Privacy Policy

Aspen Preparatory Academy, operating as AspenPrep, is a small-group tutoring practice based in Glen Abbey, Oakville, Ontario. In this policy “we”, “us”, and “our” mean Aspen Preparatory Academy.

Our Privacy Officer is Sarika Singh, Director. For any privacy question or request, contact us at info@aspenprep.ca.

From visitors to this website. When you send us a message through the contact form, we collect your name, your email address, and anything you choose to put in the message. You may also provide a phone number, the student’s grade, and the course you’re asking about. We do not use advertising or tracking cookies. We use a privacy-friendly analytics service that counts page views without cookies and without collecting information that identifies you (see Cookies and analytics).

From families who register for tutoring. To arrange and deliver tutoring we collect and keep:

• Parent or guardian contact details — name, email address, and phone number.
• Student details — name, grade, the courses they are enrolled in, and our notes on their progress and what to work on.
• Schoolwork and practice — photos, scans, and files of tests, assignments, and practice work that a student or parent uploads to the family portal, practice sheets we post for the student, and the comments exchanged about them.
• Scheduling and attendance — the sessions a student is booked into, attendance, and any reschedules or make-up classes.
• Billing records — fees charged, payments received, the payment method (Interac e-Transfer or cash), and the running balance.
• Records of our communications with you — emails, text messages, and messages a student sends us between sessions.

We do not collect Social Insurance Numbers, health information, or payment card numbers. We collect only what we need to run the tutoring practice.

We use personal information to:

• respond to your enquiry and arrange a first session;
• schedule classes, track attendance, and manage reschedules and make-up classes;
• teach the student, review their work, and keep parents informed of progress;
• invoice fees, record payments, and follow up on outstanding balances;
• send you service messages — class reminders, reschedule confirmations, and fee notices;
• understand a student’s strengths and weaknesses from their work — including with the help of an artificial-intelligence service — and recommend what to practise next;
• keep proper business and financial records; and
• meet our legal and tax obligations.

We do not sell personal information, and we do not use it for advertising.

We collect, use, and disclose personal information with your consent. You give consent when you send us a message, register for tutoring, or continue to use our services after being given this policy. For a child under the age of consent, the parent or guardian who registers the student gives consent on their behalf.

You may withdraw your consent at any time by contacting us, subject to legal and contractual limits — for example, we must keep certain financial records even after you withdraw consent. Withdrawing consent may mean we can no longer provide tutoring.

Our students are typically minors. We collect a student’s personal information from, and share it with, the parent or guardian who registers them and is responsible for the account. A student may be given their own login to see their own schedule; they cannot see billing information. A student may upload their own work and take part in the discussion about it; the parent can see everything the student uploads. If you believe we hold a student’s information without the proper parental consent, contact us and we will correct it.

We share personal information only with service providers who help us run the practice, and only as far as they need it to do that work:

• Supabase — our database and login system. Family records are stored here, in a data centre in Canada.
• Vercel — hosts this website and the family portal, and provides the cookieless analytics.
• Postmark — sends our service emails (reminders, confirmations, fee notices) and login codes.
• Google Workspace — our info@aspenprep.ca mailbox, which also receives contact-form messages.
• Anthropic — the artificial-intelligence service we may use to read uploaded work and summarize a student’s progress. Only the uploaded work and the student’s first name and grade are sent; Anthropic keeps it only briefly for safety monitoring and does not use it to train its models.

We may also disclose personal information if the law requires it, or to establish or defend a legal claim. If the practice is ever transferred to new owners, family records would transfer with it under this policy.

Family records in our database are stored in Canada. Some of our service providers — Vercel, Postmark, Google, and Anthropic — operate in the United States, so limited personal information (such as an email address in a message we send you, or a student’s uploaded work) is processed there and is subject to the laws of that country. We use providers that offer appropriate safeguards for the information they handle.

We keep personal information only as long as we need it for the purposes above or to meet a legal requirement, then we securely delete or anonymize it.

• Contact-form messages: kept up to 48 months, so we know who has asked before and what came of it, then deleted.
• Student records, uploaded work, and progress notes: kept while enrolled and for 4 years after a student becomes inactive, then anonymized or deleted — the name and contact details are removed, uploaded files are deleted, and the class and billing history that remains no longer identifies anyone.
• Parent and guardian contact details: kept for 7 years after the last of their students becomes inactive, so a returning family — a younger sibling, say — isn’t asked to start from scratch. The account is then removed.
• Financial and billing records: kept for as long as required to meet Canadian tax and business record-keeping obligations, then securely deleted.

These periods are applied automatically. You can ask us to delete your family’s information sooner at any time (see Your rights); financial records we are required to keep are anonymized rather than deleted.

We protect personal information with safeguards appropriate to how sensitive it is: access is limited to the two people who run the practice; the database enforces row-level access rules; login is by a one-time emailed code rather than a stored password; and data is encrypted in transit and at rest by our providers. No system is perfectly secure, but we take reasonable steps to prevent loss, misuse, and unauthorized access, and we will notify you and the Office of the Privacy Commissioner of Canada if a breach creates a real risk of significant harm.

Under PIPEDA you have the right to:

• ask what personal information we hold about you and get a copy of it;
• ask us to correct information that is wrong or out of date;
• withdraw your consent, within the limits described above; and
• make a complaint about how we have handled your information.

To exercise any of these, email us at info@aspenprep.ca. We will respond within 30 days. There is no charge for a routine access request. We may need to verify your identity before we act.

This site does not use advertising cookies or cross-site trackers. It stores a small amount of data in your browser only to remember display preferences, and that never leaves your device.

For analytics we use Vercel Web Analytics and Speed Insights. These measure page views and page-load performance in aggregate. They do not use cookies, do not build a profile of you, and do not collect information that identifies you, so we do not ask for consent to use them. You can read Vercel’s privacy documentation at vercel.com/legal/privacy-policy.

The emails we send registered families — class reminders, reschedule confirmations, fee notices, and login codes — are service messages you need in order to use the tutoring, so they do not carry an unsubscribe link. If we ever want to send you newsletters or promotional email, we will ask for your express consent first, and every such message will let you unsubscribe.

We may update this policy from time to time. The “last updated” date at the top shows when it last changed. If a change is significant, we will tell registered families by email.

For any privacy question, request, or complaint, contact our Privacy Officer at info@aspenprep.ca. We take complaints seriously and will investigate and respond.

If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376.

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