Phoenix Education and Learning Centre Inc.

Privacy Polic

1. Introduction

At Phoenix Education and Learning Centre Inc. ("us" or, "we", or "our") we recognize the importance of privacy and the sensitivity of personal information. We take our responsibility to safeguard our clients, students, and their parents (collectively, “you”, or “your”, or “them”) personal information very seriously and we are dedicated to maintaining your trust through our commitment to privacy and security.

This Privacy Policy (the “Policy”) outlines how we collect, use, disclose, and protect your personal information in accordance with the Personal Information Protection and Electronic Documents Act (“PIPEDA”) when using our website www.phoenixeducationandlearning.ca (the “Website”) or interacting with our services offline.

Please read this Policy carefully. If you do not agree with our policies and practices, please do not use our Website or interact with us offline. By accessing or using our Website, or interacting with us offline, you indicate that you understand, accept, and consent to our practices described in this Policy.

2. Definition of Personal Information

Under PIPEDA, "personal information" means any information about an identifiable individual that can be used to distinguish, identify, or contact a specific individual.

3. Personal Information We Collect About You

In order to provide our virtual and in-home tutoring services, educational resources via our e-commerce platform, and professional development courses (collectively, the "Services"), we collect several types of personal information, including but not limited to:

• Contact Information: Details such as your name, age, address, email address, phone number, marital status, income, credit history, and employment information, to establish and maintain communication, as well as provide our Services.
• Academic Information: In the context of our tutoring services, we collect pertinent data related to a student's educational needs, such as the student's name, birthday, grade level, subjects of interest, and any relevant academic progress reports.
• Financial Data: In the context of any financial transactions, we collect your payment details, such as credit card or bank account information, to process the transactions.
• Business and Professional Information: In the context of our professional development courses, we collect information about your business goals, operational needs, and other related details.
• Newsletter Subscription: If you choose to subscribe to our newsletter, we collect your email address through an explicit opt-in process. Subscribers are provided with the option to opt-out at any time.

(collectively, “Personal Information”)

4. How We Collect Your Personal Information

We use different channels and methods to collect Personal Information, including through:

• When you sign up for our newsletter;
• When you register for our tutoring services, courses, or workshops;
• When you schedule or book a learning session or a call, through us directly or potentially via a third-party application;
• When you submit an inquiry or request via our contact form;
• When you purchase educational resources from our website;
• When you participate in a survey or feedback request, we send;
• When you communicate with us via email, phone, or otherwise;
• When you apply for job positions within our organization;
• When you provide reviews, testimonials, or feedback about our services;
• Through third party referrals;
• Through cookies and similar technologies (see Section 10); and
• Through third-party platforms such as Wave, Calendly, MailChimp, Panda Doc, Google Docs, Google Jam Board, Google Drive, Zoom, Google Meet, Kajabi, and Honey Book. We use these tools for various functions including billing, scheduling, newsletters, document management, online meetings, host our courses, and customer relationship management.

We only collect the Personal Information that is necessary to provide our Services, enhance your user experience, meet our operational needs, and fulfill legal requirements.

5. How We Use Your Personal Information

We use the Personal Information we collect about you for various purposes. Below, we outline the ways in which your Personal Information may be used in the provision of our Services.

• Tutoring Services: To match you with suitable tutors, to tailor tutoring sessions to your needs, and to communicate with you about your sessions, progress, and any related matters.
• Educational Resources: To personalize and enhance your experience when using our educational resources. This may include recommending resources based on your interests or learning needs and communicating with you about your resource usage.
• Development Courses: To provide you with access to our online courses, to communicate with you about course content, updates, progress, and related matters, and to personalize your learning experience.
• Newsletters: If you have opted in to receive our newsletters, we use your Personal Information to send you these communications. We may also use your information to personalize the content of these communications based on your interests.
• Website Usage: To improve our website's performance, to understand how users interact with our website, and to ensure a secure, optimized user experience.
• Marketing and Advertising: For marketing purposes, such as sending promotional emails or newsletters.

Please note that we will only use your Personal Information as described above unless we have received your explicit consent to use it for other purposes or are required or permitted to do so by law.

6. Children’s Privacy

Our Services are designed to accommodate all users, including minors. Some Services, like tutoring, necessitate collecting Personal Information from minors. We only collect necessary information with the explicit consent of a parent or guardian and use it solely to provide the Services requested.

If a parent or guardian discovers that a minor under their care has provided us with Personal Information without their consent, they should contact us immediately. We will promptly take steps to remove such information.

We strongly encourage parents and guardians to monitor their child's online activities and instruct them to never provide Personal Information on our Services without parental permission.

We maintain strict compliance with all laws and regulations concerning the collection, use, and disclosure of minor's Personal Information.

7. Security of Personal Information

The security of your Personal Information is very important to us. We use physical, electronic, and administrative measures designed to secure your Personal Information from accidental loss and from unauthorized access, use, alteration, and disclosure, including but not limited to:

• Secure servers and networks where your Personal Information is stored;
• Firewalls and encryption technologies to guard against unauthorized access;
• Two-factor authentication to provide an extra layer of security to user accounts.;
• Limited access to your Personal Information to employees and service providers on a 'need-to-know' basis;
• Regular training for our staff on data security and privacy protection; and,
• Security measures during the transmission of data, such as encryption of payment data.

Unfortunately, the transmission of information via the Internet and other communication channels is not completely secure. Although we do our best to protect your Personal Information, we cannot guarantee the security of your Personal Information transmitted to our Website or through any means. Any transmission of Personal Information is at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained on the Website or in our communication systems.

8. Retention of Personal Information

Except as otherwise permitted or required by applicable law or regulation, we will only retain your Personal Information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Under some circumstances we may anonymize your Personal Information so that it can no longer be associated with or identify you. We reserve the right to use such anonymous and de-identified data for any legitimate business purpose without further notice to you or your consent.

