Tutor and Applicant Privacy Notice

1. Information we collect

The information depends on where you are in the process:

• Your application: name, contact details, country, time zone, CV, qualifications, experience, subjects, grades, availability, written answers, profile photo and teaching or introduction videos.
• Reviews and assessments: interview and teaching-assessment recordings, transcripts, reviewer notes, AI-generated summaries or scores, and selection or matching records.
• Verification and payment: identity and qualification evidence requested during checks, and, where needed for your engagement, address, tax details, payout information, confirmed rates, invoices and payment records. Additional permissions for particular checks are handled separately where required.
• Your work with Ruvimo: session recordings and transcripts, attendance, lesson notes, communications, family feedback, quality reviews, support requests and incident records.
• Your use of the Portal: sign-in and acceptance records, IP address, device and browser information, activity and technical logs used to operate and protect the service.

Most information comes from you or your use of our services. Other information comes from our reviewers, the families you teach, and providers supporting assessments, verification or payments.

Information may be saved before you submit your final profile. This includes details and files added while building an application. Avoid including another person's private information or identifiable students in application samples.

2. How we use it

We use information to:

• Process your application, communicate with you and assess your suitability for available opportunities.
• Verify relevant information, set up your engagement and match students with suitable tutors.
• Operate your account, schedule sessions, support teaching and calculate and make payments.
• Review teaching quality, support tutor development, address concerns and protect students and other users.
• Maintain security, investigate misuse, improve our services and keep necessary business, tax and legal records.
• Show approved public-profile content as described in Section 4.

The reason for processing depends on the activity and applicable law. It may be needed to consider your application, carry out your engagement, meet a legal obligation or support legitimate recruitment, service and safety needs. Where consent is required, we obtain it for the relevant use.

Some information is necessary to assess an application, verify identity or make payments. If you choose not to provide it, we may be unable to complete that step. We will explain what is needed when requesting it.

3. Recordings and AI

We process uploaded videos and recordings of interviews, teaching assessments, tutoring sessions, free trials and work-related communications. Recordings and transcripts help with review, student support, tutor development, safety and resolving concerns.

We use AI-assisted tools to transcribe, summarize and assess recordings and written answers. Outputs may describe communication, teaching-related qualities or suitability and may influence application review, matching and quality decisions.

Automated outputs can contain mistakes. Contact us if a transcript, summary or assessment appears inaccurate or you want a decision reviewed. We will consider the relevant information and respond to your concern.

Recording and related permissions are addressed at the relevant application or engagement step. Reading this notice does not itself give recording consent. Permission from a tutor does not replace any permission needed from a student, parent or other participant.

4. Who can see your information

We share relevant information with:

• Authorized teams: people handling recruitment, operations, quality, finance, technical support or safety, including teams working across our US and Indian companies.
• Service providers: providers of hosting, storage, communications, video, recruitment, verification, payment, analytics and AI services, as needed for their role.
• Families: approved tutor profiles and information relevant to matching, scheduling and their child's tutoring. Authorized family members may also receive relevant session recordings, transcripts or learning records through Ruvimo's approved processes.
• Professional advisers or authorities: where needed for legal, tax, safety or dispute-related purposes. Relevant records may also be shared in a business transfer, subject to applicable privacy obligations.

Approved public-profile content may appear on our website, tutor listings, social media and promotional materials under the permission described in the Tutor Portal Terms. Identity documents, payout details and private assessment records are not public-profile content.

Your information may be stored or accessed in the United States, India or other countries where our providers operate. We apply the safeguards required for the relevant transfer and use. The contracting company and a provider's location do not, by themselves, determine where every record is stored.

5. How long we keep it and how we protect it

We keep information for the purpose it serves, rather than applying one period to every record:

• Application records: while assessing your application and, where appropriate, considering you for future opportunities. You can ask us to stop considering you for future roles.
• Engagement and teaching records: while needed to operate the relationship, support learning continuity, review quality, handle safety concerns or resolve disputes.
• Identity, payment, tax and acceptance records: while needed for verification, accounting, legal obligations or evidence of what was agreed.
• Technical and security records: while needed to operate, troubleshoot and protect our systems.

We delete or de-identify information when it is no longer needed, unless a legal obligation or an unresolved matter requires us to keep it. Withdrawing an application or ending an engagement does not automatically erase records needed for those remaining purposes.

We use access controls and safeguards appropriate to the information and systems involved. Public-profile content is intended to be visible; private application and service records are restricted to authorized access.

6. Messages and website choices

We use your contact details for requested sign-in codes, application updates, interviews, account support and relevant work coordination. You can ask us to stop future-opportunity messages or change available communication preferences. Some account, payment or legal communications may still be needed while we have an active relationship with you.

Marketing messages and optional tracking follow the permissions required for their channel and purpose. Accepting the Tutor Portal Terms does not override your choices.

The main website Privacy Policy explains cookies and advertising on www.ruvimo.com. Its Privacy Choices page controls the website activities described there, not all tutor records or every system you use. You can also manage browser storage through your browser; disabling it may affect sign-in or saved progress.

7. Your requests and choices

You can ask to access or correct your information, withdraw your application, request deletion or withdraw public-profile permission. Depending on applicable law, you may also have rights to a portable copy, to object to or restrict particular processing, or to challenge certain automated decisions.

Where we rely on consent, you can withdraw it. Withdrawal applies to future use and does not undo processing already lawfully carried out. It may affect a feature or process that needs that permission; we will explain the relevant consequence. Other lawful recordkeeping obligations may continue.

We may ask for enough information to verify your identity before releasing or changing private records. We will respond within applicable legal time limits and explain if we cannot fulfil a request in full. You may also complain to the relevant data protection authority or use other rights available under local law.

Contact your Ruvimo representative, use the Portal, or email tutorhiring@ruvimo.com. You can also contact support@ruvimo.com. You do not need an active account to make a request.

8. Changes to this notice

We will update the date above when this notice changes and notify you of material changes through an appropriate channel, such as email or the Portal. If a new use requires an additional permission, we will request it before that use begins. Updating this notice does not itself amend your agreed pay or expand a permission you previously gave.