Privacy Policy

Introduction

Welcome to Ruvimo Learning Inc. (“Ruvimo”, “we”, “our” or “us”). We respect your privacy and work to protect your personal information. This policy explains what we collect, why we use it, who we share it with and the choices you have.

It covers https://www.ruvimo.com, the Ruvimo Portal at https://app.ruvimo.com, our mobile apps, and our tutoring, inquiry and support services. It also covers contact through ads, referrals, calls and messages.

The policy applies to visitors and families across the United States, from their first inquiry through free trials and enrolled tutoring. It covers adults and children, including children without their own login and families who do not enroll. Our inquiry and booking forms are intended for parents or other adults arranging tutoring. Tutors and applicants are covered here when visiting our public website. Separate notices cover their applications, work and tutor-portal use.

Our Family Service Agreement and Terms of Use explain service and account terms. This policy explains how we handle information. It does not replace permission we need to ask for separately. You can manage website advertising sharing on Your Privacy Choices.

Information We Collect

Information comes from you, your child, family members with permission to use the account, tutors, our team and the platforms you use to reach us.

Information you and others provide

Contact and family details: names, email addresses, phone numbers, city or town, time zone, children’s age or age group, grade, school and their relationship to the adults on the account.
Inquiries and learning records: answers to inquiry forms, how you found us, bookings, attendance, subjects, academic records, assessment results, goals, submitted work, lesson notes, feedback and progress.
Learning-support information: details you choose to share about ADHD, autism, dyslexia, anxiety, disabilities, accommodations or IEP/504 support.
Accounts and purchases: account IDs, access settings, purchase and payment schedules, payment status, refunds and payment references. Payment providers handle payment credentials.
Recordings and conversations: session and call recordings, transcripts, summaries, meeting chat, messages, attachments, support notes, and details about calls and participation.
Choices and related records: permissions you give, decline or withdraw, the wording and version shown, when and where the choice was made, and available verification records. Where AI features are enabled, we also keep their summaries and suggested interpretations.

Learning-support information can be sensitive even without a medical certificate. You may share it in lead forms, optional questions after booking, goal-setting or conversations. Please share only what is relevant to the support you want. We provide tutoring, not medical diagnosis or treatment.

Information collected automatically

When you use our services, we collect information such as your IP address, browser, device, operating system, time zone, website and app activity, and session duration and frequency. We also collect referral details, cookies and similar identifiers, sign-in and security records, error logs and the device identifiers used to deliver app notifications. For AI features, processing records include the model used, result and usage.

We keep inquiry and free-trial information before enrollment. If you later enroll, we may link it to your family or student account.

How We Use Your Information

We use information to:

Provide tutoring: answer inquiries, follow up, arrange free trials, understand learning needs, match students with tutors, schedule classes, teach, track progress and keep families informed.
Manage accounts and support: create accounts, manage who has access, process purchases and payments, send service updates and answer questions.
Improve services and support safety: understand how services are used, improve teaching and the user experience, develop features, review quality, support child safety and prevent misuse.
Communicate and measure advertising: send service messages and permitted promotional messages, and understand how our ads perform. The choices described below apply.
Meet legal requirements: keep permission records, meet applicable education, tax and other legal duties, respond to lawful requests, resolve disputes, enforce agreements and protect legal rights.

Learning-support details help us prepare for conversations and adapt tutoring. They may also be included in the AI summaries described below. Any extra notice or permission required for sensitive information still applies.

Recordings and transcripts

Free trials and enrolled tutoring sessions are recorded and transcribed automatically through our meeting platforms, unless we have confirmed a non-recording arrangement. All calls with Ruvimo’s team are recorded. Calls may also be transcribed or summarized. These records help us follow learning progress, review teaching quality, support safety, answer questions and resolve concerns.

Any required recording or child-data permission must cover the session or call concerned. Signing an enrollment agreement later does not authorize an earlier recording. For enrolled-session recording arrangements, see the Family Service Agreement and contact your representative or use the Portal. Your privacy rights still apply.

We may move recordings from meeting or calling providers to our cloud storage. Parents and guardians with the right authority can request available recordings for private review. We may share them securely or make them available in the Portal, where that feature is offered. We check who is entitled to access them and protect other participants’ information. Being part of a family account does not give someone access to another person’s private calls.

