Privacy Policy

What we collect

When you first reach out

Call us, email us, or fill out the consultation form on this site, and you'll typically give us your name, phone number, email address, and ZIP code, along with your child's first name, their grade, and what you'd like help with. The form also lets you add anything else you'd like us to know and how you heard about us. What you enter goes to Jotform, the service that receives the form for us, and Jotform emails it to us. We then add your family to TutorBird, the tool we use for scheduling.

During the consultation and sessions

Once you're meeting with us, you'll likely share more: your child's schoolwork, their school plan if they have one (an IEP or a 504 plan, for example), and any other services they receive, such as speech therapy, occupational therapy, or ABA. You decide what to share. Your tutor also writes a session note after every visit and a monthly progress report, both about your child's work with Cedar Elm.

Billing information

We keep a record of your invoices and payments. Right now we take payment through Zelle, which is handled by your bank, not by us. We never receive or store your bank login or card numbers, because we never ask you for them.

How we use it

We use what you share to:

• Respond to you and set up your free consultation
• Schedule sessions and plan tutoring around your child
• Write session notes and monthly progress reports
• Send invoices and keep our billing records straight
• Meet our tax and legal obligations
• Keep this website running and secure

We do not sell or rent your information, and we do not use it for advertising.

When we share it

We share information in three situations.

With the people who help us run Cedar Elm. That's our website host, our email provider, the service that receives our consultation form, and the scheduling and invoicing tools we use day to day. Each one gets only what it needs to do its job for us.

With your permission. If you ask us to loop in your child's teacher or therapist, we will, because you asked. Outside of that, we do not share your child's information with a school or a provider without your permission.

When the law requires it. Or when sharing is necessary to protect a child's safety or someone else's.

Your child's information

We collect information about your child from you, the parent or guardian, not from your child directly. This site is built for parents, not for kids. If a child ever emails or messages us with personal information on their own, we delete it as soon as we notice.

Our website and cookies

We host this website on Cloudflare. Like almost every website, it picks up some basic technical details when you visit, such as your IP address, your browser type, and which pages you looked at. That's how the site loads properly and stays protected from bots and abuse.

We do not run advertising or tracking cookies. To see how many people visit and which pages they read, we use Cloudflare Web Analytics, which counts visits without cookies and without following you to other sites. Cloudflare may set a cookie or two that exist only to keep the site secure. The consultation form sets no cookies of its own. The service area map on our home page comes from Google Maps, which may also set cookies when it loads.

How long we keep it

We hold on to your information for as long as we're tutoring your child, plus however long our tax and business records need to be kept after that. You can ask us to delete your information at any time, and we will, unless the law requires us to hold on to it.

How we keep it safe

We take reasonable steps to keep your information private and limit who can see it to the people who need it to do their job. No system that stores or sends information online is completely secure, so we can't promise otherwise.

Your choices

You can ask us, at any point, to:

• Show you the information we have about you or your child
• Correct or delete it
• Stop contacting you

Email or call us using the details below to make any of these requests.

If this policy changes

If we change this policy, we'll post the new version here and update the date at the top of the page.