Privacy Policy

Effective Date: April 16, 2026

1. Introduction and Company Information

Maple Grove Learning Academy (“Maple Grove Learning Academy,” “we,” “us,” or “our”) is committed to protecting the privacy and personal information of students, parents, guardians, employees, 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 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 Academy
Address: 1420 Maple Grove Road, Ottawa, ON K1A 0B1, Canada
Email: [email protected]
Phone: +1 (613) 782-9461

2. Data Collection and Processing

We collect personal information that is reasonably necessary for educational, administrative, safety, legal, and operational purposes. Depending on your relationship with us, we may collect the following types of information:

• Student information: name, date of birth, gender, grade level, student ID, attendance records, academic records, report cards, learning support information, disciplinary records, extracurricular participation, and emergency contact details.
• Parent/guardian information: names, addresses, phone numbers, email addresses, relationship to student, billing information, and consent preferences.
• Health and safety information: medical conditions, allergies, medications, emergency plans, accessibility needs, incident reports, and other information required to support student safety and well-being.
• Employment and applicant information: resumes, references, qualifications, background checks, certifications, payroll information, and employment history.
• Website and technical information: IP address, browser type, device information, pages visited, cookies, and similar usage data collected through our website and digital services.
• Financial information: tuition payment details, invoicing records, and transaction information, as applicable.

We may collect personal information directly from you, from your parent or guardian, from authorized representatives, from educational or government institutions where permitted, and from service providers acting on our behalf.

We may also process personal information through paper records, electronic systems, learning platforms, communication tools, security systems, and administrative databases.

3. Purpose of Data Processing

We use personal information for the following purposes:

• to provide educational services and administer academic programs;
• to register students and manage enrollment;
• to communicate with students, parents, guardians, and staff;
• to maintain attendance, academic, behavioural, and support records;
• to ensure student safety, health, and emergency preparedness;
• to provide accommodations, learning support, and individualized educational services;
• to process tuition, fees, and other financial transactions;
• to recruit, evaluate, and manage employees, contractors, and volunteers;
• to comply with legal, regulatory, insurance, and reporting obligations;
• to operate, secure, maintain, and improve our website, systems, and services;
• to investigate incidents, complaints, misconduct, or security concerns;
• to protect the rights, property, and safety of Maple Grove Learning Academy and others.

We will only use personal information for purposes that are appropriate and consistent with the context in which it was collected, unless otherwise permitted or required by law.

4. Legal Basis for Processing

In Canada, we generally rely on consent, contractual necessity, legal obligations, and legitimate educational and operational interests, as permitted by applicable law, to process personal information. Depending on the circumstances, our legal grounds may include:

• Consent: where you or your parent/guardian have provided consent, express or implied, for a specific purpose;
• Performance of a contract: where processing is necessary to provide educational services, employment, or other requested services;
• Legal or regulatory obligations: where we must retain or disclose information to comply with laws, court orders, or government requirements;
• Legitimate interests: where processing is necessary for school administration, safety, security, fraud prevention, or service improvement, provided such interests are not overridden by your rights and freedoms;
• Vital interests: where necessary to protect the health or safety of a student, staff member, or other person;
• Educational and institutional purposes: where permitted under applicable education and privacy laws for the operation of the school.

5. Data Sharing and Third Parties

We may disclose personal information to third parties only where necessary and lawful. These third parties may include:

• teachers, administrators, and authorized school personnel;
• parents or guardians, where appropriate and permitted;
• government authorities, regulators, law enforcement, or courts;
• healthcare professionals or emergency responders in urgent situations;
• service providers that support our operations, such as IT hosting, learning management systems, email services, payment processors, security providers, and record management vendors;
• professional advisors, auditors, insurers, and legal counsel;
• educational partners or placement organizations, where relevant to a student program and permitted by law.

We require third parties that process personal information on our behalf to protect it through appropriate contractual, technical, and organizational safeguards and to use it only for authorized purposes.

We do not sell personal information.

6. Data Transfer to Third Countries

Some of our service providers may store or process personal information outside Canada, including in other countries where privacy laws may differ from those in Canada. When personal information is transferred or accessed outside Canada, it may be subject to the laws of that jurisdiction and may be disclosed to courts, law enforcement, or government authorities in accordance with those laws.

We take reasonable steps to ensure that any cross-border transfers are protected by contractual safeguards, security measures, and appropriate due diligence. By providing personal information to us, you acknowledge that such transfers may occur where necessary for the operation of our services.

7. Storage Duration

We retain personal information only as long as reasonably necessary to fulfill the purposes for which it was collected, to comply with legal, accounting, insurance, and reporting requirements, and to resolve disputes or enforce agreements.

Retention periods vary depending on the type of information and the applicable legal requirements. For example:

• student academic and administrative records may be retained for the period required by education and recordkeeping laws;
• financial and tax-related records are retained for the period required by applicable tax and accounting laws;
• employment records are retained for the period required by employment and regulatory obligations;
• security footage and visitor logs are retained for a limited period unless needed for an investigation or legal matter.

When personal information is no longer required, we will securely destroy, delete, or anonymize it in accordance with our retention practices and applicable law.

8. User Rights

Subject to applicable legal restrictions and exceptions, individuals have the right to request access to, and correction of, their personal information held by us. Depending on the circumstances, you may also have the following rights:

• Access: to request confirmation of whether we hold personal information about you and to receive a copy of that information;
• Rectification: to request correction of inaccurate, incomplete, or outdated personal information;
• Erasure: to request deletion of personal information where permitted by law;
• Restriction: to request that we limit the use or disclosure of personal information in certain circumstances;
• Data portability: to request a copy of certain personal information in a structured and commonly used format, where applicable;
• Objection: to object to certain processing activities, subject to legal and operational requirements.

To exercise any of these rights, please contact us using the details provided below. We may need to verify your identity before responding to your request. If you are a student under the age of majority, a parent or guardian may need to make the request on your behalf, depending on the circumstances and applicable law.

9. Withdrawal of Consent

Where we rely on your consent to process personal information, you may withdraw that consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent may affect our ability to provide certain services, including enrollment, communications, accommodations, or participation in specific programs.

To withdraw consent, please contact us using the information below. We will explain the consequences of withdrawal where relevant.

10. Right to Complain

If you have concerns about our privacy practices or how we handle your personal information, we encourage you to contact us first so we can address your concern promptly.

You may also have the right to file a complaint with the Office of the Privacy Commissioner of Canada or, where applicable, a provincial privacy commissioner or other regulatory authority.

We will cooperate with any lawful investigation and will take appropriate steps to resolve privacy complaints in a fair and timely manner.

11. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, loss, or misuse. These measures may include:

• restricted access controls and role-based permissions;
• password protection and authentication measures;
• secure storage and encryption where appropriate;
• staff privacy and confidentiality training;
• monitoring and logging of system access where appropriate;
• physical security measures for paper records and school premises;
• incident response procedures for suspected privacy breaches.

Although we take reasonable steps to protect personal information, no method of transmission or storage is completely secure. We cannot guarantee absolute security.

12. Contact Information

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

Maple Grove Learning Academy
1420 Maple Grove Road, Ottawa, ON K1A 0B1, Canada
Email: [email protected]
Phone: +1 (613) 782-9461

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. When we make material changes, we will post the updated policy on our website or otherwise notify affected individuals as appropriate.

The “Effective Date” at the top of this policy indicates when it was last revised. We encourage you to review this Privacy Policy periodically to stay informed about how we protect personal information.

By using our services, visiting our premises, or providing personal information to us, you acknowledge that you have read and understood this Privacy Policy, subject to any rights and protections available to you under applicable law.