Privacy Policy

Edvancate (“Edvancate,” “we,” “us”) provides software that tutoring businesses use to manage students and draft parent communications. We are based in Vernon, British Columbia, Canada. This policy explains what personal information flows through Edvancate, how it is handled, and the choices and rights that apply. It is written to align with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and British Columbia’s Personal Information Protection Act (PIPA).

Our role: service provider to tutoring firms

Most personal information in Edvancate — students, their guardians, and session records — is entered and controlled by the tutoring firmthat uses Edvancate. In privacy terms, each firm is the organization responsible for that information (the “controller”), and Edvancate processes it on the firm’s behalf (a “service provider”). Firms are responsible for having the proper authority and consent to put that information into Edvancate — see our Terms & Firm Agreement.

Information we handle

• Account information for managers, tutors, and administrators: name, email address, and (optionally) a phone number used for sign-in security codes.
• Student records entered by firms: student name, grade, subject, guardian name, guardian email, and notes.
• Session records: dates, notes, and progress entries logged by tutors.
• Uploaded documents: files a firm attaches to a student (for example, worksheets or graded work).
• Generated content: AI-drafted parent emails and summaries created from the above.
• Technical data: standard security and operational logs needed to run and protect the service.

How information is used

We use personal information only to provide and secure the service: to draft and store parent emails, summarize sessions, track student progression, authenticate users, enforce firm-level permissions, and prevent abuse. We do not sell personal information, and we do not use student data to train AI models.

Artificial intelligence

Edvancate uses a third-party AI provider (Anthropic’s Claude) to draft emails and summaries. When a feature runs, the relevant text (and any attached file you choose to read with AI) is sent to that provider to produce the output, then returned. Firm-level consent toggles control whether the AI may read session notes or uploaded documents, and those toggles are enforced on our servers. AI output is a draft for human review— it can be wrong and should be checked before it is sent or relied upon.

Where your information is stored (cross-border)

Edvancate runs on Supabase (database and file storage) and Vercel (application hosting). Your information is stored and processed in the United States — the database and uploaded files are hosted by Supabase in Oregon (US West), and the application is served by Vercel in the United States. Information stored outside Canada is subject to the laws of the country where it is held, and may be accessible to authorities there under those laws. By using Edvancate, firms and their users acknowledge this cross-border storage. (If you require Canadian data residency, contact us before onboarding.)

How we protect information

• Tenant isolation: database row-level security keeps each firm’s data separate, enforced at the database, not just the interface.
• Encryption in transit: all traffic uses HTTPS/TLS.
• Access controls: role-based permissions; uploaded files are private and served only through short-lived signed links.
• Sign-in protections: CAPTCHA on sign-in, and optional phone/email verification codes for accounts.
• Least access: only authorized firm members can see their firm’s data.

No system is perfectly secure, but we work to keep protections strong and current.

Retention and deletion

Personal information is kept while a firm’s account is active and for as long as needed to provide the service. When a firm is deleted, its students, sessions, documents, accounts, and related records are permanently removed. Firms or individuals may request access to, correction of, or deletion of personal information by contacting us (requests about a specific student should generally go through the firm that entered the record).

Children’s information

Edvancate is used by tutoring firms to record information about students, who are often minors. Edvancate does not have a direct relationship with students or their guardians. The tutoring firm is responsible for obtaining any required consent from a parent or guardian before entering a minor’s information, as set out in our Terms & Firm Agreement.

Your rights

Under PIPEDA and BC PIPA you may request access to the personal information we hold about you, ask us to correct it, and ask questions about how it is handled. We will respond within the timelines required by law. To exercise these rights, contact us below.

Breaches

If a security breach creates a real risk of significant harm, we will notify affected firms and, where required, the Office of the Privacy Commissioner of Canada and affected individuals, in line with PIPEDA.

Contact

Questions, access requests, or privacy concerns: evtellectual@gmail.com, Edvancate, Vernon, British Columbia, Canada.

Changes

We may update this policy. Material changes will be reflected by the “last updated” date above and, where appropriate, communicated to firms.