our service is delivered to school-aged children, and because our tutors attend family homes, we apply a heightened standard of care to all personal information involving children and to all information about where families live.

By enrolling a student, engaging as a tutor, or contacting us, you agree to your personal information being handled as described in this policy.

Who We Are

Anonymity and Pseudonymity

TutorMunk cannot provide its services anonymously or under a pseudonym. We must be able to identify the people we deal with in order to match a student with a suitable tutor, meet our Working with Children Check obligations, send a tutor to a residential address safely, communicate with the parent or guardian about their child, and keep accurate session records. Under Australian Privacy Principle 2, anonymity is impracticable for a service of this kind.

What Personal Information We Collect

Parents and Guardians

• Full name, email address and phone number.
• Residential address, and any access information needed for a tutor to attend, such as parking, building access or gate instructions.
• The name and contact details of any other adult authorised to be present at a session or to collect a student from the centre.
• Preferred contact method, enrolment history and session history.
• Payment records. Card details are handled by our payment provider and are not stored by TutorMunk.
• Marketing consent status.

Students

• Full name, year level and school.
• Subjects being tutored, learning goals, and any learning or health considerations the parent chooses to tell us so sessions can be delivered safely and appropriately.
• Session notes written by the tutor, progress summaries and term reports.
• Attendance records, including the session sign-off completed by the adult present in the home.

TutorMunk does not record video or audio of any session. There is no platform account, no login and no whiteboard, because sessions are delivered in person.

Tutors and Tutor Applicants

• Full name, date of birth, contact details and residential address.
• Qualifications, academic record, teaching or tutoring experience, resume and referees.
• Working with Children Check number, the state of issue and the expiry date.
• Australian driver licence number and expiry, because tutors travel to family homes.
• Australian Business Number and bank account details for payment.
• Identity documents sighted during onboarding.
• Records of performance reviews, incidents and any concerns raised.

Website Visitors

• IP address, browser type, device, pages visited and time on site.
• Details submitted through the contact form or the request a call form.

How We Collect Personal Information

We collect personal information directly from the individual wherever it is reasonable and practicable to do so. Collection happens when a parent or guardian completes an enrolment form, when a parent or tutor contacts us by phone or email, when a tutor applies to work with us, when a session takes place and notes are recorded, and when someone uses our website. Information about a student is provided by the parent or guardian on the student's behalf and with their consent.

How We Use Personal Information

• Matching a student with a tutor by subject, stage, suburb and availability.
• Scheduling sessions and confirming the weekly time with the family.
• Allowing a tutor to travel to and enter a family home safely and at the agreed time.
• Delivering sessions and recording what was taught.
• Preparing session notes, progress summaries and term reports for parents.
• Issuing invoices, collecting payment and keeping financial records.
• Assessing tutor applications, verifying and monitoring Working with Children Checks, driver licences and Australian Business Numbers.
• Responding to enquiries and complaints.
• Sending marketing communications to people who have opted in.
• Meeting our legal obligations, including taxation and child protection obligations.
• Investigating safety incidents and preventing misuse of our services.

Disclosure to Third Parties

We disclose personal information only where it is necessary to deliver our services or to meet a legal obligation. We do not sell personal information.

Tutors

A tutor receives the student's first name, year level, subjects, learning needs relevant to the session, the session time and, where the session is delivered in the home, the residential address and access details. A tutor does not receive payment information.

Parents and Guardians

Session notes, progress summaries and term reports about a student are provided to the enrolling parent or guardian.

Service Providers

We use third party providers for website hosting, email, payment processing and record keeping. These providers may hold personal information on our behalf and are bound to use it only for the purpose we engage them for.

Legal and Child Protection Disclosure

We may disclose personal information where required or authorised by law, including to the NSW Police Force, the Department of Communities and Justice, the Office of the Children's Guardian, and other child protection or regulatory authorities. Concerns about a child's safety are escalated in line with our Child Safe Policy.

