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Session Recording and Privacy Policy

The Session Recording and Privacy Policy at Hearken Tutors is designed to protect the privacy and integrity of all participants in our online tutoring sessions. This policy outlines the conditions under which sessions can be recorded, how recordings will be handled, and the rights of students and parents regarding these recordings.
 

Regulations:
 

a) Consent for Recording:

  • Mandatory Consent: Online tutoring sessions will only be recorded with the explicit consent of all participants, including tutors, students, and parents. Consent must be obtained prior to the commencement of any recording.

  • Written Agreement: Consent will be documented through a written agreement or electronic consent form that clearly outlines the purpose of the recording and how it will be used.

  • Right to Refuse: Participants have the right to refuse recording at any time. Tutors will respect this decision and ensure no recording takes place if any participant objects.
     

b) Secure Storage and Access:

  • Encryption and Security: All recordings will be stored securely using encryption and other advanced security measures to prevent unauthorized access.

  • Authorized Personnel Only: Access to recordings will be restricted to authorized personnel within Hearken Tutors, such as quality assurance managers and administrative staff, for purposes such as performance review and training.

  • Confidentiality: Authorized personnel accessing the recordings will be bound by strict confidentiality agreements to ensure that the privacy of participants is maintained.
     

c) Retention and Deletion:

  • Retention Period: Recordings will be retained for a maximum of 3 months. This period allows for sufficient review and quality assurance while minimizing the risk of long-term privacy issues.

  • Secure Deletion: After the 3-month retention period, recordings will be securely deleted using methods that ensure the data cannot be recovered. This includes digital shredding or other secure deletion processes.

  • Documentation: The deletion process will be documented, and records of deletion will be maintained for audit purposes.
     

d) Right to Opt-Out:

  • Requesting Non-Recording: Students and parents can request that sessions not be recorded. This request can be made at any time before or during the session, and it will be immediately respected.

  • Alternative Arrangements: If recording is essential for a particular reason, such as a training session, and a participant opts out, alternative arrangements will be made to accommodate their preferences while achieving the session's objectives.
     

e) Prohibition of Sharing:

  • No Social Media Sharing: Recorded sessions must never be shared on social media platforms or any public forums. This is to protect the privacy of participants and maintain the integrity of the educational environment.

  • No Unauthorized Sharing: Recordings will not be shared with any unauthorized individuals or entities. Any sharing of recordings for legitimate purposes, such as educational research or legal compliance, will require additional explicit consent from all participants.

  • Violation Consequences: Any breach of this regulation will result in disciplinary action, which may include termination of employment for tutors or cancellation of tutoring services for students.
     

Implementation and Compliance:
 

Consent Procedures:

  • Pre-Session Notifications: Tutors will notify participants of the recording policy before the start of any session. This notification will include the purpose of the recording and the consent process.

  • Recording Indicators: During the session, visible indicators (such as on-screen notifications) will be used to inform participants that recording is in progress.
     

Data Security Measures:

  • Storage Protocols: Recordings will be stored in a secure, encrypted cloud storage solution with restricted access controls.

  • Access Logs: Access to recordings will be logged, and regular audits will be conducted to ensure compliance with access restrictions.
     

Rights and Requests:

  • Access Requests: Participants can request access to recordings that involve them. Such requests will be processed promptly, ensuring transparency and trust.

  • Deletion Requests: Participants can request early deletion of recordings involving them. These requests will be evaluated on a case-by-case basis, ensuring that legitimate needs are balanced with privacy concerns.
     

Training and Awareness:

  • Staff Training: All tutors and administrative staff will undergo regular training on the Session Recording and Privacy Policy to ensure they understand their responsibilities and the importance of protecting participants' privacy.

  • Participant Awareness: Information about the recording policy will be made available to all students and parents, ensuring they are aware of their rights and how their data is handled.
     

Dispute Resolution:

  • Handling Complaints: Any complaints or disputes regarding session recordings will be handled promptly and fairly. Participants can report concerns to Hearken Tutors' management, who will investigate and address the issues in accordance with company policies.

  • Corrective Actions: If any breaches of this policy are identified, appropriate corrective actions will be taken, which may include retraining staff, revising procedures, or disciplinary measures.
     

Responsibilities:
 

Management:

  • Policy Enforcement: Management is responsible for enforcing this policy and ensuring that all staff and tutors comply with its regulations.

  • Support and Guidance: Management will provide continuous support and guidance to tutors and staff regarding the implementation of this policy.
     

Tutors:

  • Adherence to Policy: Tutors are required to adhere strictly to this policy, ensuring that recordings are only made with consent and handled according to the outlined procedures.

  • Professional Conduct: Tutors must maintain a professional environment during sessions and respect the privacy and rights of all participants.
     

Students and Parents:

  • Understanding Rights: Students and parents should familiarize themselves with this policy and understand their rights regarding session recordings.

  • Providing Feedback: Feedback from students and parents regarding the recording process and any concerns they may have is encouraged and will be used to improve policies and practices.
     

Conclusion:
 

The Session Recording and Privacy Policy is essential for maintaining the trust and confidence of our students, parents, and tutors. By ensuring that recordings are made with consent, stored securely, and handled with the utmost care, Hearken Tutors is committed to providing a safe and professional online learning environment.
 

We welcome any questions or feedback regarding this policy and encourage open communication to continuously enhance our tutoring services. Thank you for your commitment to maintaining the highest standards of privacy and security at Hearken Tutors.
 

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