How we use AI

We use speech recognition and AI meeting features to create transcripts and summaries and help review services. Where enabled, AI tools also prepare inquiry summaries and suggested talking points for our team.

These tools may receive inquiry answers and messages, grade, school or town, learning-support needs or diagnoses you share, time zone, phone area code and inquiry source. Filters help remove names, email addresses and phone numbers, but the remaining details may still identify you or your child.

The tools can search for public information about schools, curricula, calendars, tests and local areas. This includes neighborhood income statistics that help staff prepare conversations about services and pricing. The tools are instructed not to search for individual families. Suggestions about a family’s needs or priorities are estimates. Neighborhood statistics do not tell us that family’s income.

We save summaries with inquiries, including before enrollment or creation of a child login. Related processing records help us manage the feature and troubleshoot problems. AI can make mistakes and does not provide a medical assessment. Please contact us about errors that affect your family’s record or service. If we introduce a materially different use, we will explain it and obtain any further permission the law requires.

We do not sell student personal information. We share relevant information to provide tutoring, run and support our services, and meet legal obligations.

Family users, tutors and staff: people with the appropriate access can use information for teaching, scheduling, support, safety and account administration.
Companies and contractors working with us: we outsource some tutoring, sales outreach before enrollment, customer operations, software development and technical support. These providers may need contact details, academic records, recordings or conversation history. They may work outside the United States. Ruvimo Learning Inc. remains the US service operator and the company your service agreement is with.
Technology providers: we use providers for hosting, cloud storage, video meetings, learning-management features, calling, messaging, payments, sign-in, security and analytics.
AI and search providers: these support transcripts, summaries, service review and, where enabled, inquiry preparation and public-information searches described above.
Advertising and inquiry platforms: these help us receive inquiries, measure campaigns and carry out the advertising activities described in this policy.
Legal and safety recipients: we may share information with advisers, authorities or others when allowed or required to respond to court orders, legal proceedings or lawful government requests, protect safety and legal rights, investigate misuse or resolve disputes.

Not every provider receives every type of information. We may add or replace providers for these purposes, while following applicable privacy and security requirements. We will update required provider disclosures and give further notice or ask for permission where required. A change of provider does not itself give permission for a different use of information.

SMS opt-in information has extra protections, explained under SMS and Other Communications. Website advertising controls do not turn off sharing needed for teaching, accounts, support or legal obligations.

Data Security

We use security measures to help protect your information, including:

Encryption of sensitive data, including recordings stored in the cloud.
Secure HTTPS connections when information is sent.
Sign-in checks and access controls based on people’s responsibilities and account permissions.
Security assessments and reviews.
Staff training on privacy and secure information handling.

Access to recordings is restricted. We also keep agreement and permission records so we can refer back to the choices made.

Your Rights

You can contact us about your information and privacy choices. Depending on the federal and state laws that apply, your rights may include:

Asking what information we collect, where it comes from, how we use it and whom we share it with.
Getting access to your information or a copy you can take elsewhere.
Correcting inaccurate information or asking us to delete it.
Withdrawing permission or opting out of marketing messages.
Opting out of targeted advertising, sale or sharing as defined by law, or certain profiling used for decisions with legal or similarly significant effects.
Limiting certain uses of sensitive information or asking for a review of a privacy-request decision.

Email privacy@ruvimo.com or support@ruvimo.com. If you are enrolled, you can also contact your representative or use the Portal. You do not need an active account.

We may need to check your identity, what your request covers and your authority to act for someone else. If an agent makes a request for you, we may check their permission too. We will explain any exceptions and how to appeal where that right applies, and respond within the time the law requires. We will not unlawfully deny services, charge a different price or otherwise discriminate because you exercise privacy rights.

These contact options are available in every US state. We may ask where you live to work out which rights apply. This policy does not take away any rights the law gives you.

Children’s Privacy

We tutor children, including students under 13. This section applies whether or not a child has a login or the family becomes a paying customer. Your Child’s Information and Portal Access is the notice a parent or guardian reads when they give permission for tutoring or for a child’s own login.

Information about children

Parents and guardians provide details such as a child’s name, age or age group, grade, school, learning needs, goals and permitted contact details.
Children contribute session audio and video, spoken and written answers, submitted work and messages in chats they can access. We also record account and device activity when they use our services.
Tutors and our team add attendance, assessments, lesson notes, progress observations and support records.

