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Privacy Policy

Equity Scholar Education
Effective date: July 7 2025

1. Who We Are

Equity Scholar Education (“ESE,” “we,” “us,” “our”) is a nonprofit, volunteer-based peer-to-peer tutoring platform headquartered in Toronto, Ontario, Canada. We operate the website equity-edu.org and provide scheduling tools and live tutoring sessions hosted through Wix and Google Meet.

2. Scope

This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws.

3. Information We Collect

We collect only personal information reasonably necessary to operate our tutoring services.

Identification Information

  • First and last names of students and tutors

Contact Information

  • Email addresses

  • Phone numbers

  • Optional fast-communication details such as Discord or Instagram usernames

Academic and Matching Information

  • Grade level or age

  • Subjects and skill level

  • Achievement or experience details used only for tutor matching

Usage and Administrative Information

  • Tutoring session dates and durations

  • Volunteer-hour records

  • Google Meet participation metadata

  • Wix website analytics and technical usage data

Session Recordings

  • Video and audio recordings of tutoring sessions, only where recording is explicitly enabled with consent

Sharing Information with Volunteer Tutors

  • To operate the tutoring platform, certain student personal information is shared with authorized volunteer tutors.

  • This may include the student’s first name, grade or age range, subject needs, availability, and relevant academic information.

  • This information is shared through internal tools, including Google AppSheet, to allow tutors to view available students, select sessions they are qualified to support, and prepare for tutoring sessions.

  • Volunteer tutors may access only the information necessary to perform their tutoring role.

  • Tutors are required to use this information solely for educational purposes and are subject to confidentiality obligations.

4. Purposes for Collection

We collect personal information for the following purposes:

  • Matching students with appropriate volunteer tutors

  • Scheduling and delivering tutoring sessions

  • Enabling communication between participants

  • Tracking and verifying volunteer hours

  • Improving platform performance and reliability

  • Maintaining a safe and accountable learning environment

  • Meeting legal and regulatory obligations

  • To allow volunteer tutors to view limited student profile information for the purpose of selecting, scheduling, and delivering tutoring sessions.

5. Consent

We collect, use, and disclose personal information with consent, as required by PIPEDA. Consent may be express or implied depending on the sensitivity of the information and the context.

For minors or individuals who are not legally capable of providing meaningful consent, consent is obtained from a parent or legal guardian.

Consent may be withdrawn at any time, subject to legal or operational limitations.

6. Accountability and Service Providers

Equity Scholar Education is the organization responsible for personal information under its control.

We use third-party service providers to support our operations, including:

  • Wix.com Ltd. for website hosting and analytics

  • Google LLC for video conferencing and secure data storage

These service providers process personal information only for purposes related to providing services to ESE and under contractual confidentiality and security obligations.

We do not sell or rent personal information.

7. Cookies and Analytics

Our website uses cookies and similar technologies to support essential functionality and to understand how the site is used.

Cookies may include:

  • Essential cookies required for site operation and security

  • Analytics cookies used to measure traffic and improve performance

We do not use cookies for advertising or behavioral tracking. Cookie preferences can be managed through browser settings.

8. Safeguards

We protect personal information using reasonable administrative, technical, and physical safeguards, including:

  • Secure, ISO-certified data centres operated by Wix

  • Restricted-access Google Drive storage

  • Encryption in transit

  • Strong password requirements and role-based access controls

  • Limited access based on operational need

Access to personal information is restricted to authorized staff and volunteers who require access to perform their duties.

If a breach of security safeguards creates a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada in accordance with PIPEDA.

​Access to student information through internal tools such as Google AppSheet is restricted to authorized tutors and reviewed periodically.

9. Retention

Personal information is retained only as long as necessary to fulfill identified purposes or meet legal requirements.

  • User profiles remain while an account is active

  • Session recordings and volunteer-hour records are retained for up to two years

Any longer retention must be legally required and approved by the Privacy Officer. Data are securely deleted or anonymized when no longer required.

10. Children and Minors

ESE provides tutoring services to minors. We collect and use personal information of minors only with meaningful consent.

Where a student is under 18 and not legally capable of providing valid consent, consent from a parent or legal guardian is required before account activation.

We collect the minimum information necessary and apply enhanced safeguards for children’s data.

10A. Parental and Guardian Consent

Parental or guardian consent is obtained during registration. A parent or guardian must provide an email address and complete an explicit consent step confirming review of this Privacy Policy and authorization of data collection and use.

Consent records include the parent or guardian’s name, email address, date and time of consent, and the policy version agreed to.

If consent is not obtained, the student account remains inactive.

11. Session Recordings

Session recording is optional and requires explicit consent from all participants before recording begins. Declining recording does not prevent participation in tutoring.

All participants are notified when recording starts. Recordings are stored securely with restricted access and retained for up to two years before deletion or anonymization.

12. Individual Rights

Under PIPEDA, individuals have the right to:

  • Access their personal information

  • Request correction of inaccuracies

  • Withdraw consent for future use, subject to limitations

  • File a complaint with the Office of the Privacy Commissioner of Canada

Withdrawal of consent may limit access to services that rely on personal information.

13. Access Requests

Requests may be sent to equityscholareducation@gmail.com with the subject line “Privacy Request.”

If a request concerns a minor, verification of parental or guardian authority may be required. Responses are provided within 30 days.

14. Cross-Border Processing

Some service providers store or process data outside Canada, including in the United States. As a result, personal information may be subject to foreign laws, including lawful access by foreign authorities.

ESE uses contractual and organizational measures to provide a level of protection comparable to Canadian privacy standards.

15. Changes

This Privacy Policy may be updated from time to time. Updates will be posted on our website with a revised effective date. Material changes will be communicated in advance where appropriate.

16. Contact

Email: equityscholareducation@gmail.com

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By continuing to use Equity Scholar Education you acknowledge that you have read and understood this Privacy Policy.

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