9. Links to Other Websites

The Website may include links to third-party websites, plug-ins, services, social networks, or applications. Clicking on those links or enabling those connections may allow the third-party to collect or share data about you. If you follow a link to a third-party website or engage a third-party plugin, please note that these third-parties have their own privacy policies and we do not accept any responsibility or liability for these policies. We do not control these third-party websites, and as such, we encourage you to read the privacy policy of every website you visit.

10. Information We May Collect Through Cookies

As you navigate through and interact with our Website, we may use cookies or other automatic data collection technologies to collect certain information about your equipment, browsing actions, and patterns, including:

• Details of your visits to our Website, including traffic data, location data, logs, and other communication data and the resources that you access and use on the Website; and,

• Information about your computer and internet connection, including your IP address, operating system, and browser type.

We may collect information about your consent for the use of cookies on our Website through cookie consent logs, which may include information such as your IP address and browser information.

We may also use these technologies to collect information about your online activities over time and across third-party websites or other online services (behavioral tracking).

The information we collect automatically is statistical data and may include Personal Information. It helps us to improve our Website and to deliver a better and more personalized service, including by enabling us to:

• Estimate our audience size and usage patterns;
• Store information about your preferences, allowing us to customize our Website according to your individual interests;
• Speed up your searches;
• Recognize you when you return to our Website.

The technologies we use for this automatic data collection may include:

• Cookies (or browser cookies). A cookie is a small file placed on the hard drive of your computer. You may refuse to accept browser cookies by activating the appropriate setting on your browser. However, if you select this setting you may be unable to access certain parts of our Website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you direct your browser to our Website.

• Flash Cookies. Certain features of our Website may use local stored objects (or Flash cookies) to collect and store information about your preferences and navigation to, from, and on our Website. Flash cookies are not managed by the same browser settings that are used for browser cookies.

• Web Beacons. Pages of our Website (and our emails) may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit us, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of certain website content and verifying system and server integrity).

We take the privacy and security of your Personal Information seriously and we are committed to being transparent about the use of cookies and other automatic data collection technologies on our Website

11. Third-Party Use of Cookies

Some content or applications on the Website are served by third-parties, including advertisers, ad networks and servers, content providers, and application providers. These third-parties may use cookies to collect information about you when you use our Website. The information they collect may be associated with your Personal Information or they may collect information, including Personal Information, about your online activities over time and across different websites and other online services. They may use this information to provide you with interest-based (behavioural) advertising or other targeted content. We do not control these third-parties’ tracking technologies or how they are used. If you have any questions about an advertisement or other targeted content, you should contact the responsible provider directly.

You can opt-out of several third-party ad servers’ and networks’ cookies simultaneously by using an opt-out tool created by the Digital Advertising Alliance of Canada and/or an opt-out tool created by the Network Advertising Initiative. You can also access these websites to learn more about online behavioural advertising and how to stop websites from placing cookies on your device. Opting out of a network does not mean you will no longer receive online advertising. It does mean that the network from which you opted out will no longer deliver ads tailored to your web preferences and usage patterns.

12. Access and Correction

It is important that the Personal Information we hold about you is accurate and current. Please keep us informed if your Personal Information changes.

If you want to review, verify, correct, or withdraw consent to the use of your Personal Information please contact our Privacy Officer, whose contact details are outlined in Section 14 of this Policy.

We may not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect.

We may request specific information from you to help us confirm your identity and your right to access the Personal Information that we hold about you or to make your requested changes. Applicable law may allow or require us to refuse to provide you with access to some or all of the Personal Information that we hold about you, or we may have destroyed, erased, or made your Personal Information anonymous in accordance with our record retention obligations and practices. If we cannot provide you with access to your Personal Information, we will inform you of the reasons why, subject to any legal or regulatory restrictions.

13. Withdrawing Your Consent

Where you have provided your consent to the collection, use, and disclosure of your Personal Information, you have the legal right to withdraw your consent under certain circumstances. To withdraw your consent, please contact our Privacy Officer, whose contact details are outlined in Section 15 of this Policy. Please note that if you withdraw your consent, we may not be able to provide you with a particular product or service. We will explain the impact to you at the time to help you with your decision.

14. Changes to our Policy

This Policy may change from time to time. It is our policy to post any changes we make to our Policy on this page with a notice that the Policy has been updated on the Website home page.

We will notify you in advance of any material changes to this Policy and obtain your consent to any new ways that we collect, use, disclose and store your Personal Information. Please check the Policy periodically for updates, as your continued use of this Website after we make changes indicates that you accept and consent to those changes.

15. Privacy Officer

We welcome your questions, comments, and requests regarding this Policy and our privacy practices. Please contact our Privacy Officer at:

Privacy Officer: Sabrina Byart

Phoenix Education and Learning Centre Inc

Email: [email protected]

We are committed to addressing any concerns you may have and will respond to your inquiry within a reasonable time.

16. Complaints

If you are not satisfied with our response to your privacy-related inquiry, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada or the Information and Privacy Commissioner of Ontario, as applicable.

Office of the Privacy Commissioner of Canada

30 Victoria Street

Gatineau, Quebec K1A 1H3

Toll-free: 1-800-282-1376

Website: www.priv.gc.ca

 

Information and Privacy Commissioner of Ontario

2 Bloor Street East, Suite 1400

Toronto, Ontario M4W 1A8

Toll-free: 1-800-387-0073

Website: www.ipc.on.ca

By using our Services, you acknowledge and agree to the terms of this Policy.

We appreciate your trust in us and will continue to work diligently to protect your Personal Information and provide you with the best possible service.