Privacy Policy

Novano, Inc. (“Novano,” “we,” “us”) provides software that tutoring centers and independent tutors use to run their businesses and teach. This policy explains how we handle personal information in two different roles.

• When you visit novano.ai, request a demo, apply to a program, or hold a Novano account, we decide how your information is used. This policy governs that information directly.
• When a center or tutor (our “Customer”) stores information about their students, families and staff in Novano (“Customer Data”), we process it on the Customer's behalf and under their instructions. The Customer decides what is collected and why. If you are a parent, guardian or student, the center or tutor you work with is your first point of contact — and we will help them respond.

Information you give us on this website. When you ask to talk to us or apply to our partner program we collect your name, email, organization, role, the size of your operation, the tools you use today, the times you said suit you and your timezone, and anything you write in a message.

Account information. Names, email addresses and roles for owners, staff and tutors; the center's name and settings; and subscription and billing details.

Your center's website or public page. After you create an account we ask once for your center's website, or a public page such as a Google Maps listing or a Facebook or Instagram profile. You can answer that you don't have one yet. It helps us understand who is using Novano, and you can change or remove it later in Settings. We never request the page itself — we don't fetch it, preview it, screenshot it or look it up. If you choose, it can appear as a link on your center's public Novano profile.

Demo data we create in your account. If you choose to explore Novano with a demo center, we fill your own account with fictional sample data — students, families, staff, classes, fees and messages — copied from a template we maintain. None of it describes a real person. To let you see how the app looks to each role, we also create hidden sign-in records for the sample staff and parents at addresses that cannot receive mail. All of it is deleted when you switch to your real data, and on the schedule in Retention and deletion.

Customer Data. Whatever a Customer chooses to store, which typically includes student and parent or guardian names and contact details, enrollments, schedules, attendance, fees and payments owed, messages between the center and families, teaching materials, graded work, and learning-progress records derived from that work.

Payment information. Card payments are handled by Stripe. Card numbers go directly to Stripe and are never stored on Novano's systems; we receive limited details such as the card brand, last four digits and payment status.

Usage and device information. Pages and features used, approximate location derived from IP address, browser and device type, and diagnostic logs. On this website, analytics run only after you accept the consent prompt (see Cookies and analytics).

• To provide, maintain and support the service, including Nova and other AI features.
• To bill Customers and prevent fraud and abuse.
• To secure the service, investigate incidents and meet legal obligations.
• To understand how the product is used and improve it. Usage events are keyed to an account identifier rather than to names or contact details: we do not send student or parent names, email addresses or phone numbers to our analytics provider, and we do not send the content of anything Nova reads or writes.
• To contact business account holders about their account, their trial and the running of the service, and to answer demo requests and partner applications. These are part of providing Novano and are not marketing.
• To send tips and product updates — only if you asked us to. When you create an account we ask whether we may, with the box unchecked. We record what you chose, when, and the wording you were shown, and we keep that history rather than overwriting it. If you didn't opt in, we don't send them. You can change your choice at any time in your Novano settings, and we act on it from then on.

We use Customer Data only to provide the service to that Customer, under their instructions. We do not sell personal information, we do not share it for targeted advertising, and we never use student or family data to market to students or families.

Nova and other AI features process Customer Data to produce drafts, summaries, answers and suggested actions. To do that, relevant data is sent to the AI model provider listed in Sub-processors.

• Nova works within the permissions of the person using it. It cannot see or change records that person couldn't.
• We do not use Customer Data to train AI models.
• AI output can be wrong. Consequential actions require a person to confirm them, and Novano does not make decisions about students that have legal or similarly significant effects.

Novano is a service for tutoring businesses, not a service directed to children. Centers and tutors may, however, add students who are under 13 and give them access to student-facing features.

When a Customer adds a child under 13, we ask the child's parent or guardian ourselves. We show them a notice describing what is collected about their child and we record their agreement, and the child's access to student features stays closed until it is given — the Customer is not asked to gather that consent on our behalf. What the Customer is responsible for is identifying the correct parent or guardian and the accuracy of what it enters, and our Terms of Service say so. We collect from children only what is reasonably necessary for the educational service the Customer provides, and we use it for no other purpose — no advertising, no marketing, and no profiling unrelated to the child's learning with that Customer. We do not send any identifier for a child to our analytics provider.

