AI Use Consent Policy

Understanding how AI powers your learning experience

Important Information

ThatTutorBot uses artificial intelligence (AI) services, including OpenAI's GPT models, to provide personalised educational assistance. By using our service, you consent to the AI processing described in this policy.

AI Technology We Use

OpenAI GPT Models

We use OpenAI's GPT models to develop applications that:

  • Answer your questions and provide tutoring assistance
  • Generate vocabulary definitions and examples
  • Evaluate and provide feedback on your writing
  • Create personalised learning content and prompts
  • Analyze uploaded documents and images for educational content

Spaced Repetition Algorithm

We use the FSRS (Free Spaced Repetition Scheduler) algorithm to optimise your vocabulary learning schedule based on your performance and retention patterns.

Moderation Checks

Every interaction is automatically checked by our moderation system to help detect unsafe or inappropriate content. These checks run during each interaction to keep students safe.

  • Flags content that may be inappropriate, harmful, or privacy-sensitive
  • Prevents responses to disallowed content and redirects toward safe alternatives
  • Logs moderation outcomes for safety review

We will send a moderation warning message to parents if a student's input is flagged by moderation.

How We Use AI With Your Data

What Gets Sent to AI Services

When you interact with ThatTutorBot, the following information may be sent to OpenAI's API:

  • Your questions and messages in ThatChatBox
  • Your writing samples for evaluation in ThatWriter
  • Vocabulary words and documents you upload in ThatVocab
  • Context from your previous conversations (if enabled in settings)
  • Your learning preferences and custom instructions (if set)
  • Your grade level and subject preferences

What Is NOT Sent to AI Services

  • Your email address or contact information
  • Your password or account credentials
  • Your billing or payment information
  • Personal identifying information not directly related to learning

OpenAI's Data Usage Policy

We use OpenAI's API services under their Enterprise terms, which means:

Your data is protected:

  • OpenAI does NOT use your data to train their models
  • Your conversations are NOT stored long-term by OpenAI
  • API requests are processed and then deleted within 30 days
  • Your data is encrypted in transit and at rest

For more details, see OpenAI's API Data Usage Policies.

Data and Personalisation Controls

Personalisation & Data Settings

In your Profile settings, you can:

  • Save Memories: Toggle whether the AI should remember information about you from past conversations
  • Reference Conversations: Control whether past conversations are used as context for new ones
  • Custom Instructions: Set how you want the AI to interact with you (personality traits, name preferences)
  • View & Delete Memories: Access and delete any information the AI has saved about you

Opting Out

A full AI-off mode is not currently available. You can:

  • Delete your conversation history at any time
  • Request complete deletion of your account and data

Note: AI processing is fundamental to ThatTutorBot's core functionality. Disabling AI features will limit your access to key educational tools.

AI Safety & Moderation

Content Moderation

All AI interactions are monitored for:

  • Inappropriate content or language
  • Harmful or dangerous requests
  • Privacy violations
  • Academic dishonesty attempts

Child Safety

For users under 15:

  • Parental consent is required before using AI services
  • Additional content filters are applied
  • Parents can review their child's interactions
  • We comply with COPPA (Children's Online Privacy Protection Act)

Limitations & Accuracy

Important things to know about AI:

  • AI can make mistakes - always verify important information
  • Responses are generated based on patterns, not human expertise
  • We encourage critical thinking and verification of AI responses
  • The AI should supplement, not replace, traditional learning methods

Parental Consent for AI Use

For users under 15 years old, a parent or legal guardian must provide consent for AI processing of educational data.

About ThatTutorBot

  • The platform uses artificial intelligence services (including OpenAI) to generate personalised educational content and feedback.
  • All interactions are logged for educational purposes to help improve your child’s learning experience.
  • We are committed to protecting your child’s privacy and data security at all times.

Important Information about AI

  • The AI may occasionally provide inaccurate, incomplete, or biased information — please encourage your child to think critically and verify important facts.
  • ThatTutorBot is designed as an educational aid and should not replace guidance from teachers, parents, or professional educators.

By allowing your child to use ThatTutorBot, you consent to:

  • The use of AI services for educational purposes
  • The collection and processing of educational data
  • AI Use Consent Policy

Parents can withdraw consent and request data deletion at any time by contacting thattutorbot@gmail.com

Updates to This Policy

We may update this AI Use Consent Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last Updated" date. Significant changes will be communicated via email.

Questions About AI Use?

If you have questions or concerns about how we use AI, please reach out.

Contact Privacy Team
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