Public beta policy

Privacy Policy

Last updated: September 3, 2026

ScaleTrack Tutoring, operated by Jackson Byars (“ScaleTrack,” “we,” “us,” or “our”), provides tutoring-operations software to tutoring organizations. This Privacy Policy explains how we handle personal information when an organization uses ScaleTrack or contacts us about the service.

Our role and your organization's role

When a tutoring organization chooses what student, family, staff, session, or other customer information to place in ScaleTrack, that organization controls the purpose and use of that information. In that relationship, the organization is generally the controller or business and ScaleTrack processes the information as its service provider or processor. ScaleTrack acts as an independent controller for its own account administration, security, service communications, and legal obligations.

Information we process

• Organization and account information: organization name, branding and settings, staff names, email addresses, roles, sign-in/session information, and support communications.
• Student and family records: names, contact details, schedules, assignments, session records, notes, communications, portal-account information, and data intentionally imported by the organization.
• Connected-service information: authorized account identifiers, permissions, encrypted authorization tokens, scheduling data, email sending records, Zoom meeting, recording, transcript, and participant-chat information, plus payment or invoice identifiers.
• AI session-note inputs and outputs: when enabled, the student's name, the next-session information, and the session transcript, plus the suggested note or other output generated from those inputs.
• Technical and security information: IP address, device/browser and request information, audit events, error logs, rate-limit records, and security-related activity.

Google API data

Each authorized staff member connects their own Google account. ScaleTrack processes Google Calendar data for the scheduling features that the organization enables, which may include reading, creating, or updating calendar events. ScaleTrack uses Gmail sending permission only to send a message that was reviewed and approved in ScaleTrack; it does not create or read Gmail drafts.

We use Google API data only to provide, secure, and improve the user-facing ScaleTrack features requested by the organization. We do not sell Google API data, use it for advertising, or use it to develop, improve, or train generalized AI or machine-learning models. Human access to Google API data is limited to providing or improving the applicable feature, investigating security or abuse, complying with law, or where the user has given consent.

Zoom, payments, and AI-assisted features

When an organization separately authorizes Zoom, ScaleTrack may process meeting metadata and the recordings, transcripts, and participant-chat information made available through that connection. Original recordings remain subject to the organization's Zoom account settings and Zoom's own retention rules. A transcript, note, or other record intentionally imported into ScaleTrack becomes part of the organization's ScaleTrack record archive.

When an organization separately authorizes Square or another payment provider, ScaleTrack may process invoice, payment-status, customer, and transaction identifiers needed for billing operations. ScaleTrack does not store full payment-card numbers or card security codes.

When AI session-note features are enabled, ScaleTrack may provide the limited AI inputs listed above to an AI service provider, including OpenAI where configured for that feature, to generate suggested notes, summaries, communications, classifications, or similar outputs. We do not intentionally submit parent email addresses, billing information, portal credentials, or unrelated student records to that feature. AI outputs require human review; they may be inaccurate or incomplete.

How we use information

• Provide, secure, support, and improve the ScaleTrack service requested by an organization.
• Set up memberships, roles, organization settings, and authorized integrations.
• Generate and preserve operational records, including reviewed communications and audit trails.
• Detect, investigate, and prevent security incidents, abuse, and service failures.
• Meet legal obligations and enforce our agreements.

We do not sell personal information, serve targeted advertising based on ScaleTrack records, or use student or family records to train a general-purpose AI model.

How information is shared

Information is available to the organization and people it authorizes according to their roles. We may also share information with vetted service providers that help host, secure, operate, support, or provide authorized integrations and AI features for ScaleTrack; with professional advisers; when required by law; or to protect people, rights, property, and the service. Service providers may use information only to perform their services for us or as otherwise required by law.

Retention and deletion

While an organization is active: ScaleTrack preserves its archived tutoring records, including session notes and intentionally imported transcripts, until the organization deletes them or ends service. We do not automatically delete a student's archived records merely because the student is inactive or has not had a session for several years.

Connection tokens: we disable a connection when it is revoked or disconnected and delete the encrypted authorization tokens within 30 days, except where a shorter period is technically required. We may retain a non-secret audit record of the connection and revocation.

After service ends: the organization may request an export for 90 days after termination. We delete customer data from active production systems within 30 days after that export period ends (generally within 120 days of termination), unless a longer retention period is required by law or agreed in writing. Backups containing deleted customer data age out through our routine backup cycle no later than 90 days after production deletion. Security logs are generally retained for up to 12 months. Financial and audit records may be retained longer where law requires or permits.

Children and student portals

ScaleTrack is provided to tutoring organizations, not directly to children. During the public beta, ScaleTrack does not provide direct student portal accounts to children under 13; organizations should use parent or guardian accounts for those students. Student portal accounts may be used for students ages 13 through 17 when the organization represents that it has the appropriate authority, notices, and permissions. Organizations remain responsible for determining their obligations regarding minors, education records, parental or guardian permissions, recordings, and communications.

Privacy requests

If you are associated with a tutoring organization, please direct requests to access, correct, export, or delete customer data to that organization first. We will assist the organization with requests it is responsible for handling. You may also contact us at support@scaletracktutoring.com for privacy questions, including requests concerning information for which ScaleTrack acts as an independent controller. We may need to verify identity and authority before acting on a request.

Security and international processing

ScaleTrack is designed so each organization has separately scoped records, memberships, settings, and service connections. We use technical and organizational safeguards intended to protect information, including access controls, encryption for sensitive connection tokens, and audit-oriented operational records. Information may be processed in the United States and other locations where our service providers operate. No service can guarantee absolute security.

Changes and contact

We may update this policy as the service develops. If a change materially reduces privacy protections, we will provide reasonable notice to affected organizations unless law or an urgent security matter requires otherwise. We will post the current version here and update the date above. For privacy questions, contact support@scaletracktutoring.com.