​Introduction

At Rosedale Readers (“Company,” “we,” “our,” or “us”), we are committed to safeguarding the personal and sensitive information of all individuals who interact with our educational services, including students, parents, guardians, and website visitors. We recognize the importance of privacy and data security and are dedicated to maintaining the highest standards of protection regarding the collection, use, storage, and disclosure of personal information.

This Privacy Policy outlines our practices in compliance with Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy regulations. By engaging with our services, registering a student, or accessing our website (www.rosedalereaders.ca), you acknowledge and consent to the collection, use, and disclosure of your information in accordance with this Privacy Policy. This policy was last amended February 28, 2025.

If you do not agree with any part of this Privacy Policy, you should refrain from using our services and website. For any questions or concerns, please contact us using the details provided at the end of this document.

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Information We Collect

We collect various types of information from students, parents/guardians, and visitors to our website. This data is collected through our online registration process, communications, website interactions, and in-person engagements. The categories of information we collect include, but are not limited to:

A. Personal Identification Information

• Full legal name of parent/guardian and student

• Date of birth (student)

• Contact details (phone number, email, mailing address)

• Emergency contact information

• Relationship of guardian to student

B. Academic and Educational Information

• Student’s grade level and enrolled school (if provided)

• Academic strengths and areas for improvement

• Assessment scores (if provided)

• Tutoring history and progress reports (if provided)

C. Financial and Payment Information

• Billing address

• Payment method details (credit card, direct bank transfer, or other)

• Transaction records and invoice history

D. Communications and Consent Records

• Email correspondence and phone interactions with parents/guardians

• Consent forms and acknowledgments regarding policies

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Purpose of Data Collection

The collection of personal data is strictly limited to purposes that align with our educational mission and operational efficiency. The key purposes for which we collect and process personal information include:

1. Provision of Tutoring Services – Ensuring personalized and effective educational support tailored to the student’s learning needs.

2. Communication and Updates – Contacting parents/guardians regarding scheduling, student progress, policy changes, and service updates.

3. Financial Transactions – Processing payments, issuing invoices, and maintaining accurate financial records.

4. Safety and Security Compliance – Ensuring student safety and fulfilling legal obligations regarding child protection.

5. Website Optimization – Enhancing the user experience by analyzing web traffic patterns and engagement metrics.

6. Regulatory and Legal Compliance – Adhering to applicable laws governing data protection, child privacy, and financial transactions.

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Lawful Basis for Processing Personal Information

We process personal information based on one or more of the following legal grounds:

• Consent: We obtain explicit consent from parents/guardians before collecting and processing student data.

• Contractual Obligation: The collection of personal and payment information is necessary for providing our tutoring services.

• Legal Compliance: We may process data to comply with legal requirements, including tax reporting, financial regulations, and child protection laws.

• Legitimate Interests: Where necessary, we may process data to improve our services, communicate updates, and ensure operational efficiency.

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Data Retention and Storage

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy, in accordance with applicable laws. The retention periods for different data categories are as follows:

• Student records and academic data: Retained for the duration of tutoring services plus two years for record-keeping purposes.

• Financial and payment records: Retained for a minimum of seven years for accounting and tax compliance.

• Website analytics data: Retained for up to 12 months before anonymization.

• Consent and contractual records: Retained indefinitely for legal compliance and verification purposes.

Upon the expiration of these retention periods, we securely delete or anonymize the data.

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Data Sharing and Disclosure

We do not sell, rent, or trade personal information. However, we may share data under the following circumstances:

A. Service Providers

We engage trusted third-party vendors to assist with:

• Secure payment processing

• Web hosting and IT infrastructure management

• Customer communication services

These vendors are contractually obligated to maintain the confidentiality and security of personal information.

B. Legal and Regulatory Compliance

We may disclose personal information where required to do so by law or where disclosure is necessary to:

• Comply with legal processes or regulatory obligations

• Protect the safety and rights of students, parents, and staff

• Prevent fraudulent activities or security breaches

C. Business Transfers

In the event of a merger, acquisition, or organizational restructuring, personal information may be transferred to the new entity, with prior notice to affected individuals.

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Data Security Measures

We implement stringent security protocols to protect personal data from unauthorized access, loss, or disclosure. These measures include:

• Encryption: Secure encryption of sensitive data in transit and at rest.

• Access Controls: Restricting data access to authorized personnel only.

• Regular Security Audits: Conducting periodic assessments of data protection measures.

• Secure Payment Processing: Outsourcing payment transactions to PCI-compliant third-party providers.

While we employ industry-standard security measures, no method of transmission over the internet is entirely secure. Parents and guardians are encouraged to use strong passwords and secure their devices when accessing our website.

 

Children's Privacy Protection

We take child privacy seriously and comply with Ontario’s child protection laws. We ensure:

• Parental Consent: No data is collected from children under 18 without explicit parental consent.

• Limited Data Collection: Only essential information is collected to provide educational services.

• Parental Access Rights: Parents may review, correct, or request deletion of their child’s personal data.

If you suspect that we have collected information from a child without parental consent, please contact us immediately.

Photo, Video, and Work Sample Consent

With explicit parental consent, we may capture and share photos, short videos, certificates, or samples of student work to highlight educational achievements or joyful moments. These may be featured on our website, newsletters, or social media platforms, and may include the student’s first name or initial. We will never share a child’s full name, location, or any identifying personal information publicly.

Participation is entirely optional and will not impact your child’s access to services. Parents/guardians may withdraw consent at any time by contacting info@rosedalereaders.ca.

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Rights of Parents and Guardians

Parents/guardians have the following rights concerning their personal and student data:

• Right to Access: Request a copy of stored personal data.

• Right to Rectification: Correct inaccuracies in personal information.

• Right to Erasure: Request deletion of personal data, subject to legal limitations.

• Right to Object: Restrict processing of data for specific purposes.

• Right to Withdraw Consent: Opt-out of marketing communications at any time.

To exercise these rights, please contact info@rosedalereaders.ca.

 

Updates to This Privacy Policy

We reserve the right to modify this Privacy Policy at any time. Updates will be posted in this Privacy Policy, Visitors to our website, use of service or any communication, is advised to revisit the modified changes to this policy. Continued use of our services constitutes acceptance of the updated policy.

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Contact Information

If you have any questions about this Privacy Policy, our data practices, or how we handle student information, please contact: info@rosedalereaders.ca

By registering with Rosedale Readers and/or using our tutoring services, you acknowledge that you have read, understood, and agree to these Privacy terms.