We use this information for teaching, progress review, accounts, support, quality and safety. Family users, tutors and staff have access according to their roles. The provider categories and purposes in Information Sharing also apply to children’s information. These include meeting and recording providers, cloud storage, and AI providers handling child-related inquiry information where that feature is enabled.

Enrollment and child accounts

At enrollment, an adult accepts the Family Service Agreement electronically, and we keep that acceptance record. A parent or legal guardian separately requests and authorizes a login for a named child. Our team reviews the request before enabling access. The child’s permitted contact details are used for sign-in and the service messages explained during that process. Access depends on account permissions and chat membership. Children do not get adult billing access.

Accepting the family agreement or authorizing a login does not give permission for every use of a child’s information. Where the Children’s Online Privacy Protection Act (COPPA) requires it, we need to give the parent direct notice and obtain verifiable parental consent before collecting, using or sharing the child’s information, unless an exception applies. This also covers free-trial information where COPPA applies. Enrolling later does not authorize earlier collection. Children added later need their own notice and permission, so we will ask you again when you enroll another child.

Your choices as a parent

A parent or legal guardian can contact us to review or correct their child’s information, ask for deletion, refuse further collection or use, or ask which providers handle it. We check your authority before sharing child information. Some restrictions may mean we cannot continue a particular feature or service, and legal exceptions may limit what we can delete. We do not ask for more information than is reasonably needed for an activity.

Where COPPA applies, you can agree to collection and use without agreeing to sharing with third parties that is not an integral part of the service. That sharing needs separate permission. We do not use student educational records or recordings to target students with behavioral advertising.

The retention periods below also apply to children’s information. Turning off a child’s login does not, by itself, delete their learning records.

Cookies and Tracking Technologies

We use cookies, local storage and similar tools to run and secure services, remember your preferences, understand usage, improve services, provide relevant content and measure advertising.

On our public website, analytics tools such as Google Analytics count visits and show us how pages are used. Advertising tags, such as the Meta Pixel and the Google Ads tag, measure our ads on platforms like Facebook, Instagram and Google, and share information about visits and bookings with those platforms. These tools may receive device and browser identifiers, pages visited, referral details and events. Platforms may combine this with information from other sources, subject to the law and their own policies.

Your Privacy Choices

You can turn website advertising sharing off on Your Privacy Choices. No account is needed. From the next page you open, we stop loading advertising tags, including the Meta Pixel and the Google Ads tag, and leave out the booking identifier used for the associated advertising report. Google Analytics continues to count visits, with advertising signals disabled.

Your choice is saved on that browser, not your family account. Set it again if you use another browser or device, or clear browser data. If we detect a Global Privacy Control (GPC) signal, website advertising sharing is turned off automatically, even if you previously switched it on. This control responds to GPC, not the older Do Not Track setting.

Other advertising reports

We also send eligible inquiry, free-trial, purchase and renewal events from our systems to advertising platforms to measure campaigns. These reports may include event dates, times and values, advertising identifiers, and parent contact or account details converted into matching codes called hashes. The platform can match these codes to a person, so they are not anonymous. These reports do not include class recordings, schoolwork, learning-support answers or diagnoses.

If you book a free trial while website advertising sharing is off, we keep that choice with your booking, and from then on we send none of these reports about your family. Turning the switch off after you have booked does not change reports about that booking. Changing it does not delete information already sent. You can contact us about information linked to you or your family. These limits do not change your privacy rights. Where the law requires us to honor your opt-out signal, you do not need to send a separate request.

Advertising choices do not change your message preferences, recording arrangements, child authorizations or deletion requests. Accepting general terms is not permission for optional advertising tracking. You can also manage cookies through your browser or device settings. Blocking storage needed to run a feature may affect how it works.

Changes to Privacy Policy

We may update this policy from time to time and will show the update date. For material changes, we will:

Post the updated policy on our website.
Email affected account holders and contacts where we have their email address.
Show a notice through the Ruvimo platform for affected users.

If the law requires further notice or permission before a changed practice starts, we will provide it or ask for it. Updating this policy does not automatically extend a permission you gave earlier.

Contact Information

For privacy questions, requests or help with your information, contact:

Ruvimo Learning Inc.
5900 Balcones Drive, Suite 100, Austin, Texas 78731, United States
Privacy: privacy@ruvimo.com
Support, including privacy requests: support@ruvimo.com
Telephone: +1 (254) 425-4593

Enrolled families can also contact their representative or use the Ruvimo Portal. Contact Ruvimo if you have questions about providers that help us handle children’s information.

