Privacy policy
How information is used to organise lessons and support teaching administration.
Effective date: 5 November 2026
This notice describes the IEO Scheduler application used by authorised IEO staff and this public information website. For privacy questions, contact ieo.studentservice@gmail.com.
1. Information the application handles
- Tutor and student profile information supplied by staff, such as names, contact email addresses, subjects and time zones.
- Lesson dates, times, durations, assignments, availability and administrative notes.
- Tuition rates, invoice details, payment references and payment status; and tutor payroll calculations.
- Authorised staff identity and access information, and records needed to operate the service.
- Timetable delivery details, including recipient, sending time, message and PDF content, and saved PDF versions.
2. Google and Gmail access
When an administrator connects the sending Google account, IEO Scheduler uses account identity information to verify the sender and Gmail sending permission to send timetable emails with PDF attachments and optional messages. OAuth credentials are kept in server-side configuration and used to maintain that authorised connection.
The integration does not read or search the Gmail inbox. Google account information and Gmail access are used to provide the requested sending functionality, not for advertising or training AI models.
IEO Scheduler’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
3. Why information is used
Information is used to schedule and change lessons, produce and deliver timetables, calculate fees and payroll, create invoices, reconcile payments, provide support and control access to the workspace.
4. Service providers and recipients
Timetables and any included messages are sent to the selected tutor or student email address. Authorised staff can access operational records needed for their work.
The application uses hosting and storage services provided through OpenAI Sites and Cloudflare, Google for authorised email delivery, and Stripe for payment processing when enabled. Payment details entered on Stripe’s payment pages are handled by Stripe; the scheduler stores relevant invoice references and payment status.
If optional voice or AI-assisted scheduling is used, submitted audio or text and relevant scheduling context may be processed by OpenAI to interpret the request. Staff review proposed scheduling changes. This feature does not retrieve Gmail inbox content.
5. Retention
Timetable sending history and saved PDF snapshots are retained for approximately one year and removed through the application’s cleanup process. Copies already delivered to Gmail or a recipient’s mailbox are subject to those accounts’ own retention settings.
Other operational and billing records are retained as needed to provide the service and meet applicable recordkeeping obligations. Archiving a tutor or student hides them from active workflows but does not itself delete their records.
6. Access and security
The operational workspace is restricted to authorised users. Access to sending and connection settings is restricted, and connection credentials are handled on the server. No system can guarantee absolute security; please avoid including unnecessary sensitive information in administrative notes.
7. Your choices and requests
Contact ieo.studentservice@gmail.com to request access to, correction of or deletion of information, or help disconnecting an integration. Requests may require identity verification and consideration of applicable recordkeeping requirements.
The Google account holder can revoke the app’s access at Google Account connections. Revocation stops future authorised Google access; it does not recall delivered emails or automatically delete separate scheduling records.
8. This public website
This information website does not provide access to student records and does not include advertising or analytics scripts. The hosting provider may process technical request information needed to deliver and secure the website.
9. Changes and contact
Updates to this notice will be published here with a revised effective date. Questions can be sent to ieo.studentservice@gmail.com.
中文说明：本系统用于课程及学费管理，Gmail 授权仅用于验证发件账号并发送课表，不读取收件箱。如需查询、更正或删除相关信息，或撤销邮件连接，请联系 ieo.studentservice@gmail.com。完整政策见上方英文内容。