Cicada Tutoring LLC Privacy Policy

Version: 2.2
  Effective Date: October 21, 2025
  Last Updated: November 4, 2025

Cicada Tutoring LLC (“Cicada Tutoring,” “we,” or “us”) values your privacy and is committed to protecting the personal information of students, parents, and adult clients. This Privacy Policy explains how we collect, use, store, and share personal information obtained through our website, booking systems, and tutoring services.

By accessing www.cicadatutoring.com (the “Website”), booking a tutoring session through TutorBird, or making a payment through Stripe, you (“you,” “Client,” “Parent,” or “Guardian”) consent to this Privacy Policy.

1. Scope and Purpose

This Policy applies to all data collected by Cicada Tutoring in connection with our educational services, website, and digital interactions. 

Our services are educational in nature and are not intended to diagnose or provide therapeutic or medical treatment.

We collect and use personal data solely for legitimate business purposes, to provide tutoring services, communicate with clients, and improve our offerings, consistent with U.S. federal and state privacy laws, including the Children’s Online Privacy Protection Act (COPPA).

2. Information We Collect

We collect only the information necessary to deliver our services effectively and responsibly.

A. Information You Provide Voluntarily

• Name, contact details, and billing information.

• Student’s age, grade, learning goals, and academic details.

• Communication history (emails, forms, or calls).

• Session notes, feedback, and optional consent for recordings or media.

B. Information Collected Automatically

• Website analytics (e.g., IP address, browser type, device data, and referral source).

• Aggregated statistics via trusted third-party tools like Google Analytics (non‑identifiable).

• Session scheduling and payment metadata from TutorBird and Stripe.

3. Children’s Privacy and Parental Consent

Under 13 (COPPA compliance):

• Cicada Tutoring does not knowingly collect personal data from children under 13 without verified parental consent.

• Parents or guardians must submit digital or written consent before any sessions occur or personal data is collected for a child under 13.

• Verification may include an email confirmation, digital signature, or secure identity check through TutorBird’s consent form.

• If we receive personal information from a minor without verified parental consent, it is deleted immediately.

Ages 13–17:

• A parent or guardian must approve and consent to participation, booking, and data processing before services begin.

Adults 18+:

• Adults may book and consent independently for their own services.

Parental Rights:
  Parents or guardians may review, update, restrict, or request deletion of their child’s data at any time by contacting allysun@cicadatutoring.com.

4. How We Use Information

Cicada Tutoring uses collected data only for legitimate educational and administrative purposes:

• To deliver and manage tutoring sessions.

• To communicate scheduling, feedback, and progress.

• To process payments securely.

• To maintain internal records and improve instructional quality.

• To enhance website performance and user experience.

• To share program updates or special offerings (with the option to unsubscribe).

5. Recordings, Photos, and Student Work

• Sessions may occasionally be recorded for internal quality assurance and training only.

• Recordings are stored securely and never shared externally without explicit written consent.

• Photos, student work, testimonials, or other educational materials are shared publicly or for promotion only with prior written or digital consent.

• Parents or clients may withdraw consent or request deletion of such materials at any time by email.

6. How We Share and Protect Data

A. Data Sharing
  We do not sell, rent, or trade personal information.
  Data may be shared only with trusted third-party service providers essential for operation, including:

• TutorBird – scheduling and client communication.

• Stripe – secure payment processing.

• Email and data storage providers with encrypted systems.

These providers maintain their own privacy and security measures consistent with applicable law.

B. Data Security
  We employ administrative, technical, and physical measures to safeguard information, including:

• Encrypted data storage and communications.

• Limited access by authorized personnel.

• Secure deletion of inactive records after one year.

While we take reasonable precautions, no system is completely immune from unauthorized access. Use of our website and services implies acknowledgment of this inherent risk.

7. Cookies and Tracking Technologies

Cicada Tutoring may use cookies or similar technologies to enhance site usability, track analytics, and personalize experiences.
  Users may disable non‑essential cookies in browser settings, though some features may not function fully.
  We do not use cookies for advertising or profiling.

8. Data Retention

Personal information is retained only as long as necessary to fulfill the purpose for which it was collected:

• Active student and parent contact data: retained during enrollment.

• Session notes and related materials: stored for up to one year after the final session.

• Financial records: maintained as required by law (typically seven years).
    When retention ends, data is securely deleted or anonymized.

9. Data Access and Correction Rights

You may request to:

• Review personal or child data held by Cicada Tutoring.

• Correct inaccurate or outdated information.

• Request deletion of stored data (subject to legal retention requirements).
    Requests should be sent to allysun@cicadatutoring.com.

We will verify requester identity prior to releasing or amending records.

10. International Use

Cicada Tutoring and its third‑party providers operate primarily in the United States. If you access the Website or services internationally, you consent to the transfer and processing of your information within the U.S.

11. Disclaimer and Limitation of Liability

This Policy does not create a warranty. Cicada Tutoring provides services on an “as‑is” basis and cannot guarantee absolute data security.
  To the maximum extent permitted by law, Cicada Tutoring, its owners, and representatives are not liable for unauthorized access, technical failures, or incidental losses resulting from use of our systems.

12. Policy Updates

We may revise this Privacy Policy periodically. New versions will be posted on our website with updated version and effective dates.
  Your continued use of our Website or services after updates constitutes acceptance of the revised Policy.

Version control ensures transparency and compliance. Prior versions are archived and available upon request.

13. Governing Law and Dispute Resolution

This Policy is governed by the laws of the State of Maryland, without regard to conflict‑of‑law principles.
  Any disputes shall be addressed through good‑faith negotiation, followed by binding arbitration in Maryland if unresolved.

14. Contact Information

For privacy questions, parental consent verification, or data access requests, contact:

Cicada Tutoring LLC
Website: www.cicadatutoring.com
Email: allysun@cicadatutoring.com