Privacy Policy

1. Who We Are

Totally Teach Match (the "Platform") is operated by Totally Teach Ltd, a company registered in England and Wales under company number 15260581, with its registered office at Unit 1 Tower Lane, Warmley, Bristol, BS30 8XT, United Kingdom ("Totally Teach", "we", "us"). We are the controller of the personal data described in this Policy. For any privacy matter, contact rowena@totallyteach.com.

This Policy applies to Teachers, Schools and Partners using the Platform, and to candidates whose profiles are held in our recruitment database (see Section 3).

2. Data We Collect

2.1 Profile and account data

Name, email, phone, messaging IDs, photo, date of birth, gender (optional), nationality and languages, current location, qualifications, certifications, work history, education, professional development, subjects and teaching levels, career preferences (countries, availability, minimum salary), and your bio.

2.2 CVs, documents and videos

CVs and supporting documents you upload or paste; videos you upload or record (introduction, teaching demo, classroom, and pre-interview answers), together with their transcripts and the AI-generated scores and feedback described in Section 5.

2.3 Data about other people you provide

References (name, contact details, role and relationship of your referees) and, where you choose to provide it, information about dependants relevant to relocation (such as name, age and schooling needs). You must have the permission of any adult whose details you provide.

2.4 School data

Institution details, contacts, job postings, hiring preferences and matching configuration, culture and values questionnaires, and subscription details.

2.5 Usage and technical data

Log-in and activity data, device and connection information, and records of your interactions with matches, interviews and messages. We also measure page audience (pages visited, referrer, browser type, country) using cookieless analytics that do not store your IP address or track you across sites. If you agree in our cookie banner, analytics and marketing tools also measure visits to our public pages (see Section 11).

2.6 Billing data

Subscription and payment status. Card details are collected and stored by our payment processor (Stripe), not by us.

2.7 Safeguarding information

Schools must recruit safely to protect children. We collect the following information for child protection and safer recruitment, and treat it as sensitive data.

• Your safeguarding declaration: your answer to our safeguarding question and, if you answer "Yes", the explanation you write. Only you, the members of our team named for safeguarding, and our external safeguarding consultant (Raynor Safeguarding, through a restricted account) can read it. Schools never see it. When a declaration needs review, the email we send to the consultant only says that a declaration is waiting, with a link to sign in. It never contains your answer.
• Police checks and International Child Protection Certificates (ICPC): seen by our team. Schools you are put forward to can see one only after our team has read it. If it shows a record, no school sees it until our safeguarding consultant has reviewed it, and it is shown only if the consultant advises it. Every time a school or our team opens one, we keep a record of it.
• Your explanation of gaps in your career history: our team may correct it; schools you are put forward to see it once they know who you are, without your contact details until you have both agreed to talk.

3. Profiles From Our Recruitment Database

The Totally Teach business has provided international teacher recruitment services since 2018. If you previously engaged with our recruitment services, your candidate profile from our recruitment database (including data held in our recruitment CRM) is also represented on the Platform, so that our recruitment team can continue matching you with suitable teaching opportunities. This is the same purpose for which your information was originally collected.

Until you activate your account, your profile is managed by our recruitment team and may be included in matching and presented to Schools by our team. You can activate your account at any time to take direct control of your profile, or ask us to remove your profile by contacting rowena@totallyteach.com.

4. How We Use Data and Legal Bases

• Providing the Services (accounts, profiles, matching, interviews, messaging, notifications): performance of our contract with you. Showing your profile to Schools you have not applied to is covered separately below.
• AI analysis of your profile (CV and bio coherence, video transcription and analysis, pre-interview analysis): performance of our contract. These analyses are the service you request when you submit the relevant content; see Section 5.
• Improving our matching algorithms (calibrating matching weights, success profiles and retention predictions from recruitment outcomes): our legitimate interest in operating an effective matching service. Improvement relies on pseudonymised or aggregated information, and you may object at any time (Section 9).
• Showing your profile to Schools that match you (without your contact details, Section 6.1): our legitimate interest in introducing you to suitable roles. This is on by default, and you can turn it off at any time in your Settings.
• Continuing recruitment for database candidates (Section 3): our legitimate interest in continuing the recruitment relationship, with your right to object or request removal at any time.
• Service emails (transactional messages, and reminders if you start signing up; reminders stop automatically and include an unsubscribe link): performance of our contract and our legitimate interest.
• Marketing: your consent, which you can withdraw at any time.
• Analytics and marketing cookies: your consent, given and withdrawn in our cookie banner (see Section 11).
• Security, fraud prevention and legal compliance: our legitimate interests and our legal obligations.
• Safeguarding information (Section 2.7): our legitimate interest and legal obligations in safeguarding children, under the conditions the law sets for criminal record data.

5. AI Features and Automated Decision-Making

The Platform uses AI in the following ways:

• Match scores. Our matching engine scores the fit between Teacher profiles and School positions using the profile data described above.
• Coherence analysis. When you request it, your CV and bio are analysed by an AI model to produce a consistency score and suggestions.
• Video transcription and analysis. When you upload a video or record pre-interview answers, the recording is transcribed by a third-party speech-to-text provider and the transcript is analysed by an AI model to produce the scores and feedback shown on your profile.
• Learning from outcomes. We calibrate matching for each School from its own recruitment outcomes (interviews, placements, rejections), build success profiles, and estimate retention likelihood from historical placement outcomes. Cross-school insights use pseudonymised or aggregated information.

