Student data
Checked against our code: October 30, 2026
Your students are children. You are trusting us with their names and home addresses. This page says what we keep, who else receives any of it, and when. It describes what the product does today.
The short version
- We store each student's name, home address, lesson times and the notes you give us. The student record has no fields for birth date, school, grade or photo.
- On the free look, before you subscribe, no AI is used on your data. Home addresses do go to Google Maps to measure drive times.
- After you subscribe, importing a normal spreadsheet still uses no AI. Our own code reads it. Some features you choose to use do send student data to Anthropic, the company behind Claude. That includes student names and, if your file had street addresses, street addresses. The second table below lists every feature and every field.
- Anthropic's published terms say it may not train its models on what we send it. Its sources are linked below.
- We do not email students or parents. Our email goes to you, your teachers and the people you invite.
- You can delete data yourself, or email raymond@setthetune.com and we delete it by hand.
What we store
- Students: first and last name, home address, area, the map point we find from the address, instruments, lesson length, notes, a special-needs flag with detail, whether a female teacher is required, which teachers they may have, and the days and times they can come.
- Parents or guardians: name, email, phone and notes. Only if your file has them or you type them in.
- Teachers: name, email, phone, home address, availability and an optional photo.
- Your schedule, a log of changes (its lines can include student names), and a saved list of drive times between map points.
- Lesson marks, if your teachers use them: whether each lesson was taught or cancelled, and any note the teacher left.
One thing to know. When your file has an address column, the same text is saved as both the address and the area. The area is what the workbench shows on lesson cards, and several AI features read it. If your file has street addresses, the area is a street address.
On the free look, most screens show last names as initials and towns in place of street addresses. That is a display rule for the free look. We still store everything you imported.
Who else receives it, and when
| Service | What it receives | When | Why |
|---|---|---|---|
| Supabase | Everything you enter, and the email address of each person who signs in. | Always. | Our database and sign-in. |
| Vercel | Every page request, because it runs the app. If a Google address lookup fails with an error, the address being looked up is written to our server log. | Always. | Hosting. |
| Google Maps | A home address as plain text, with no name attached. Pairs of map coordinates for homes, with no names. Paying schools only: the characters you type into the address box on the student and teacher forms. | When you import, or add or edit a student or teacher with an address, and when drive times are needed. This includes the free look. | To turn an address into a map point and measure drive minutes. What Google does with a request is set by Google's terms, which this page does not describe. |
| Anthropic | Paying schools only. Nothing at all during the free look. The exact fields are in the next table. | Only when someone clicks an AI feature, asks a question, or imports a file our code cannot read. | AI features: reading odd files, suggesting lesson slots, the assistant. |
| Resend | The email address and the text of the emails we send: team invitations, teacher availability requests and the welcome email. Student data is not in them. Files you send through our Build form are emailed to Raymond as attachments. | When one of those emails is sent. | Email delivery. |
| Stripe | Your email, your school name and your plan. No student data. | At checkout and billing. | Payments. |
| Sentry | Error reports. The setting that attaches IP addresses and request headers is off. A report can include the text of the error message. | When the app hits an error. | Finding and fixing bugs. |
| Anyone with a teacher's calendar link | That teacher's confirmed lessons: each student's full name and area. The link has no password. The link is the key. | Whenever the link is opened, including by a calendar app that checks it. | Paying schools only. Someone on your team creates the link from the teacher's page. |
| Anyone with a teacher's lesson link | That teacher's lessons for any week: each student's full name and street address, and any notes the teacher left. They can mark lessons. They cannot change the schedule. The link has no password. The link is the key. On the free look it shows first name, last initial and town only. | Whenever the link is opened. | So a teacher can see their day and mark lessons with no account. Someone on your team creates it from the teacher's page, and can replace it there. The old link stops working at once. |
| Anyone with a family calendar link | That family's lessons the school has told them about: each child's first name, instrument, teacher's first name, day and time. No surname and no address. The link has no password. The link is the key. | Whenever the link is opened, including by a calendar app that checks it. | Paying schools only. The school chooses whether to send it to a family. |
| Anyone with a school calendar link | Your school's name, semester dates and closure dates. No student data. | Whenever the link is opened. | So families can see when there are no lessons. |
AI, feature by feature
Paying schools only. On the free look none of these run. Each one checks that your school has paid before it sends anything.
