Privacy Policy

1. Who this policy applies to

This policy covers visitors to our website, prospective customers who contact us, and the tutoring businesses that subscribe to Pillar OS (our “Customers”).

When a Customer uses Pillar OS, they may enter personal information about their own tutors, students, and parents (“End Users”). For that information, the Customer decides why and how it is processed and is responsible for it; we act as a service provider processing it on the Customer’s behalf and under their instructions. Some End Users are minors — obtaining any required parental or guardian consent is the Customer’s responsibility.

2. Personal information we collect

Depending on how you interact with us, we may collect:

• Account and contact details — name, business name, email address, phone number, role, and login credentials.
• Billing information — your plan, billing records, and transaction history. Card details are handled by our payment processor; we do not store full card numbers.
• Customer content — the records a Customer enters to run their business, such as student and session information, schedules, notes, messages, and files. This may include information about minors.
• Usage and device data — IP address, browser and device type, pages viewed, and actions taken, collected through cookies and analytics.
• Communications — messages you send us, demo and contact requests, and support correspondence.
• Integration data — information exchanged with the third-party services you choose to connect (see “Third-party services and integrations”).

3. How we collect it

We collect personal information directly from you (for example, when you request a demo, create an account, or subscribe), automatically as you use the website and platform (through cookies and analytics), and from third-party integrations you connect to Pillar OS.

4. Cookies and analytics

We use essential cookies needed to run the site and, where enabled, analytics tools such as Google Analytics and the Meta pixel to understand traffic and improve our marketing. You can control cookies through your browser settings, and where required we ask for your consent before setting non-essential cookies.

5. How we use personal information

We use personal information to:

• provide, operate, and maintain Pillar OS and the website;
• process subscriptions, payments, and account administration;
• respond to demo requests, enquiries, and support;
• communicate with you about your account, service updates, and — with your consent — marketing;
• secure our services, prevent fraud and abuse, and troubleshoot;
• improve and develop our products; and
• comply with legal and regulatory obligations.

6. Consent and legal basis

We rely on your consent to collect, use, and disclose personal information for the purposes described here, together with any other legal basis permitted under applicable Canadian and Quebec law. Depending on the context, consent may be express or implied. You may withdraw your consent at any time, subject to legal or contractual limits and reasonable notice, by contacting us using the details below; withdrawing consent may mean we can no longer provide certain features.

7. Third-party services and integrations

We use trusted service providers and integrations to operate Pillar OS. These currently include, or may include:

• GoHighLevel — customer-relationship management, marketing, messaging, and payment workflows;
• Zoom — video conferencing for online sessions;
• Microsoft Teams and Google Meet — additional video-conferencing options for online sessions;
• cloud hosting, database, and infrastructure providers that store and serve platform data;
• artificial-intelligence providers that help generate progress-report summaries from tutor notes;
• payment processors that handle subscription and transaction payments; and
• analytics providers, such as Google and Meta.

Each third-party service is governed by that provider’s own terms and privacy policy. When you connect an integration or use a feature that relies on one, you authorize the exchange of the personal information needed to make it work. We share only what is reasonably necessary for the service to function.

Our Zoom, Microsoft Teams, and Google Meet integrations are used only to create meeting links for your sessions. They do not access, store, or process the content of your meetings, including recordings, transcripts, or participant data.

The use of information received from Google Workspace scopes will adhere to the Google User Data Policy, including the Limited Use requirements.

8. Sharing and disclosure

We do not sell personal information. We disclose it only:

• to service providers and integration partners who process it on our behalf under confidentiality and data-protection obligations;
• to a Customer, where the information relates to their End Users;
• with your consent or at your direction;
• to comply with the law, a legal request, or to protect our rights, users, or the public; and
• in connection with a merger, acquisition, financing, or sale of assets, with appropriate safeguards.

9. Where your information is stored and processed

Pillar OS is hosted with cloud providers, and personal information may be stored and processed in Canada, the United States, or other jurisdictions where our service providers operate. Where information is transferred or accessed outside Quebec or Canada, we take reasonable steps — including contractual and other safeguards — so that it receives a comparable level of protection, consistent with applicable Canadian and Quebec privacy law.

10. Retention

We keep personal information only as long as necessary for the purposes described here, to provide the service, and to meet legal, accounting, or reporting requirements. Customers control the retention of the content they enter and may export or request deletion of it. When information is no longer required, we take reasonable steps to delete or anonymize it.

11. Security

We maintain reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, theft, and unauthorized access, use, or disclosure. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

12. Your rights and choices

Subject to applicable law, you may ask us to:

• access the personal information we hold about you;
• correct information that is inaccurate or incomplete;
• withdraw your consent or unsubscribe from marketing;
• delete your information; and
• receive certain information in a structured, commonly used technological format (data portability).

If your request concerns information a Customer entered about an End User, we will refer you to that Customer. To exercise a right, contact us using the details in “Contact us.” If you are not satisfied with our response, you may contact the Commission d’accès à l’information du Québec or the Office of the Privacy Commissioner of Canada.

13. Children’s and student information

Pillar OS is a business tool used by tutoring organizations, some of which serve minors. We do not knowingly collect personal information directly from children through the website. Where a Customer records information about a student who is a minor, the Customer is responsible for providing notice to and obtaining consent from a parent or guardian as required by law, and we process that information as a service provider on the Customer’s behalf.

14. Automated processing and AI features

Pillar OS includes features that use artificial intelligence — for example, turning a tutor’s session notes into a draft progress-report summary. These outputs are intended to assist people, not to replace them, and should be reviewed before use. We do not use them to make decisions producing legal or similarly significant effects about an individual without human involvement.

15. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of Pillar OS or the website after an update means you accept the revised policy.

16. Contact us

For questions about this policy or to reach the person responsible for the protection of personal information at Kalbot Solutions, or to exercise your privacy rights, contact us: