Privacy Notice for Schools

1. Our Role

When a School directs students to use Tête-à-Tête as part of its curriculum or educational programme, the School is the data controller for the student data it instructs us to process, and Tête-à-Tête acts as a data processor on the School's behalf.

Where a student signs up independently (not through a School), Tête-à-Tête is the data controller in its own right. Our main Privacy Policy applies in that case.

2. Data We Process on Behalf of Schools

When students use the Service through a School, we process:

• Account information: Name, email address, school affiliation, year group
• Educational data: Practice session transcripts, AI-generated scores and feedback, progress metrics
• Voice data: Audio recordings of French speaking practice (processed in real time, not permanently stored — see section 5)
• Technical data: Device type, session timestamps, error logs

3. How Student Data Is Processed

• Audio is streamed in real time to OpenAI via LiveKit for transcription and AI response generation. Audio is not permanently stored by Tête-à-Tête.
• Transcripts of student speech are stored in our database for progress tracking and review.
• AI-generated scores and feedback are stored against the student's account.
• We do not use student data for marketing, advertising, profiling, or any purpose unrelated to providing the educational Service.
• We do not perform biometric identification or create voice prints from audio data.

4. Sub-Processors

We use the following sub-processors to deliver the Service. Each processes student data only on our instructions and under appropriate contractual safeguards:

International transfers are protected by Standard Contractual Clauses and/or data processing agreements with each provider.

5. Audio and Recording

• Audio is streamed in real time for AI processing and is not permanently stored by Tête-à-Tête.
• A visible "recording" indicator is displayed to the student whenever audio capture is active.
• We do not create or store voice prints, biometric templates, or any form of biometric identifier from student audio.
• OpenAI processes audio under a zero-data-retention API agreement — audio is not used for model training.

6. Data Retention

• Transcripts and scores: Retained for the duration of the student's account to support progress tracking. Deleted within 2 years of account closure, or on request.
• Audio recordings: Not permanently stored. Processed in real time and discarded.
• Account data: Retained while the account is active, plus up to 2 years after closure.
• Technical logs: Retained for up to 90 days. Transcript and audio content is not included in logs.

Schools may request earlier deletion of all student data at any time by contacting us.

7. Deletion and Data Subject Rights

Schools can exercise the following rights on behalf of their students:

• Access: Request a copy of all student data we hold
• Rectification: Correct inaccurate student data
• Erasure: Request deletion of student accounts and all associated data
• Portability: Receive student data in a structured, machine-readable format
• Restriction: Limit processing while a request is being handled

Deletion requests are processed within 30 days. When a student account is deleted, all associated data (transcripts, scores, progress records) is permanently removed from our database and cannot be recovered.

8. Security Measures

• All data encrypted in transit (TLS) and at rest
• Access restricted to authorised personnel only
• Transcript and audio content excluded from error monitoring and application logs
• Documented incident response procedures with 72-hour notification to Schools where a breach affects their students' data

9. Data Processing Agreement

Schools that require a formal Data Processing Agreement (DPA) under UK GDPR Article 28 can review and use our standard DPA:

• Data Processing Agreement (DPA)
• School Data Processing Addendum

To execute a DPA or discuss bespoke data processing requirements, please contact us at privacy@tete-a-tete.ai.

10. Contact