For centres

The XTutio centre agreement

What your centre agrees to when it opens. A centre's admin accepts it on the setup checklist, and the exact wording accepted is kept with the date and the person.

This document names an operating company that is being formed.

A company is being registered to operate this service. Until that is done, treat the operator named here as provisional. Everything below about how personal information is collected, stored and deleted describes what the software actually does, and none of it changes when the company name does.

This is the agreement in plain words, and every point describes what the software does. A full written agreement is being prepared. When it is published your centre will be asked to accept it, and nothing below changes for the worse without that.

Terms for centres version 2026-10-01

Who you are agreeing with

  • XTutio is operated by the XTutio operating company, a company that is being registered. Until it is, the operator is provisional and you will be asked to accept again once it is named.
  • You accept on behalf of your centre, and you confirm you are allowed to.

What your centre gets

  • Your centre's own portal for staff, families and students, under your centre's name and brand, at your centre's address on XTutio or a domain you bring.
  • Your families deal with your centre, not with us. Their invoices carry your centre's name, and money they pay goes to your centre's own payment account.

What it costs

  • A monthly subscription per student account at your centre, at the price shown when you start it, plus any module priced separately at that time. Prices are in Australian dollars and charged by card through Stripe.
  • The number of students billed follows your centre's student accounts and changes from the next bill, never part way through one.
  • Your free trial is free. Starting the subscription during the trial does not cost you the rest of it.
  • Payments your families make through the platform carry the processing fee shown on your Integrations page, taken from each payment.

If a payment fails

  • If a payment fails, or your trial ends with no subscription, your centre keeps working for 14 days. After that it is switched off until the bill is paid.
  • Paying switches your centre straight back on. Switching off for billing deletes nothing.
  • You can cancel at any time from the billing page; the subscription ends at the close of the period you have paid for.

Your responsibilities

  • Keep your staff's working with children checks current. The platform refuses to book a home visit with a tutor whose check is not, and your centre decides whether the same applies to other lessons.
  • Name a safety contact. Child safety alerts about your centre's students go to that contact.
  • Use the platform lawfully, and only for your centre's own students, families and staff.

Data processing terms version 2026-10-01

Who is responsible for what

  • Your centre collects its families', students' and staff's personal information and is responsible for it under the Privacy Act 1988 and the Australian Privacy Principles.
  • XTutio handles that information only on your centre's behalf, to run the service, and never sells it or uses it to market anything to your families.

Where it is kept and who can see it

  • It is stored in Sydney, Australia.
  • Every record carries your centre, and the database itself keeps other centres out.
  • Before anything about a person reaches an AI model, names are replaced with placeholders and contact details are removed. Families' home notes and tutors' location readings never reach one.
  • Platform staff sign in to your centre only to support you, and every time they do it is recorded with the reason.

How long it is kept

  • When your centre closes its account, its information is kept for 30 days so it can be reopened, then deleted or de-identified. Financial records are kept for 7 years because tax law requires it.
  • You can ask for a copy of your centre's data, and we provide it within 30 days.

If something goes wrong

  • If we become aware of a data breach affecting your centre's information we tell you promptly and work with you on the assessment and any notification the Notifiable Data Breaches scheme requires.

Questions: hello@xtutio.com