Tutor Lesson Transcription & Notes Policy
Effective Date: 8/28/26
Overview and Your Choice
To support accurate lesson notes, continuity of instruction, parent communication, and improvement of educational services, the Tutor may use technology to create a transcription of tutoring sessions and assist with lesson notes.
For example, the Tutor may use transcription and AI-assisted services such as Otter.ai, Read.ai, or similar services to process lesson audio and generate a written transcript, summary, or related notes.
The resulting transcription and notes are created and maintained for the Tutor's use as internal working and business records. They are not a shared meeting record and are not provided to students or families.
Participation is optional. A parent, guardian, or student may opt out of future lesson transcription at any time by emailing zevthetutorscheduling@gmail.com or informing the Tutor before or during a lesson. Opting out will not affect tutoring services.
Audio, but NOT Video
Transcription requires processing the audio of the tutoring session. In connection with that process, lesson audio may be captured, recorded, processed, and stored by the Tutor or a technology provider acting on the Tutor's behalf.
The Tutor does not retain student video or images of the student's face as part of the Tutor's lesson transcription and notes.
The Tutor's transcription workflow is configured to minimize or avoid the retention of video. Depending upon the technology provider used, information may be processed temporarily as technically necessary to provide the transcription service.
The purpose of the process is the creation of the Tutor's transcription and lesson notes, not the creation of a video record of the tutoring session.
Tutor's Transcript
Any transcription created through this process is the Tutor's internal transcription.
Students, parents, guardians, and other meeting participants are not provided automatic access to the Tutor's transcript, summaries, or related internal notes.
The Tutor will configure transcription services, where the applicable service permits, so that meeting participants do not automatically receive transcripts, reports, summaries, links to transcripts, or other access to the Tutor's internal records.
Participant Recording and Transcription
Unless the Tutor provides prior permission, students, parents, guardians, and other participants may not independently record, transcribe, or deploy automated meeting assistants, AI note-taking tools, transcription bots, or similar technologies during tutoring sessions.
This restriction protects the Tutor's proprietary instructional methods, materials, explanations, and other intellectual property, as well as the privacy of everyone participating in the lesson.
A participant who would like permission to create a recording or transcription should contact the Tutor in advance.
Requests to Delete Source Audio
A parent, guardian, or student may request deletion of retained source audio associated with a tutoring session.
The Tutor will honor requests made within two years of the applicable tutoring session to delete source audio that remains within systems under the Tutor's control.
The Tutor may also be able to honor requests relating to source audio more than two years old, but does not guarantee availability of deletion after two years.
Source audio may also be deleted earlier in the ordinary course of business.
Deletion of source audio does not ordinarily require deletion of the resulting transcript, summaries, lesson notes, analyses, or information derived from the lesson, which may continue to be retained as internal records, subject to applicable law.
Deletion requests may be sent to [EMAIL ADDRESS].
Use of Lesson Information
Transcripts, summaries, notes, source audio, and information derived from lessons may be used for legitimate educational and business purposes, including:
maintaining accurate lesson and student-progress records;
improving continuity between lessons;
improving communication with students and parents;
preparing progress updates, recommendations, and instructional plans;
improving educational, instructional, administrative, and record-keeping workflows;
evaluating and improving educational methods and services;
education, training, and quality assurance;
improving or developing educational materials, publications, tools, systems, technology, and services;
internal research, analysis, and development; and
other reasonably related educational, operational, training, development, and business purposes.
These uses may continue after the student's tutoring relationship has ended.
Non-Public Use
Tutor transcripts, source audio, and related internal lesson records are for non-public use.
The Tutor does not publicly post or publish students' raw transcripts or source audio, provide them to other tutoring families, or publicly identify a student in connection with these records without separate permission.
Information may be accessed or processed when reasonably necessary by the Tutor and by staff, contractors, technology providers, professional advisers, and other service providers assisting with the purposes described in this Policy.
Information may also be disclosed when required by law or reasonably necessary to protect legal rights, safety, or security.
Information and insights derived from lessons may contribute to educational methods, materials, publications, training, tools, technology, systems, or other work. Public-facing uses will not disclose a student's raw transcript or source audio or identify the student without separate permission, except where required by law.
The Tutor may also use de-identified, aggregated, generalized, or otherwise non-identifying information derived from lessons.
Internal and Proprietary Records
Transcripts, summaries, notes, analyses, and related materials are maintained as internal business and working records of the Tutor.
These records may contain proprietary information, including instructional methods, explanations, teaching strategies, exercises, curricula, internal notes, workflows, technology concepts, business processes, and other intellectual property.
Accordingly, transcripts and related internal materials are not tutoring deliverables and are not ordinarily provided to students or families for inspection, copying, download, or distribution.
The Tutor may use information contained in these records to provide appropriate progress updates, recommendations, lesson summaries, and other communications.
Nothing in this Policy limits any access, deletion, disclosure, or other right that must be provided under applicable law.
Retention
Different types of lesson information may be retained for different periods.
For example, source audio may be deleted while the resulting transcript, summaries, notes, or information derived from the lesson are retained.
Transcripts and other internal records may be retained for an extended period, including after tutoring has ended, when useful for the purposes described in this Policy.
The Tutor may delete any of these materials earlier when continued retention is unnecessary, unless otherwise required by law or contract.
Technology Providers
The Tutor may use third-party transcription, artificial-intelligence, storage, and other technology providers, including services such as Otter.ai and Read.ai, to assist with transcription, organization, analysis, and lesson-note workflows.
The particular providers used may change over time.
Technology providers may process information on the Tutor's behalf pursuant to their applicable agreements, privacy and security practices, and the settings selected by the Tutor.
Use of a technology provider does not make the Tutor's lesson transcript or internal notes public or make them available to the student.
Students Under 18
For a student under 18, consent to this Policy may be provided by the student's parent or legal guardian.
Students will also be informed that the Tutor is using lesson transcription technology and may ask the Tutor to stop future transcription.
Additional requirements may apply to younger children or in particular jurisdictions. The Tutor may require additional authorization or elect not to use transcription technology when appropriate.
Changes to This Policy
This Policy may be updated as technology, educational practices, or services evolve.
The current version will be available on the Tutor's website and will display its effective date.
Contact
Questions, opt-out requests, and source-audio deletion requests may be directed to:
zevthetutorscheduling@gmail.com