How EduMindAI protects your personal information

1. Introduction

EduMindAI Inc. ("EduMindAI", "we", "us" or "our") is committed to protecting the privacy of individuals who interact with our enterprise AI learning platform, website and related services. This Privacy Policy explains how we collect, use, disclose, retain and safeguard personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation in Canada.

By using edumindai.pro, our platform services or submitting information through our contact forms, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use our services or provide personal information to us.

EduMindAI is an enterprise AI learning platform provider for educational institutions. We are not a marketing agency, web design studio, IT outsourcing firm or generic online course marketplace. Our data practices are designed specifically for the education technology context, with particular attention to student data protection and institutional data governance requirements.

2. Accountability

EduMindAI Inc. is responsible for personal information under our control. We have designated a Privacy Officer who oversees compliance with this policy and PIPEDA requirements. You may contact our Privacy Officer at:

EduMindAI Inc., Privacy Officer
3550 Langstaff Road, Suite 402, Vaughan, ON L4L 9E6, Canada
Email: [email protected]
Phone: +1 (289) 555-7362

We maintain internal policies and training programmes to ensure that all employees and contractors who handle personal information understand their obligations and follow appropriate security procedures.

3. Information we collect

3.1 Website visitors

When you visit edumindai.pro, we may collect: browser type and version, operating system, IP address, referring URL, pages viewed, time and date of visits, and cookie data as described in our Cookie Policy. This information helps us improve website performance, analyse traffic patterns and ensure security.

3.2 Contact form submissions

When you submit our contact form, we collect: full name, email address, organisation name, phone number (if provided), enquiry type, message content and PIPEDA consent confirmation. This information is used solely to respond to your enquiry and maintain records of business communications.

3.3 Platform users

Educational institutions that deploy EduMindAI platform services may provide or generate personal information about educators, administrators and learners. This may include: names, email addresses, institutional affiliations, role assignments, learning activity data, assessment results, engagement metrics and device information. The specific data collected depends on the modules deployed and the institution's configuration choices.

3.4 Automatically collected data

Our platform and website may automatically collect technical logs, error reports, performance metrics and security event data. This information is used for system administration, troubleshooting, security monitoring and service improvement.

4. How we use personal information

We use personal information for the following purposes:

• Providing and operating our enterprise AI learning platform services, including adaptive learning pathways, intelligent tutoring, student analytics and automated assessment features;
• Responding to enquiries, demo requests and partnership discussions submitted through our website or direct communications;
• Performing platform onboarding, deployment, integration and technical support for institutional customers;
• Conducting educator professional development and implementation support activities;
• Generating anonymised and aggregated analytics for platform improvement and research;
• Complying with legal obligations, responding to lawful requests and protecting our rights;
• Maintaining security, detecting fraud and preventing unauthorised access;
• Communicating service updates, policy changes and relevant platform information to registered users and institutional contacts.

We do not use personal information for purposes incompatible with those described above without obtaining additional consent, except where permitted or required by law.

5. Legal basis and consent

Under PIPEDA, we obtain meaningful consent before collecting, using or disclosing personal information, except where the law permits collection without consent. Consent may be express (such as checking a consent box on our contact form) or implied (such as when an institution contracts for platform services with appropriate data processing agreements).

For student data processed through our platform, the educational institution typically acts as the primary decision-maker regarding consent, in accordance with applicable school board policies, provincial education regulations and parental notification requirements. EduMindAI processes such data as a service provider under the institution's direction and our mutual data processing agreement.

You may withdraw consent at any time, subject to legal or contractual restrictions. Withdrawal of consent may affect our ability to provide certain services. To withdraw consent, contact [email protected].

6. Disclosure of personal information

We do not sell personal information to third parties. We may disclose personal information in the following circumstances:

• Service providers: Trusted third parties who assist with hosting, infrastructure, analytics, email delivery, customer support and security services, bound by confidentiality agreements and data processing terms;
• Educational institutions: Data generated within a platform deployment is accessible to authorised personnel at the contracting institution according to configured role permissions;
• Legal requirements: When required by law, court order, regulatory authority or to protect the rights, property or safety of EduMindAI, our users or the public;
• Business transactions: In connection with a merger, acquisition, reorganisation or sale of assets, with appropriate notice and continued protection of personal information;
• With consent: When you or your institution has provided explicit consent for a specific disclosure.

Cross-border data transfers may occur when service providers operate outside Canada. In such cases, we ensure appropriate safeguards are in place, including contractual protections and compliance with PIPEDA requirements for transborder data flows.

7. Data retention

We retain personal information only as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations, resolve disputes and enforce agreements. Retention periods vary based on data type:

• Contact form submissions: up to three years from last communication;
• Platform user data: for the duration of the institutional agreement plus a defined post-termination period as specified in the data processing agreement;
• Website analytics: up to 26 months in anonymised or pseudonymised form;
• Security logs: up to 12 months unless required for ongoing investigation.

When personal information is no longer required, we securely delete or anonymise it in accordance with our data destruction procedures.

8. Security safeguards

EduMindAI implements administrative, technical and physical safeguards appropriate to the sensitivity of the information we hold. These include:

• Encryption of data in transit (TLS 1.2+) and at rest (AES-256);
• Role-based access controls with principle of least privilege;
• Multi-factor authentication for administrative access;
• Regular security assessments and vulnerability testing;
• Employee background checks and confidentiality agreements;
• Incident response procedures with notification protocols;
• Secure development practices for platform code and integrations;
• Hosting on Canadian and North American infrastructure with physical security controls.

While we strive to protect personal information, no method of transmission or storage is completely secure. We encourage users to maintain strong passwords and report suspected security incidents promptly.

9. Individual rights

Under PIPEDA, you have the right to:

• Access: Request information about what personal data we hold about you and how it is used;
• Correction: Request correction of inaccurate or incomplete personal information;
• Withdrawal of consent: Withdraw consent for certain processing activities, subject to legal and contractual limitations;
• Complaint: File a complaint with the Privacy Commissioner of Canada if you believe your privacy rights have been violated.

To exercise these rights, contact [email protected]. We will respond within 30 days, or inform you if an extension is required. We may request verification of your identity before processing requests.

Students and parents seeking access to or correction of student data should generally contact their educational institution first, as the institution may be the organisation responsible for that data under our service agreement.

10. Children's privacy

EduMindAI platform services may process information about learners under 18 when deployed by educational institutions. We do not knowingly collect personal information directly from children through our public website. Platform data about minor learners is collected and managed under the direction of the contracting educational institution, which is responsible for obtaining appropriate parental or guardian consent as required by applicable law.

11. Cookies and tracking technologies

Our website uses cookies and similar technologies as described in our Cookie Policy. You may manage cookie preferences through our cookie banner or browser settings. Essential cookies are required for basic website functionality and cannot be disabled without affecting site operation.

12. Third-party links

Our website may contain links to third-party websites, including partner institutions, integration providers and educational resources. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

13. Changes to this policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements or business operations. Material changes will be communicated through our website with an updated "Last updated" date. Continued use of our services after changes constitutes acceptance of the revised policy, except where additional consent is required by law.

14. Contact us

For privacy-related questions, access requests or complaints, contact:

Privacy Officer, EduMindAI Inc.
3550 Langstaff Road, Suite 402, Vaughan, ON L4L 9E6, Canada
Email: [email protected]
Phone: +1 (289) 555-7362

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.