Privacy Policy

Who we are

Our website address is: https://virtualmathacademy.ca.

1. Introduction

Virtual Math Academy (“VMA,” “we,” “us,” or “our”) is committed to protecting the privacy of the individuals we serve, including the students, parents, and guardians who use our website and programs. This Privacy Policy explains how we collect, use, disclose, and protect personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy law.

By using our website at virtualmathacademy.ca or enrolling in any VMA program, you consent to the collection and use of personal information as described in this policy.

2. Who This Policy Applies To

This policy applies to all visitors to virtualmathacademy.ca and all individuals who register for or participate in VMA programs, including parents, guardians, and students. Because our programs serve students under the age of 18, we collect personal information about minors only with the consent of a parent or legal guardian. Parents and guardians are responsible for reviewing this policy on behalf of their children.

3. What Personal Information We Collect

We collect only the personal information necessary to deliver our programs and communicate with families. This may include:

1. Contact information: parent or guardian name, email address, and phone number.
2. Student information: student first name, grade level, and school (optional).
3. Payment information: billing details processed securely through our third-party payment processor (Stripe). VMA does not store credit card numbers.
4. Program information: program selections, session attendance, and any learning needs or accommodations disclosed voluntarily by the family.
5. Technical information: IP address, browser type, and website usage data collected automatically when you visit our site (see Cookies section below).

4. How We Collect Personal Information

We collect personal information directly from you when you:

1. Complete our registration or enrollment form.
2. Book a free consultation call.
3. Contact us by email or through our website.
4. Subscribe to program-related communications.

We do not collect personal information from students directly. All enrollment and communication is conducted with a parent or legal guardian.

5. How We Use Personal Information

We use the personal information we collect for the following purposes:

1. To process enrollment and confirm registration.
2. To deliver live tutoring sessions via Microsoft Teams.
3. To process payments and issue refunds where applicable.
4. To communicate program updates, scheduling information, and important notices.
5. To support students with any disclosed learning needs or accommodations.
6. To improve our programs and website.
7. To comply with legal obligations.

We will not use your personal information for any purpose not listed above without your prior consent.

6. Disclosure of Personal Information

Virtual Math Academy does not sell, rent, or trade personal information to third parties. We may share information only in the following limited circumstances:

1. Service providers: We use trusted third-party platforms to operate our business, including Stripe (payment processing), and Microsoft Teams (program delivery). These providers have their own privacy policies and are contractually required to protect your information.
2. Legal requirements: We may disclose information if required by law, court order, or a government authority.
3. Safety: We may disclose information if we believe it is necessary to protect the safety of a student or the public.

7. Cookies and Website Analytics

Our website may use cookies and similar tracking technologies to improve your browsing experience and gather usage data. Cookies are small text files stored on your device. We may use:

1. Essential cookies: Required for the website to function (e.g., form submissions).
2. Analytics cookies: To understand how visitors use our site (e.g., pages visited, time on site). This data is aggregated and anonymous.

You can disable cookies in your browser settings. Note that disabling cookies may affect the functionality of some parts of our website.

8. Data Retention

We retain personal information only as long as necessary to fulfill the purposes for which it was collected, or as required by law. Specifically:

1. Enrollment and payment records are retained for a minimum of seven years for accounting and legal purposes.
2. Contact and program records for non-returning families are deleted or anonymized after three years of inactivity.
3. Email communications are retained as needed for program continuity and are deleted upon request.

9. Security

Virtual Math Academy takes reasonable precautions to protect personal information from unauthorized access, use, disclosure, or loss. These measures include password-protected systems, secure third-party platforms, and limiting access to personal information to authorized personnel only.

While we take privacy seriously, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security and encourage families to contact us immediately at admin@virtualmathacademy.ca if they suspect any unauthorized use of their information.

10. Children’s Privacy

All students enrolled in VMA programs are under 18 years of age. We do not knowingly collect personal information directly from children. All personal information about a student is collected from a parent or legal guardian, who provides consent on behalf of their child at the time of enrollment.

Parents and guardians may request access to, correction of, or deletion of their child’s personal information at any time by contacting us at admin@virtualmathacademy.ca.

11. Your Rights Under PIPEDA

As a resident of Canada, you have the following rights regarding your personal information:

1. Right to access: You may request a copy of the personal information we hold about you or your child.
2. Right to correction: You may request that inaccurate or incomplete information be corrected.
3. Right to withdrawal of consent: You may withdraw consent to the use of your personal information at any time, subject to legal or contractual restrictions. Note that withdrawing consent may affect our ability to deliver program services.
4. Right to deletion: You may request that we delete your personal information, subject to our legal retention obligations.
5. Right to complain: If you believe your privacy rights have been violated, you may file a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca.

To exercise any of these rights, please contact us at admin@virtualmathacademy.ca. We will respond to all requests within 30 days.

12. Third-Party Links

Our website may contain links to third-party websites (for example, Microsoft Teams or payment processors). Virtual Math Academy is not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

13. Changes to This Policy

Virtual Math Academy reserves the right to update this Privacy Policy at any time. Changes will be posted on this page with an updated date. Continued use of our website or services after changes are posted constitutes acceptance of the updated policy. We encourage you to review this policy periodically.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Virtual Math Academy

Ontario, Canada

admin@virtualmathacademy.ca

virtualmathacademy.ca