| Feature | What is sent to Anthropic | When |
|---|---|---|
| Reading a roster file our code cannot match | The column headings and the first 3 rows of the file, exactly as written. If your file has student names, addresses, and parent names, emails or phone numbers, those first 3 rows include them. | Only if our own code cannot find a student name column in the file. Common layouts never reach this step. |
| Reading unusual availability wording | Only the availability cells our code could not read, such as "after school". Each is listed once. No names or addresses go with them. | During the same import, and only if some cells need it. |
| Reading a Word schedule or teacher sheet our code cannot read | The full text of that file. For a Word schedule, that is the student names and areas written in the cells. | Only if our own code finds nothing in the file. |
| Schedule suggestions ("Suggest" and "Fix with AI") | For each student being placed: full name, area, instruments, lesson length, notes, availability, whether a female teacher is required, and the names of siblings. For teachers: name, instruments, availability, and the area of each booked lesson with no student name. A drive-time table that labels each home by its map coordinates. | When an admin clicks. |
| The assistant | The questions you type, as you type them. Plus whatever it looks up to answer: student full names, area, instruments, lesson length, current lesson, conflict notes and the waitlist. | When someone asks it something. |
| The "Ask support" box | The question you type, up to 500 characters, as you type it, with our help articles. We add no roster data. | When someone asks. On the free look it answers from the guides with no AI. |
| Finding a fill for a cancelled lesson | Teacher name, day and time, and the cancelled student's area. For each student who could take the slot: full name, area and lesson length. | When an admin clicks. |
- Parent and guardian names, emails and phone numbers are never read from our database for an AI feature. They can reach Anthropic only if they are written in a file the import sends (the first and third rows of the table).
- Notes are free text. Anything typed or imported as a student note goes to Anthropic when schedule suggestions run. Keep medical details out of notes if you do not want them there. The separate special-needs flag and detail fields are not sent.
- What you type into the assistant and the support box goes to Anthropic as you typed it. We keep a copy to find gaps in our help, with names from your roster, email addresses and phone numbers replaced. That replacement is on our copy only. It does not happen before the text is sent. Other text, such as a street address you type, is kept as typed.
- We do not save the text we send to Anthropic or what comes back. We save how many tokens each call used and what it cost.
- We do not train or fine-tune any AI model. Our code sends requests to Anthropic's API and reads the answers.
What Anthropic says. We read these pages on October 30, 2026. They are Anthropic's words, not ours, and they can change.
- Anthropic's Commercial Terms (effective June 17, 2025) say: “Anthropic may not train models on Customer Content from Services.” Customer Content is the inputs and outputs.
- Anthropic's Privacy Center (updated July 1, 2026) says it automatically deletes inputs and outputs from its backend within 30 days. It lists exceptions, including content flagged under its Usage Policy, which it may keep longer, and cases where the law requires it.
- Its page on model training (updated August 18, 2026) says that by default it does not use inputs or outputs from its commercial products, which include the Anthropic API, for training.
Who at your school can see it
Everyone you invite, administrator or teacher, signs in with their own email and can see your students, including addresses. People at other schools cannot. Every lookup in the app is limited to the signed-in person's school, and an automated test on our code checks the main places this could go wrong. Pages are served over HTTPS only, and the app's connection to its database is encrypted.
Deleting data
- One student, or several. Delete them from the Students page. That removes their lessons, availability and waitlist entry. It does not remove parent contact records linked to them. Remove those on the student's page first, or use Fresh start.
- Fresh start (Settings, administrators only; you type your school name to confirm). It removes every student, parent contact, lesson, season, sibling link, waitlist entry and import record in one step. It keeps teachers, team members, settings and billing, the log of changes (which can include student names), and the saved drive times between map points.
- The whole school. There is no button for this yet. Email raymond@setthetune.com, tell us which school, and we delete it by hand.
- Cancelling a subscription does not delete anything. Under our Terms the data is kept so you can come back.
- Copies at other services. Data already sent to Google, Anthropic or the other services above is held under their rules, not ours. Anthropic's stated period is above.
What this page is not
It is a description, not a certification. We do not claim compliance with COPPA, FERPA or any similar standard. Our Terms put responsibility for family consents with the school. Our Privacy Policy has the legal text.