Additional Rights and Information

How long we keep information

We keep information only as long as reasonably needed for the purposes it was collected for: providing services, meeting legal obligations, resolving disputes and enforcing agreements. The periods below are ordinary maximums, not a promise that information will always be available for that long. We delete it sooner when it is no longer needed or the law requires it. A specific legal preservation requirement may mean keeping particular records for longer, with restricted access and use.

Records and purpose	Retention period
Enrolled-session recordings and transcripts for progress review, instructional continuity, safety and disputes	Up to seven years from the session, where reasonably necessary, consistent with the Family Service Agreement.
Selected written goal/feedback answers and assessment details for needs and progress review	Up to three years from submission. This covers selected text fields, not all form information.
Chat content and attachments for service continuity, support and concerns	Up to seven years from the message, where reasonably necessary.
Eligible inactive, unconverted inquiry contact details, answers, notes and AI briefs for follow-up	Up to 36 months after the last relevant activity, unless an active requested service or purchase process still requires them. This does not cover every related record or provider copy.
Selected personal text in completed Portal notification records	Normally removed after 90 days from notification creation. Delivery metadata and the underlying service record are separate.

Each period applies only to the records described. The enrolled-session limit is not a default for free trials, all child information or permission records.

Deleting information may involve Ruvimo, current and former providers, and stored copies. Closing an account, changing providers or opting out of messages does not automatically delete every record. If we must keep information after a valid deletion request, we limit its use to the reason it must be kept. We may keep statistics that no longer identify anyone. Information is still personal if it can be linked to you or your child, even after written content is removed.

Information handled outside the United States

Our staff, tutors and providers may access or process relevant information from India and other countries whose privacy laws differ from US laws. Access controls and applicable confidentiality, security and data-protection requirements still apply.

Links to other websites

We may link to other websites and services. They have their own privacy notices, and we do not control their independent privacy practices. Please read their policies before providing information directly.

Applicable Privacy Protections

This policy does not take away your protections or remedies under applicable federal and state privacy, children’s privacy, consumer-protection and education-record laws. Using an account, accepting a service agreement or making a privacy choice does not replace a notice or permission those laws require.

SMS and Other Communications

We use email, calls, texts, WhatsApp and other messaging apps, Portal messages and app notifications for inquiries, accounts, purchases, schedules, learning updates and support. Promotional messages need the permission required for that channel and purpose.

Text messages

What you receive: permitted inquiry and free-trial confirmations, reminders and changes; enrolled-session reminders, schedule changes, cancellations and lesson-note notifications; and optional tutoring tips and offers where separately authorized.
How you opt in: you can book a website free trial without agreeing to texts. The booking form offers two optional boxes, one for a reminder about your session and one for offers, and neither is ticked for you. Permissions given through other platforms’ lead forms depend on the wording and choices shown there. Portal text notifications are off by default.
Frequency: message frequency varies. Account messages depend on your family’s schedule and the notification types you have enabled.
Cost: message and data rates may apply.
How to stop: reply STOP to any text from us to opt out. You may receive one final message confirming it. You can also contact support or use other withdrawal methods recognized by law.
Help: reply HELP to any text from us, or email support@ruvimo.com.
Carriers: mobile carriers are not liable for delayed or undelivered messages, to the extent permitted by law.
Your opt-in information: We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. No mobile information will be shared with third parties or affiliates for their marketing or promotional purposes. Text messaging opt-in data and consent will not be shared with or sold to any third parties, affiliates or lead generators. Sharing with subcontractors that support our services, such as messaging platforms and customer service providers, is permitted.

You do not have to agree to marketing to make a purchase. Permission for sign-in codes or service texts is not marketing permission. A valid earlier permission may continue to apply to the same person, channel and purpose within its recorded scope. Enrolling or accepting a new agreement does not undo an opt-out.

Each person’s choices are separate. One adult cannot give messaging permission for another adult or extend it to unrelated channels, advertising tracking or publicity. Requests to use identifiable class content or testimonials publicly are handled separately.

Your device settings control app-notification permissions. We may still send necessary service or security notices through a permitted channel. Contact us if you want help changing several topics or channels.