Privacy Policy

1. Who this policy applies to

This policy applies to people who use The Study Coach website, accounts, learner workspaces, Support Circle, and related services.

An account holder may be a parent or guardian purchasing access for a learner, or an adult learner purchasing access for themselves.

Where the account holder and learner are different people, some information belongs specifically to the learner and is not automatically visible to the account holder or other supporters.

2. Information we collect

Depending on how The Study Coach is used, we may collect the following kinds of information.

Account and profile information

This may include:

• email address
• account display name
• primary contact email
• account type and account role
• learner display name
• learner profile information such as age bracket, grade level or language preference where those fields are used
• accessibility and explanation preferences
• Support Circle sharing settings

We do not currently collect a learner’s home address, telephone number or date of birth as part of the ordinary learner profile.

Learner-created content

The Study Coach is a working learning space. Information stored in it may include:

• notes
• written work and drafts
• research and source information
• uploaded documents, images and learning materials
• Math Work
• Review materials
• flashcards
• guided practice
• practice tests
• plans and planning items
• Visual Thinking work
• My Work / Build content
• messages exchanged with Eddie
• Get Help with French conversations
• French schoolwork files and the extracted text saved with those conversations
• transcripts that a learner chooses to send after using Talk It Out

The exact content depends on what the learner chooses to create, upload, save or share.

Insights and learning activity

The Study Coach may use learning interactions and activity to provide qualitative learner Insights.

Insights are intended to help make useful patterns easier to notice. They are not grades, diagnoses, reading-age scores, intelligence assessments, effort scores or fixed learning-style labels.

The current Insights system is based on observed learning activity and does not use raw conversation bodies as Insight evidence.

Support Circle information

If Support Circle is used, we may process:

• supporter name or email
• supporter relationship or role
• invitation and acceptance information
• sharing stage or permission information
• bounded, derived Support View information

Support View is designed to provide practical ordinary-learning information without exposing the learner’s private workspace.

Supporters do not ordinarily receive access to:

• raw Eddie chats
• learner Insights
• private notes
• uploaded files
• raw learner work
• safety interactions
• safety-derived information
• medical or other private material stored elsewhere in the learner experience

Billing information

When paid billing is used, payment processing is handled through Stripe.

The Study Coach may store billing-related identifiers and status information such as:

• Stripe customer ID
• subscription ID
• plan or price ID
• billing country
• currency
• number of learner seats
• payment or subscription status
• billing event timestamps

The Study Coach does not store full payment-card numbers.

Technical and diagnostic information

We may collect limited technical information needed to operate, secure and troubleshoot the service.

This may include:

• authentication/session information
• server logs
• error information
• technical identifiers
• account or learner identifiers needed to diagnose an error
• browser storage used for recovery or interface preferences

The Study Coach currently uses Sentry for error monitoring. The implementation is configured to avoid sending information such as emails, cookies, prompts, transcripts and notes in ordinary error reports. Session replay is not currently enabled.

3. How we use information

We use information to:

• provide and maintain The Study Coach
• authenticate users and protect accounts
• save and restore learner work
• provide Eddie coaching
• generate or display learner Insights
• support Math Work, Review, Research, Sources, Visual Thinking, Plan and other learning tools
• operate Support Circle
• process invitations
• transcribe speech when Talk It Out is used
• generate spoken Eddie responses
• process uploaded materials when the learner asks the product to do so
• administer subscriptions and learner seats
• respond to support and privacy requests
• prevent misuse and maintain service security
• diagnose errors and improve service reliability
• comply with legal obligations

We do not sell learner personal information or learner content.

We do not currently use learner information for targeted advertising.

The public Study Coach website does not currently contain advertising pixels or marketing analytics trackers.

4. Eddie and AI processing

Eddie is part of The Study Coach learning experience.

The Study Coach currently uses external AI services to provide certain capabilities, including:

• OpenAI for primary Eddie conversations
• Google Gemini as a fallback for some AI conversations and for certain document/image processing
• OpenAI Whisper for the primary Talk It Out transcription path
• ElevenLabs for spoken Eddie responses

The information sent to an AI provider depends on the feature being used.

The Study Coach does not automatically send everything a learner has ever stored to Eddie.

Different areas use context differently. In some places, a learner explicitly chooses material to share. In others, the active problem, visual, work item or workspace that the learner is currently using may be included as context so Eddie can respond to that work.

Uploaded files may also be processed when the learner deliberately uses a feature such as document, image or worksheet intake.

We use third-party API services to provide these features. Those providers process information on our behalf according to their applicable service terms, privacy commitments and data-processing arrangements.

Provider practices and retention periods may change. We review our providers and configuration as the service evolves.

5. Talk It Out and audio

Talk It Out allows a learner to use a microphone instead of beginning with typed text.

When the primary transcription path is used:

1. the browser records audio;
2. the audio is sent to OpenAI’s speech-to-text service for transcription;
3. The Study Coach receives text back;
4. the learner can review and edit that text before sending it.

The Study Coach does not currently store the raw Talk It Out audio in its own database or file storage.

Once the learner sends the transcript, the text may be stored as part of the relevant learning conversation.

Eddie’s spoken responses may be generated through ElevenLabs. Generated audio is streamed to the learner and is not currently stored by The Study Coach as learner content.

6. Uploaded files and document processing

Learners may upload materials such as documents, images or worksheets.

Uploaded files may be stored in The Study Coach’s secure storage so the learner can use them in their workspace.

When the learner requests processing such as worksheet or image intake, relevant file content may be sent to an external processing provider such as Google Gemini.

Simply uploading a file does not mean every part of that file is automatically made available in every Eddie conversation.