In a live class, a student joins with their camera off. Turning it on is a choice they make as they join, each time — nothing remembers it for them — and we do not record video or audio of a session.

A parent or guardian can review the information held about their child, ask for it to be deleted, or withdraw consent for further collection — from the portal, by contacting the center or tutor, or by writing to us at privacy@novano.ai. Withdrawing closes the child's access to assignments and live classes until a parent agrees again. If we learn that we hold a child's information without the required consent, we will delete it.

Parents and students using a center's portal have their own short terms: the Portal Terms of Use.

We share personal information only:

• Within a Customer's account, as that Customer configures it — for example with their staff according to role, and with parents through the family portal.
• With sub-processors who provide infrastructure and services to us under contracts that restrict their use of the data.
• For legal reasons, when required by law or valid legal process, or to protect the rights, property or safety of Novano, our Customers or others. Where permitted, we will tell the affected Customer first.
• In a business transfer, such as a merger or acquisition, where the recipient remains bound by the commitments in this policy.
• With your consent or at your direction.

Nothing leaves a demo account. While you are exploring Novano with fictional demo data, outbound messages are switched off: no email, WhatsApp message, push notification, calendar entry or card charge is sent to anyone. You can click anything and see how it would work, and no real person hears from us.

These vendors store or process Customer Data on our behalf:

We will update this list before adding a sub-processor that handles Customer Data.

We keep Customer Data for as long as the Customer's account is active. After an account is cancelled, the Customer has 30 days to export their data. We then delete Customer Data within 90 days, and it expires from backups within a further 30 days.

Demo data has a shorter life. A demo center stays usable for 14 days. After that it becomes read-only rather than disappearing, so you can still look at it, and we remove the sample data 30 days later if you haven't switched to your real data or started a fresh demo. Your account, your login and your center's own details are kept. Switching to your real data deletes every piece of the sample data at once.

We keep billing records and information we need to meet legal obligations or resolve disputes for as long as the law requires. Demo requests and partner applications are kept while we have a business relationship or an open conversation with you; ask us to delete yours at any time.

Data is encrypted in transit and at rest. Access inside a Customer's account follows the role a person performs, and that limit is enforced in the database rather than by hiding parts of the interface. Access by Novano personnel is limited to what is needed to operate and support the service.

No system is perfectly secure. If a security incident affects your personal information, we will notify the affected Customer and, where required, the people affected and the relevant authorities. More detail is on our Security page.

Depending on where you live, you may have the right to access, correct, delete or receive a copy of your personal information, to object to or restrict certain uses, and to not be discriminated against for exercising these rights. California residents have these rights under the CCPA; we do not sell or share personal information as those terms are defined there.

For information in a Customer's account — for example a student's records — please contact that center or tutor, who controls it. If you contact us instead, we will pass your request to them and help them respond. For anything else, write to privacy@novano.ai. We may need to verify your identity before acting.

Tips and product updates. If you agreed to receive them, you can withdraw that at any time in your Novano settings, and we keep a record of the change. Withdrawing doesn't affect account, billing or service messages, which aren't marketing and don't depend on your choice.

This website uses PostHog for analytics. Until you choose “Allow” on the consent prompt, analytics run in memory only and set no cookies. If you allow them, a first-party cookie on novano.ai lets us connect your website visit to your later use of the product. We do not use advertising cookies or sell browsing data.

The Novano app uses cookies and similar storage that are necessary to keep you signed in and the service secure.

Customer Data is stored in the United States. If you use Novano from outside the United States, your information will be transferred to and processed in the United States.

Some of the sub-processors listed above operate across several regions, so parts of their processing may happen outside the United States as part of delivering their service. If you need the current region for a specific vendor, ask us at privacy@novano.ai and we will tell you.

We will post any changes here and update the effective date. If a change materially affects how we handle Customer Data, we will notify account owners by email before it takes effect.

Questions or requests about privacy: privacy@novano.ai. By post: Novano, Inc., Northwest Registered Agent LLC, 522 W Riverside Ave Ste N, Spokane, WA 99201.