These outputs are decision-support indicators. No decision producing legal or similarly significant effects for you is made solely by automated means: hiring and interview decisions are made by Schools and Teachers. You have the right to ask for human review of any AI output that concerns you, to express your point of view, and to contest an output, by contacting rowena@totallyteach.com.

6. Who We Share Data With

6.1 Schools and Teachers

Teacher profiles (including CV information, videos, transcripts and AI scores) are shared with Schools as part of matching and applications, as described below. School information is shared with Teachers as part of the same process. We do not sell personal data.

Schools that match you can see your profile, without your contact details, so that we can introduce you to suitable roles. We rely on our legitimate interest for this. It is on by default, and you can turn it off at any time in your Settings: from that moment, Schools you have not applied to no longer see your profile. Schools you apply to see your application, and our team can always see your profile to provide the Services. See Section 3.4 of our Terms.

6.2 Service providers (processors)

We use the following categories of providers under data processing terms:

• Supabase: database, authentication and file storage (profiles, documents, videos).
• Anthropic: AI analysis of CV and bio text, video transcripts and pre-interview answers.
• OpenAI: speech-to-text transcription of uploaded videos and recordings.
• Stripe: payment processing.
• Resend: email delivery. Resend keeps a copy of the emails it sends for its own retention period.
• Raynor Safeguarding: our external safeguarding consultant, who reviews safeguarding declarations and certificates (see Section 2.7).
• Vercel: application hosting and cookieless audience analytics.
• HubSpot: our customer relationship tool (account sign-up status and, with your consent, visits to our public pages).
• Google, LinkedIn and Meta: with your consent only, audience measurement and advertising on our public pages (see Section 11).
• Manatal: our recruitment CRM (see Section 3).

6.3 Legal and business

We may disclose data where required by law or to protect our rights, and in the context of a merger, acquisition or sale of assets, subject to this Policy.

7. International Transfers

Some of our providers process data outside the United Kingdom and the European Economic Area, including in the United States. Where we transfer personal data internationally, we rely on appropriate safeguards such as adequacy decisions or approved contractual clauses (including the UK International Data Transfer Agreement or Addendum and the EU Standard Contractual Clauses, as applicable).

8. Retention

• Account data, profiles, documents, videos and analyses: kept while your account or recruitment relationship is active, and deleted or anonymised on verified request (Section 9), except safeguarding information and the records of who opened a teacher's documents (below).
• Sign-up leads: if you start signing up but do not finish, your email is deleted after 90 days.
• Aggregated statistics: retained without identifying anyone, including after deletion.
• Billing records: kept as required by tax and accounting law.
• Records of who opened a teacher's documents (identity documents, CV, certificates and portfolio): kept 3 years, including after the teacher's account is deleted, then deleted automatically.
• Safeguarding information (Section 2.7): kept after your account is deleted, for child protection. We are setting how long with our legal advisers and will state it here.

9. Your Rights

Subject to applicable law, you have the right to access, rectify and erase your personal data, to restrict or object to processing (including objecting to the use of your data for algorithm improvement, to the continued presence of a recruitment-database profile, and to Schools that match you seeing your profile, which you can turn off in your Settings), to data portability, and to withdraw consent at any time where processing is based on consent. Safeguarding information may be kept after an erasure request (Section 8).

To exercise any right, contact rowena@totallyteach.com. We respond within one month. You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk) or to your local supervisory authority in the EU.

10. Security

We apply technical and organisational measures appropriate to the risk, including encryption in transit, access controls, row-level security on our database, and the principle of least privilege for our staff. No system is perfectly secure; we encourage you to use a strong, unique password.

11. Cookies

Essential cookies keep you signed in and secure your session, and one cookie (tt_consent) remembers your cookie choice for six months. They are always on: the Platform cannot work without them. Your browser may also keep unsent form drafts and dismissed notices on your device.

Optional cookies are only set if you agree in our cookie banner, and only on our public pages (home, information pages, pricing, blog, contact and legal pages), never inside your account:

• Analytics (Google Analytics): how visitors find and use our public pages, to improve the site and its search visibility. Cookies _ga and _ga_*, kept up to 2 years.
• Marketing (HubSpot, LinkedIn, Meta): which public pages you visited, to show you relevant content and advertising on those services. HubSpot: hubspotutk and __hstc up to 6 months, __hssc 30 minutes, __hssrc until you close your browser. Google: _gcl_au up to 90 days. Meta: _fbp and _fbc up to 90 days. LinkedIn: li_fat_id up to 30 days. Google, LinkedIn and Meta also set cookies on their own domains, under their own policies.

Nothing optional loads until you choose, and refusing is one click. You can change your choice at any time with the “Cookie settings” link at the bottom of our public pages; withdrawing removes these cookies from our site.

12. Children

The Platform is for users aged 18 and over. We do not knowingly collect data from children. Information about dependants is provided by their parent or guardian solely for relocation purposes.

13. Changes to This Policy

We may update this Policy. For material changes we will give reasonable notice (for example by email or an in-product notice) before the changes take effect. Each version is dated.

14. Contact

Privacy requests and questions: rowena@totallyteach.com. See also our Terms of Service.