Koop Privacy Policy

Koop ("Koop", "we", "us") is operated by LEARNWITHKOOP LTD. If you have a question about this policy or about your personal data, contact:

LEARNWITHKOOP LTD
Registered in England and Wales, company number 17326074
Registered office: 82A James Carter Road, Mildenhall, England, IP28 7DE
c/o Charlie Ostle
Charlie@learnwithkoop.com

This policy applies to anyone who uses Koop, whether as a student or as a tutor, on the web app or the mobile app.

We collect the following categories of personal data, each one data we actually store in our systems.

2.1 Account and identity data

• Full name
• Email address
• Password (stored as a one-way hash, never in plain text)
• Account role (student or tutor)
• University and course (optional, self-reported)
• University join code (tutors)
• Onboarding status and your data-sharing consent setting (see section 6)

2.2 Class and relationship data

• Classes you create or join, including the class name and join code
• The link between a tutor, a student, and a class (who is enrolled in what)
• Titles and metadata of class materials uploaded by tutors (file name, type, upload date)

2.3 Learning and assessment data

• Every quiz you start and complete, including the questions shown to you, the answers you selected, whether each answer was correct, how long you took on each question, whether you changed an answer, and whether you skipped a question
• Your skill scores across the categories we assess (understand, apply, analyse, evaluate)
• Your speed score, consistency score, and overall "learning gap" score, and the history of how these change over time
• Per-topic performance statistics used to detect recurring knowledge gaps
• Self-reported or tutor-entered grades for assignments

2.4 Assignment readiness data

• Records of assignment-readiness checks ("Q1") pushed to you by a tutor ahead of a deadline, and your responses
• Records of the related follow-up check ("Q2") sent by email some days later, and your responses

2.5 Behavioural and diagnostic data

• Records of when and why you leave a quiz before finishing it (so we can improve the product)
• Predicted versus actual progress data, used to evaluate how well our scoring model predicts outcomes
• Bug reports you submit, including the page you reported them from
• Browser and device information (user agent string)

2.6 Uploaded content

• Files uploaded by tutors as class materials (PDF or Word documents) and any link-based materials
• Text extracted from those files for the purpose of generating quiz questions and revision cheat sheets

2.7 Cookies and similar technology

See section 7 below.

2.8 Waitlist data

If you join the Koop waitlist before you have a full account, that is a separate sign-up from creating an account, and we collect a smaller, different set of data for it:

• Full name and email address
• The role you selected (student, tutor, university representative, or other)
• A referral code generated for you, which "wave" you are currently in, and how many people you have referred
• The referral relationship between your entry and anyone you referred, or whose referral link you used to join

2.9 Questionnaires

Before you join the waitlist or otherwise use Koop, we may invite you to complete a short questionnaire about how you feel about your academic work, hosted on Google Forms. Completing this questionnaire is optional and does not automatically add you to the waitlist, you can fill it in without going any further. At the end of the questionnaire, we link to this privacy policy where you can optionally give us your email address. Where you do, we collect your answers together with that email address, and, if you go on to join the waitlist, this data is held in the same Supabase system as your waitlist entry (section 2.8) and retained on the same basis.

We use the data above to:

• Create and secure your account, and confirm who you are when you log in
• Let tutors set up classes and let students join them with a class code
• Generate quiz questions and revision material from content tutors upload
• Mark quizzes, calculate your skill, speed, consistency, and learning-gap scores, and show you your progress over time
• Identify topics you are struggling with and recommend what to revise next
• Send assignment-readiness checks and follow-up emails at the right time
• Run the Koop waitlist: generate your referral code and link, track your wave and referral progress, and email you to confirm you have joined and to tell you when you move up
• Run any optional questionnaires we ask you to complete, and use your answers for the purpose stated when we ask
• Let a tutor see a student's progress, but only where that student has actively turned on data sharing with their tutor (section 6)
• Diagnose bugs and improve the product
• Meet our legal and security obligations

• Contract: processing needed to provide the core service you have signed up for (accounts, quizzes, classes).
• Consent: joining the waitlist, completing an optional questionnaire, sharing your learning data with your tutor, and any optional cookies, is based on your explicit, revocable consent.
• Legitimate interests: detecting bugs, improving our scoring model, and basic security logging, where this does not override your own privacy interests.
• Legal obligation: where we are required to keep or disclose data by law.

We do not sell your data. We share it only with the service providers needed to run Koop, and with your own tutor where you have consented to that (section 6).

