IntelliX Educational Services

Effective Date: November 11th, 2025
Last Updated: November 11th, 2025

Introduction and Our Commitment

IntelliX Educational Services (The Center, We, Us, or Our) is committed to protecting the privacy and confidentiality of the personal information of our students (aged 3 to 18) and their families (Client or You). We recognize that the information we collect, particularly concerning minors, is sensitive and requires the highest level of care. This policy governs our collection, use, and disclosure of personal information and is built upon the 10 Fair Information Principles of Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

1. Accountability (PIPEDA Principle 1)

Privacy Officer: The Center is responsible for all personal information under its control. We have designated the Director of Operations as our Privacy Officer, responsible for ensuring compliance with this Policy and all applicable laws.

Contact Information for Privacy Officer:
Email: info@intellixeducationalservices.com
Phone: 647-402-6786
Mailing Address: IntelliX Educational Services, Unit#204, 4903, Thomas Alton Blvd., Burlington, Ontario.

We are responsible for information transferred to third parties for processing. We use contractual means (see Section 4.3) to ensure these third parties maintain equivalent levels of protection.

2. Identifying Purposes (PIPEDA Principle 2)

We will identify the purposes for which personal information is collected at or before the time of collection.

2.1. Mandatory Purposes (Necessary for Service Provision)

• Service Enrollment & Delivery: To register the Student in the correct program (Math, Science, UCMAS, I-Maths, OBOTZ) and manage their scheduled sessions.
• Safety & Welfare: To manage medical conditions, allergies, or special needs to ensure the Student's safety and provide appropriate accommodations.
• Financial Administration:To process payments, manage billing, and issue required tax documentation.
• Communication:To contact the Client regarding the Student's attendance, progress, disciplinary matters, or operational updates.

2.2. Optional Purposes (Require Separate Consent)

• Marketing/Promotion : To use photographs, video recordings, or testimonials for promotional materials (website, social media, brochures).
• Program Assessment: To use de-identified, aggregated academic data for market research, developing new services, or external reporting.

3. Obtaining Meaningful Consent (PIPEDA Principle 3)

Consent is the primary basis for handling personal information. Given that our Students are minors, we rely on the Client (parent/legal guardian) to provide consent on their behalf.

3.1. Form of Consent:

• Express Consent: We use express, opt-in consent (written initialing on the Registration Form) for the collection of sensitive information (e.g., medical conditions, academic records) and for optional purposes (e.g., marketing).
• Implied Consent:Consent is implied when the Client voluntarily provides basic contact information (name, phone, email) necessary to initiate a service inquiry.

3.2. Withdrawing Consent :

• The Client may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent for information necessary for service delivery (e.g., contact information, health details) may result in the inability of the Center to continue providing the Services.

4. Limiting Collection, Use, and Disclosure
(PIPEDA Principles 4 & 5)

4.1. Limiting Collection (Data Minimization):

We only collect personal information that is strictly necessary to fulfill the purposes identified in Section 2. We do not collect information that is not essential to the Center's commercial activity.

4.2. Types of Personal Information Collected:

4.3. Disclosure to Third Parties (Third-Party Processors):

We use third parties to assist with specific business functions. These parties are contractually bound to comply with our privacy standards and are restricted from using your personal information for any purpose other than providing the contracted services.

• Payment Processing: Secure financial institutions handle payment transactions (We do not store full payment card details).
• Online Learning Platforms: Hosts for virtual classrooms.
• Licensors: Entities that own the curriculum (e.g., UCMAS, I-Maths, OBOTZ) for assessment and material supply.

4.4. Cross-Border Transfer:

Personal information may be stored or processed by our service providers in Canada or the United States. While information is outside of Canada, it is subject to the laws of the country in which it is held, and may be accessible to foreign governments, courts, or law enforcement or regulatory agencies in accordance with the laws of that jurisdiction.

5. Limiting Retention (PIPEDA Principle 5 - Part 2)

We retain personal information only for as long as is necessary to fulfill the purposes for which it was collected or as required by law (e.g., tax records).

• Financial Records: Retained for a minimum of seven (7) years as required by the Canada Revenue Agency.
• Academic Records: Retained for 2 years following the Student's withdrawal to allow for academic consultation and re-enrollment, then securely destroyed or anonymized.
• Deletion: When information is no longer required, we securely destroy, erase, or de-identify it to prevent unauthorized access.

6. Accuracy (PIPEDA Principle 6)

We rely on the Client to ensure that all personal information provided is current, complete, and accurate, particularly contact information and health details. We update information promptly upon notification from the Client.

7. Security Safeguards (PIPEDA Principle 7)

We implement reasonable physical, organizational, and technological safeguards appropriate to the sensitivity of the information to protect personal data from loss, theft, unauthorized access, disclosure, copying, use, or modification.

• Physical: Restricted access to paper records and secured premises.
• Technological: Encryption (SSL/TLS) for data transmission, password-protected systems, and firewalls for online storage.
• Organizational: Staff training on privacy protocols, and access to personal information restricted on a strict "need-to-know" basis.

8. Openness (PIPEDA Principle 8)

We make our privacy policies and practices readily available and transparent to Clients. This policy is posted on our website at https://IntelliXeducationalservices.com/privacy-policy/ (recommended link) and provided in hard copy upon registration.

9. Individual Access (PIPEDA Principle 9)

9.1. Right to Access:

Upon written request to the Privacy Officer, the Client has the right to access the personal information we hold about themselves and their Student, subject to certain exceptions prescribed by law (e.g., information containing references to other individuals).

9.2. Right to Correction:

The Client may challenge the accuracy and completeness of their personal information and have it amended as appropriate.

10. Challenging Compliance (PIPEDA Principle 10)

If the Client has any concern regarding our compliance with this Policy or PIPEDA, they should first direct their concern in writing to the Privacy Officer (contact information in Section 1).

If the issue remains unresolved, the Client has the right to file a complaint with the Office of the Privacy Commissioner of Canada (OPC).