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. It is written to meet UK data protection law, including the UK GDPR, the Data Protection Act 2018 (as amended by the Data (Use and Access) Act 2025), and the Privacy and Electronic Communications Regulations 2003 (as amended).

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
• Engagement patterns we detect from your quiz activity, for example rushing, skimming, second-guessing your answers, or studying late at night, used to give you more tailored feedback
• A summary snapshot of your scores ("baseline") computed every 4 weeks, so you can compare your progress against the same point in an earlier cycle (for example, "this time last year")
• Self-reported or tutor-entered grades for assignments, and any optional notes a tutor adds alongside a grade

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)
• Your IP address, used briefly to apply rate limits that stop automated abuse of certain features. This is not linked to your account, is not used to track you, and is not kept beyond the short window needed to enforce the limit

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, local storage, 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:

• Name and email address (where you don't give us a name directly, for example when you're added from another channel, we use part of your email address as a placeholder)
• 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
• A one-time unsubscribe token used only to confirm it is really you when you ask to leave the waitlist

2.9 Questionnaires

Before you join the waitlist, we may invite you to complete a short questionnaire about how you feel about your academic work. This questionnaire is built into Koop itself, not a third-party form. Completing it is optional and does not automatically add you to the waitlist, you can fill it in without going any further.

Your answers are stored against a random session code generated in your browser, not against your name or email address. We do not currently link your questionnaire answers to a waitlist entry or account, even if you go on to join the waitlist in the same browser session. If a future version of this questionnaire does ask for your email address directly, we will update this section before that happens.

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)
• Apply short-term rate limits to stop automated abuse of the service
• 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, rate limiting to prevent abuse, 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, engagement patterns, 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. This setting is enforced at the database level, not only in the app, so a tutor cannot see your data through any part of Koop unless you have switched sharing on.

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

• Session cookie: keeps you logged in on the web app. Lasts until you log out or the session expires.
• Score-feedback cookies: short-lived cookies (24 hours) that hold small numeric score changes, used to show you how a quiz changed your scores immediately after you finish it. They do not contain your name or any other personal data.
• 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, and we do not use any analytics or tracking software.

Mobile app: if you use the Koop mobile app, we store your login session on your device, in the same way a browser stores a session cookie, so you don't have to log in every time. This stays on your device and is used only to reconnect you to your account. We do not collect device identifiers, push-notification tokens, or any other device-level data through the mobile app.

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, per-topic statistics, behavioural and diagnostic logs described in sections 2.3 to 2.5): kept for as long as your account is active. We rely on this history to show you meaningful progress over time, including comparisons across weeks and months, which is why we don't delete it on a fixed short schedule while you're actively using Koop. Alongside this, we generate a much lighter summary of your scores every 4 weeks (a "baseline", section 2.3), so that longer-range progress comparisons don't need to depend on us holding the full quiz-by-quiz detail forever, we keep up to 364 days (13 cycles) of baselines on a rolling basis, and the oldest one is deleted once you have more than 13. If you delete your account, this data is deleted with it (see below).
• 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 directly linked personal data promptly, in practice this typically happens immediately, and always within 30 days at the latest, 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 the retention rules above.
• Waitlist data (section 2.8) is kept separately from the account-lifetime rule 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), or use the unsubscribe link in any waitlist email, which deletes your waitlist entry, including your wave position and referral credit.
• Questionnaire data (section 2.9) is kept 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 18 or over. In practice, access requires a university affiliation, so we do not expect anyone under 18 to be able to use it. We do not knowingly collect personal data from children under 18. 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