Privacy Policy

Effective Date: April 16, 2026

1. Introduction and Company Information

Maple Grove Learning Centre (“Maple Grove Learning Centre,” “we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of personal information entrusted to us by students, parents, guardians, staff, applicants, visitors, and other individuals who interact with our school.

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information in the course of operating our educational services in Canada. We handle personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA), and, where applicable, provincial privacy and education laws.

Business Name: Maple Grove Learning Centre
Address: 2450 Maple Street, Ottawa, ON K1P 5H8, Canada
Email: [email protected]
Phone: +1 (613) 784-2956

2. Data Collection and Processing

We may collect personal information directly from you, from your parent or guardian if you are a minor, from authorized representatives, and in some cases from third parties where permitted by law or with consent.

Depending on your relationship with us, the personal information we may collect includes:

Identification and contact information: name, address, email address, telephone number, date of birth, and emergency contact details.
Student and educational information: grade level, attendance records, academic progress, learning assessments, special learning needs, behavioural notes, and program participation.
Parent/guardian information: names, contact details, relationship to student, and consent preferences.
Administrative and billing information: payment details, invoices, receipts, enrollment records, and account history.
Health and safety information: medical alerts, allergy information, accommodation needs, and emergency medical information, where necessary for safety and care.
Employment and application information: resumes, references, qualifications, background check results, and employment history for staff and applicants.
Technical information: IP address, device information, browser type, and website usage data when you interact with our website or digital services.
Images and recordings: photographs, video, or audio recordings for educational, security, or promotional purposes, where permitted and subject to consent requirements.

We process personal information only as permitted or required by law and only for identified purposes. We do not sell personal information.

3. Purpose of Data Processing

We collect, use, and disclose personal information for the following purposes:

to enroll students and manage admissions;
to provide educational instruction, tutoring, support services, and student assessment;
to communicate with students, parents, guardians, and authorized contacts;
to maintain attendance, academic, and administrative records;
to manage billing, payments, refunds, and financial administration;
to support student health, safety, and emergency response;
to accommodate learning needs and accessibility requirements;
to recruit, hire, manage, and evaluate employees, contractors, and volunteers;
to operate, secure, and improve our website, systems, and services;
to meet legal, regulatory, insurance, and reporting obligations;
to prevent fraud, misuse, unauthorized access, or other harmful activity; and
to send school-related notices, updates, and communications, where permitted by law.

4. Legal Basis for Processing

We process personal information only where we have a lawful basis to do so. Depending on the circumstances, our legal basis may include:

Consent: where you or your parent/guardian have given consent, including for certain communications, photographs, or optional services;
Contractual necessity: where processing is necessary to provide educational services, manage enrollment, or fulfill agreements;
Legal obligation: where processing is required to comply with applicable laws, regulations, court orders, or lawful requests;
Legitimate interests: where processing is necessary for our legitimate school operations, provided those interests are not overridden by your rights and interests; and
Vital interests or safety: where processing is necessary to protect the health, safety, or security of a student or other individual.

For minors, consent may be obtained from a parent or legal guardian where required by law and appropriate to the circumstances.

5. Data Sharing and Third Parties

We may share personal information with third parties only as necessary and appropriate for the purposes described in this Privacy Policy, and subject to contractual and legal safeguards where applicable.

Third parties may include:

payment processors and financial institutions;
cloud hosting, IT support, and software service providers;
student information system providers and educational technology platforms;
professional advisors, auditors, insurers, and legal counsel;
government authorities, regulators, law enforcement, or emergency responders where required or permitted by law;
transportation, extracurricular, or service providers engaged to support school operations; and
other schools or educational institutions, where necessary for transfers, records, or student support and with appropriate authority or consent.

We require third parties that process personal information on our behalf to protect it and use it only for authorized purposes. However, some third parties may have their own privacy policies governing their use of information.

6. Data Transfer to Third Countries

Some of our service providers may store or process personal information outside of Canada, including in the United States or other foreign jurisdictions. As a result, personal information may be subject to the laws of those jurisdictions and may be accessible to courts, law enforcement, or regulatory authorities in those countries.

Where we transfer personal information outside Canada, we take reasonable steps to ensure that appropriate contractual, technical, and organizational safeguards are in place to protect the information in accordance with Canadian privacy requirements.

7. Storage Duration

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, to meet legal, accounting, educational, or reporting obligations, and to resolve disputes or enforce agreements.

Retention periods vary depending on the type of record and legal requirements. In general:

student records are retained for the period required by applicable education and recordkeeping laws;
financial and billing records are retained for the period required by tax and accounting laws;
employment records are retained in accordance with employment and legal requirements;
security and access logs are retained for a limited period unless needed for investigation or legal purposes; and
information no longer required is securely deleted, destroyed, or anonymized.

8. User Rights

Subject to applicable law, you may have the following rights regarding your personal information:

Access: to request access to the personal information we hold about you;
Rectification: to request correction of inaccurate or incomplete personal information;
Erasure: to request deletion of personal information, where permitted by law;
Restriction: to request that we limit the use or disclosure of your personal information in certain circumstances;
Data portability: to request a copy of certain personal information in a structured, commonly used format, where applicable;
Objection: to object to certain processing based on legitimate interests or to certain communications, where applicable.

To protect privacy, we may need to verify your identity before responding to a request. In some cases, rights may be limited by legal, educational, or operational obligations.

9. Withdrawal of Consent

Where we rely on consent to process personal information, you may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

Please note that if you withdraw consent for certain information or uses, we may be unable to provide some services, activities, or communications that depend on that information.

10. Right to Complain

If you have concerns about our privacy practices, we encourage you to contact us first so we can address your concerns promptly.

You may also have the right to file a complaint with the Office of the Privacy Commissioner of Canada or another applicable privacy regulator if you believe your personal information has been handled in a manner that does not comply with applicable law.

11. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, theft, unauthorized access, disclosure, alteration, or destruction.

These measures may include:

access controls and role-based permissions;
password protection and authentication measures;
secure storage and transmission methods;
staff confidentiality obligations and privacy training;
monitoring and logging of system access where appropriate; and
incident response procedures for suspected privacy breaches.

No method of transmission or storage is completely secure. While we strive to protect personal information, we cannot guarantee absolute security.

12. Contact Information

If you have questions, requests, or concerns about this Privacy Policy or our handling of personal information, please contact us:

Maple Grove Learning Centre
2450 Maple Street, Ottawa, ON K1P 5H8, Canada
Email: [email protected]
Phone: +1 (613) 784-2956

13. Changes to Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any updated version will be posted on our website or otherwise made available to you, with the revised effective date.

We encourage you to review this Privacy Policy periodically. Your continued use of our services after changes are posted constitutes acceptance of the updated policy, to the extent permitted by law.

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