These providers are based in, or process data in, the United States. Where personal data is transferred outside the UK or EEA, we rely on standard contractual clauses or an equivalent approved safeguard with each provider.

By default, a tutor cannot see your individual results. If you choose to turn on data sharing in your settings, your enrolled tutor can see your aggregate progress, including your skill scores, speed, consistency, and learning-gap score, and any grades recorded for you. Your tutor cannot see the specific text of your individual quiz answers. You can turn this sharing off at any time in your account settings, and it takes effect immediately for any future viewing.

We use a small number of cookies, all of which are necessary to run the service:

• Session cookie: keeps you logged in. Lasts until you log out or the session expires.
• Score-feedback cookies: short-lived cookies (24 hours) used to show you how a quiz changed your scores immediately after you finish it.
• Recovery-session cookie: a short-lived cookie (2 hours) used to mark that a quiz attempt qualifies for our gap-recovery bonus.

We do not use third-party advertising or tracking cookies.

We keep different categories of data for different lengths of time, depending on what it is used for.

• Learning and assessment data (quiz attempts, answers, skill scores, knowledge-gap statistics, behavioural and diagnostic logs described in sections 2.3 to 2.5): kept on a rolling 62-day (two-month) basis. We keep two months of history so that we can show you meaningful progress reports and period-over-period comparisons (for example, this month against last month). Once a record passes 62 days old, it is deleted or reduced to an anonymised summary statistic that can no longer be tied back to you, except where a current overall score (such as your latest learning-gap score) needs to be retained as a running figure for your account to function.
• Account and identity data (section 2.1) and class and relationship data(section 2.2): kept for as long as your account is active, since the service cannot work without it.
• Uploaded materials and AI-generated questions or cheat sheets (section 2.6): kept for as long as the related class exists, or until the tutor who uploaded them deletes them.
• Account deletion: when you delete your account, we delete your account record and associated personal data within 30 days, other than anything we are legally required to keep for longer (for example, fraud prevention or dispute records).
• Email sent through our email provider is also subject to that provider's own retention period for delivery logs, separate from our 62-day window.
• Waitlist data (section 2.8) is not on the 62-day cycle described above. Because joining the waitlist is a separate, deliberate action, that is, you are actively asking us to hold your place and contact you when it is your turn, we keep your waitlist name, email, role, referral code, wave, and referral history for as long as the relevant wave of the waitlist is still open, and for up to 24 months from when you joined or last referred someone, whichever is later. If you go on to create a full Koop account, your waitlist entry becomes the origin record for that account and is deleted once your account is set up, after which the account-data retention rules above apply instead. You can ask to be removed from the waitlist at any time (section 1); doing so deletes your waitlist entry, including your wave position and referral credit.
• Questionnaire data (section 2.9) is kept on the same basis as waitlist data: for up to 24 months from when you submit it, or until the purpose we collected it for has been fulfilled, whichever is sooner. You can ask us to delete your questionnaire responses at any time (section 1).

We use industry-standard measures to protect your data, including encryption in transit, hashed passwords, and database-level access rules that restrict who can read or write each record (for example, ensuring a tutor can only see a student's data once that student has consented to share it). No system is completely secure, and we cannot guarantee absolute security.

Your skill scores, speed score, consistency score, and overall learning-gap score are calculated automatically from your quiz activity. We use these scores to personalise what you see next (for example, which topics to revise), not to make any decision that has a legal or similarly significant effect on you. If you have concerns about a score, contact us using the details in section 1.

Koop is intended for use by students and tutors aged 16 or over. We do not knowingly collect personal data from children under 16. If you believe a child has provided us with personal data, please contact us so we can remove it.

Under UK data protection law, you have the right to:

• Ask for a copy of the personal data we hold about you
• Ask us to correct inaccurate data
• Ask us to delete your data (subject to section 8)
• Ask us to restrict how we use your data
• Object to processing based on legitimate interests
• Withdraw consent at any time, including switching off tutor data sharing, leaving the waitlist, or withdrawing a questionnaire response
• Ask for your data in a portable format
• Complain to the UK Information Commissioner's Office (ico.org.uk) if you think we have mishandled your data

To exercise any of these rights, contact us using the details in section 1.

We may update this policy as Koop changes. If we make a material change, we will let you know, for example by email or a notice in the app, before it takes effect.

LEARNWITHKOOP LTD
Registered in England and Wales, company number 17326074
Registered office: 82A James Carter Road, Mildenhall, England, IP28 7DE
c/o Charlie Ostle
Charlie@learnwithkoop.com