Privacy Policy

Last updated: 2 July 2026

This Privacy Policy explains how Tutor Nexus collects, stores, and uses your personal information when you interact with our service — whether through our WhatsApp intake bot, our tutor registration portal, or this website. We've written it in plain language so you can actually understand it.

If you have a question or want to request that we change or delete your data, write to us at [email protected].

What we collect, and from whom

From parents and guardians who contact us via WhatsApp:

  • Your WhatsApp phone number (automatically shared when you message us)
  • Your answers to our 4 intake questions: student grade level, school name, subjects needed, and your area in Lahore
  • The full text of your conversation with our automated bot

From tutors who register through our website:

  • Full name, phone number, and WhatsApp number
  • Qualifications, years of experience, preferred teaching areas, and subjects
  • A photo of your CNIC (Pakistan national identity card) — used for identity verification only
  • Proof of registration fee payment
  • A hashed (encrypted) version of your login PIN — we cannot read your actual PIN

Why we collect this

We only collect what we need to run the service. Specifically:

  • Parent data is used to match you with a suitable tutor and to send you that tutor's profile via WhatsApp.
  • Tutor data is used to verify your identity, display your profile to matched parents, and send you job alerts when relevant leads appear in your area.
  • Conversation data is stored so that our system can correctly track where you are in the intake process and resume if you come back later.

We do not use your data to show you advertisements. We do not sell or share your data with any third party for marketing purposes.

How we process your messages (important to know)

When you send a message to our WhatsApp bot, our system needs to understand what you mean — for example, to figure out whether you're answering a question or saying something else. To do this, we use an AI text classification service called Groq (via the LiteLLM library). This means the text of your WhatsApp messages may be sent to Groq's API for processing.

We want to be straightforward about this: your message content is transmitted to an external AI service (Groq, based in the United States) as part of normal operation. Groq's privacy policy governs how they handle API data. We do not send Groq your phone number or any identity information — only the text of the message being classified.

We also use the Meta WhatsApp Cloud API to send and receive WhatsApp messages. Meta processes these messages through their infrastructure. By using WhatsApp to contact us, you are also subject to Meta's Terms of Service and Privacy Policy.

Where your data is stored

All data collected by Tutor Nexus — including parent phone numbers, conversation logs, tutor profiles, and CNIC images — is stored in a database on a private server hosted by Hetzner, a cloud provider based in Germany. The server is located in Germany.

We take periodic encrypted backups of this data to Google Drive. These backups are encrypted before they leave our server.

We do not store your data on shared hosting, public buckets, or third-party platforms beyond those named above.

Who inside Tutor Nexus can see your data

Only the administrator(s) of Tutor Nexus have access to the full database. Tutors do not see parent phone numbers until a match has been confirmed and a demo class arranged. Parents receive a tutor's name, subjects, and contact details only after a match is made — not in response to their intake query alone.

How long we keep your data

We keep parent conversation data for as long as it is operationally relevant — typically until a tutor match has been made and confirmed or the lead is closed. We do not automatically purge records on a fixed schedule, but we delete records on request.

Tutor data is kept for as long as the tutor is in our system. If a tutor requests removal, we delete their record and inform any matched parent who may have already received their contact details.

Your rights

You can contact us at any time to:

  • Request a copy of the data we hold about you
  • Ask us to correct any incorrect information
  • Ask us to delete your data from our system
  • Ask us to stop processing your data for a specific purpose

Send these requests to [email protected]. We will respond within 7 days.

Cookies and tracking

Our public website (tutornexus.net) does not use advertising cookies or third-party tracking. We use only a session cookie on the tutor portal and admin dashboard for login functionality. This cookie is deleted when you close your browser.

Changes to this policy

If we make any material changes to how we collect or use your data, we will update the date at the top of this page and, where possible, notify active tutors via WhatsApp. We recommend checking this page if you have concerns.

Contact

Tutor Nexus operates out of Lahore, Pakistan.
For any privacy-related questions or data requests: [email protected]