Privacy policy

Who this policy covers

This policy describes information handled when you use HelioLearn’s website, learning accounts, family features and tuition service. The service name and privacy contact are listed on our contact page.

Information we handle

• Account details: adult name, email, account role and authentication information; learner display names and grades.
• Learning records: progress, practice answers, assignments, feedback, enrolment, session and reviewed attendance records.
• Family features: information you choose to add, such as school reports or diary pages, where those upload features are offered.
• Billing and support: invoices, payment and refund references, amounts, transaction status, correspondence and requests.
• Technical information: IP address, browser and device information, request times, session identifiers and security logs needed to operate and protect the service.

Provide only the information required for the feature you use. Avoid putting identity-document numbers, health information, passwords or payment credentials in assignments or support messages.

Why we use information

We use information to manage accounts and permissions, provide learning resources, save progress, schedule classes, review attendance, issue invoices, reconcile payments, handle refunds, answer support requests, detect misuse and meet applicable record-keeping obligations.

Children and guardian involvement

Tuition enrolment and payment are managed by adults. Guardians create child profiles and can issue or revoke limited student access. Teachers see information needed for their assigned classes; guardians see their linked family records; student tuition access is limited to the child’s own tasks.

A parent or guardian can contact us about a child’s information or unintended submission. We verify the requester’s authority before providing account records or making sensitive changes. Please supervise children’s use of external meeting services.

Payments and external providers

Where Google sign-in is offered, Google provides your verified account identity, email address and basic profile information so we can sign you in or create the account you choose. Using Google sign-in does not give HelioLearn access to your Gmail inbox.

Where checkout is available, Razorpay processes payment information under its own privacy policy. HelioLearn uses transaction references, amounts and payment status for reconciliation; do not send full card details, card PINs or UPI PINs to HelioLearn support.

Zoom and Google Meet process information when you join meetings on those services. Their privacy policies and controls apply. Hosting, communications and other service providers may handle information needed to deliver the features you use. Information may also be disclosed where required by law or to respond to a valid legal request.

Teacher verification and meeting connections

Teachers submit identity, payout-account ownership and qualification evidence for private administrator review. We request masked or redacted documents and only the last four account characters; do not submit full identity or bank-account numbers, passwords, PINs or OTPs. Verification documents, form details and review reasons are encrypted in storage. Access is limited to the submitting teacher and authorized administrators. Review versions and accounting history are retained for verification, dispute handling and audit; contact privacy@heliolearn.com about correction or deletion.

When a teacher chooses to connect Zoom or Google Calendar, the provider asks for permission to identify the connected account and create, read or cancel meetings needed for classes. Provider access and refresh tokens are encrypted in storage and are not displayed to learners. For Google Meet, meeting creation uses Google Calendar events. Classroom scheduling shares the class title and session times with the selected provider; HelioLearn does not add learner email addresses as meeting invitees through this integration. Teachers can disconnect a provider after resolving active managed meetings, or revoke authorization directly at the provider.

Commission records show verified collections, recorded refunds, the teacher/platform allocation and administrator-recorded external settlements. They do not initiate bank transfers. Social-media promotion content is created by an administrator separately from private verification documents; recording a published link in HelioLearn does not post content to a social network.

Class calendars and email reminders

Signed-in users can export a calendar snapshot of their accessible classes. Calendar exports omit meeting access links and learner contact details. Adult teachers and parents receive operational class reminders one day and one hour before a scheduled class by default; adults can change these options or turn reminders off in their portal. We do not send these reminders to child accounts. Reminder delivery records are retained to avoid duplicate messages and diagnose delivery failures.

Cookies and local browser storage

Sign-in and account features use session mechanisms to maintain access. Browser storage may remember preferences or learning choices. Clearing cookies or local storage can sign you out or reset locally saved preferences. You can manage these through your browser settings.

Retention and security

Information is retained for the learning, account, support, security and accounting purposes for which it is needed, and for applicable legal retention obligations. A deletion request may not remove invoices, payment records or records that must be kept by law. We use access restrictions and secure connections to protect information; no system can guarantee absolute security.

Your requests and choices

Contact HelioLearn to request access, correction or deletion of your information, to close an account, or to raise a privacy concern. Explain the account and request without sharing passwords. We may request proportionate verification and will explain if information must be retained.

We update this page when our practices change. The date at the top identifies the current version.