Get Help with French is a saved, learner-owned conversation. It is stored privately on the learner’s account and stays separate from Talk with Eddie.

When a learner adds French schoolwork to that conversation, The Study Coach stores the original file in private storage and keeps the extracted text with that same conversation so Eddie can continue helping after the learner returns.

That schoolwork is not shared with other learners. Support Circle does not receive Get Help with French chats, French schoolwork files or their extracted text.

A learner can replace or remove schoolwork they added to a French help chat. Replacing or removing a file is intended to delete the associated private original. Starting a new French help conversation archives the previous conversation and its schoolwork rather than deleting them, so the learner can reopen that work later.

7. Learner Insights

Learner Insights are intended to help a learner understand patterns in their own learning.

They are designed to use cautious, qualitative language.

They are not intended to:

• diagnose a learning disability or medical condition
• determine intelligence or ability
• assign a reading age
• judge motivation or effort
• establish a fixed learning style
• replace assessment by a teacher, clinician or other qualified professional

Learner Insights are currently learner-facing.

A learner may print their current Insights through their browser.

8. Support Circle

Support Circle allows trusted adults to be connected around a learner.

Support Circle does not mean unrestricted access to the learner’s account.

The current supporter experience uses a separate, bounded Support View. It may include derived information about ordinary learning patterns and, where appropriate, limited planning information.

A supporter does not receive the learner’s raw Eddie chats, Get Help with French conversations, French schoolwork, private notes, files, learner Insights or raw workspace content through Support View.

A supporter may print the Support View available to them.

9. Service providers

The Study Coach relies on service providers to operate the product.

Current material providers may include:

• Supabase — authentication, database and file storage
• Vercel — application hosting
• OpenAI — Eddie and speech-to-text processing
• Google Gemini — AI fallback and document/image processing
• ElevenLabs — text-to-speech
• Stripe — payment and subscription processing
• MailerSend — transactional invitation emails
• Sentry — error and reliability monitoring

These providers receive only the information reasonably needed for the service they perform.

Some service providers may process or store information outside Canada, including in the United States or other jurisdictions. Information processed in another jurisdiction may be subject to the laws of that jurisdiction.

10. Cookies and browser storage

The public marketing website currently does not use advertising or marketing analytics cookies.

After sign-in, strictly necessary authentication cookies may be used to maintain a secure session.

Support Circle invitation flows may also use short-lived cookies needed to complete invitation, verification and security steps.

The learner application uses localStorage and sessionStorage for limited purposes such as:

• recovering unsaved work
• remembering interface preferences
• walkthrough status
• temporary Talk It Out or workspace state

Some recovery information can contain learner-created text.

See the Cookie Policy for more information.

11. How long we keep information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, to provide the service, meet legitimate operational needs, resolve disputes, maintain security, or comply with legal obligations.

Different information has different lifecycles.

For example:

• some chats can be cleared by the learner;
• Get Help with French chats and their schoolwork are archived when the learner starts a new French help conversation, rather than deleted;
• removing a learner from a family plan archives that learner’s work and does not currently delete stored French schoolwork files;
• some learning materials can be archived or permanently deleted;
• some unsaved browser recovery information is automatically limited in duration;
• Support Circle relationships can be revoked;
• billing and transaction records may need to be retained for legal, accounting or payment purposes.

The Study Coach does not currently provide a single automated full-account deletion control.

If you want to request deletion of an account or personal information, contact hello@thestudycoach.ca.

Some information may need to be retained where required by law or where reasonably necessary for security, fraud prevention, dispute resolution, financial records or other lawful purposes.

12. Access and correction

You may ask what personal information we hold about you and request access to or correction of that information, subject to applicable law.

We may need to verify your identity before completing a request.

For a learner account, we may also need to consider the learner’s privacy interests and the authority of the person making the request.

Send access, correction or privacy requests to:

hello@thestudycoach.ca

13. Deletion requests

You may contact us to request deletion of personal information or an account.

Because different information is stored in different parts of the service, deletion may require an administrative process rather than one in-product button.

A request to delete an account or a learner must include associated stored files. For Get Help with French, that includes the private original schoolwork files and the extracted text saved with those conversations. Removing a database row is not enough on its own; the stored files also need to be removed from secure storage.

We will review requests in accordance with applicable privacy law and may retain information where retention is legally required or otherwise permitted.

14. Security

We use technical and organizational safeguards intended to protect personal information against unauthorized access, use, disclosure, alteration or loss.

No online service can guarantee absolute security.

Users are also responsible for protecting their password and account credentials and for signing out of shared devices.

15. Young learners

The Study Coach may be used by young people as well as adults.

Where a learner is not able to provide meaningful consent for the collection, use or disclosure of their personal information, consent must be provided by a parent, guardian or other person legally authorized to provide it.

Where a learner is able to participate meaningfully in privacy decisions, we believe they should be given understandable information and appropriate choice about their own learning and privacy.

Support Circle and family-account features are designed around the principle that supporting a learner does not require unrestricted access to everything the learner does.

16. Changes to this policy

The Study Coach will continue to evolve.

We may update this Privacy Policy when features, service providers, legal requirements or privacy practices change.

If a change materially affects how personal information is collected, used or disclosed, we will provide notice appropriate to the circumstances and obtain additional consent where required.

The effective date at the top of this page tells you when this policy was last updated.

17. Questions or complaints

Questions, access requests, correction requests, deletion requests or privacy complaints can be sent to:

Privacy Officer
1874688 Ontario Inc.
Ontario, Canada
hello@thestudycoach.ca

Individuals may also have the right to raise privacy concerns with the Office of the Privacy Commissioner of Canada or another applicable privacy regulator.

Related pages: Terms of Use and Cookie Policy.