Business Transfers

If TutorMunk is sold or restructured, personal information may be disclosed to a prospective purchaser under confidentiality obligations.

Overseas Disclosure

TutorMunk holds personal information in Australia wherever practicable. Some of the software providers we use for email, website hosting or record keeping may store or process information outside Australia. Before disclosing personal information to an overseas recipient, we take reasonable steps to satisfy ourselves that the recipient handles it in a way consistent with the Australian Privacy Principles.

Data Retention

We keep personal information only for as long as we need it, or for as long as the law requires. When the retention period ends we destroy the information or de-identify it.

Storage and Security

We take reasonable steps to protect personal information from misuse, loss, and unauthorised access, modification or disclosure. Our measures include:

• Access to family addresses and student records limited to the staff and the assigned tutor who need them.
• Tutors are not permitted to keep copies of family addresses or student records beyond what is needed to deliver the session, and must delete them at the end of an engagement.
• Paper records, including signed session sheets, kept securely and transferred to secure storage promptly.
• Password protection and encrypted transmission for electronic records.
• Confidentiality obligations in every tutor agreement.
• Prompt removal of access when a tutor engagement ends.

No system is completely secure. If you are concerned about the security of your personal information, contact us immediately using the details in this policy.

Data Breach Response

If we become aware of a suspected data breach we follow the TutorMunk Data Breach Response Playbook. In summary, we contain the breach, assess it, and where the breach is likely to result in serious harm we notify the affected individuals and, where the Notifiable Data Breaches scheme applies to us, the Office of the Australian Information Commissioner. Because TutorMunk holds residential addresses of families with children, any breach involving address information is treated as high risk and escalated immediately.

Marketing

We send marketing communications only to people who have opted in through a clear, unticked consent box. Every marketing email includes an unsubscribe link. We action unsubscribe requests within five business days. Opting out does not affect communications about an active enrolment. To change your preferences, email hello@tutormunk.com.au.

Session Records and Oversight

TutorMunk does not record sessions. For quality and child safety purposes, an adult must be present in the home for the duration of an in-home session and signs off the session record at the end. At our centre, sessions take place in rooms that are visible from outside or with the door open, and staff may observe a session at any time. These arrangements are described in the TutorMunk In-Home and Centre Safety Policy and in our Child Safe Policy.

Cookies

Our website uses cookies to recognise returning visitors, remember preferences and understand how the site is used. You can set your browser to refuse cookies, although some parts of the site may not work as intended.

Accessing and Correcting Your Information

You may ask us to give you access to the personal information we hold about you, to correct it if it is wrong or out of date, or to delete information we no longer need, subject to the retention periods above. You may also opt out of marketing at any time, and you may make a complaint. Requests should be made in writing to hello@tutormunk.com.au. We will respond within 30 days. If we cannot give effect to a request we will explain why.

Privacy Complaints

If you believe we have handled your personal information in a way that is inconsistent with this policy or the Australian Privacy Principles, please tell us.

• Send your complaint in writing to hello@tutormunk.com.au.
• We will acknowledge your complaint within 7 days.
• We aim to resolve complaints within 10 business days. If it will take longer, we will tell you why and give you a timeframe.
• If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

Fees

For current pricing, please contact TutorMunk on 1300 00MUNK or email hello@tutormunk.com.au.

Updates to This Policy

We review this policy every six months and whenever our business, the law or our obligations change. Where a change is material we will tell enrolled families by email at least 10 days before it takes effect. The current version is always available on our website.

Contact Us

Email: hello@tutormunk.com.au

Phone: 1300 00MUNK (1300 006 865)

Business address: Level 27, International Towers, 100 Barangaroo Avenue, Sydney NSW 2000

Tutoring centre: TutorMunk Gregory Hills, The HUB, 31 Lasso Road, Gregory Hills NSW 2557

Website: tutormunk.com.au