Privacy Policy

Last updated: August 5, 2026

1. Who We Are

Maven Academy is a private virtual high school offering courses towards the Ontario Secondary School Diploma (OSSD). In this policy, “we,” “us,” and “our” refer to Maven Academy.

You can reach us at:

Maven Academy
Email: info@mavenacademy.org

2. Information We Collect

We collect only the information we need to enrol students, deliver courses, and issue credits.

Information you give us

• Student and parent contact details — name, email address, phone number, mailing address, and whether you are the parent or the student.
• Enrolment information — grade level, courses selected, scheduling preferences, and how you heard about us.
• Academic records — prior transcripts, current school, Ontario Education Number (OEN), credits earned, coursework, assessments, and grades.
• Accommodation and support information — Individual Education Plans (IEPs), psychoeducational assessments, and related documentation you choose to share so we can support the student appropriately.
• Payment information — billing details required to process tuition. Card numbers are handled by our payment processor and are not stored by us.
• Correspondence — messages you send through our forms, by email, or during consultations.

Information we collect automatically

• Website usage data — IP address, browser and device type, pages visited, and referring site, collected through cookies and similar technologies.
• Learning platform activity — log-ins, submissions, and participation records generated as students use our online classroom tools.

Information from others

With your authorization, we may receive records from a student’s home school, including transcripts, guidance notes, and accommodation documentation.

3. Why We Collect It

We use personal information to:

• Respond to enquiries and process registrations;
• Assess academic needs and build a personalized learning plan;
• Match students with a suitable teacher and schedule;
• Deliver instruction, evaluate coursework, and provide feedback;
• Issue report cards, transcripts, and OSSD credits, and report grades as required;
• Provide accommodations for students with documented needs;
• Process tuition payments and maintain financial records;
• Communicate about scheduling, progress, and school matters;
• Maintain the security and integrity of our systems;
• Meet our legal, regulatory, and record-keeping obligations.

We do not sell personal information, and we do not rent or trade student information to third parties for their own marketing.

4. Consent

We collect, use, and disclose personal information with your knowledge and consent, except where the law permits or requires otherwise. By registering, you consent to the uses described in this policy.

For students under the age of 18, a parent or legal guardian must provide consent at registration. A parent or guardian may withdraw that consent at any time, subject to legal and academic record-keeping requirements. Withdrawing consent may mean we can no longer provide certain services.

5. When We Share Information

We disclose personal information only in the following circumstances:

• Your home school. With your authorization, we send midterm and final reports to the student’s home school and consult with guidance staff on registration and credit matters.
• The Ontario Universities’ Application Centre (OUAC). For Grade 12 students, we report midterm and final grades once the family has added Maven Academy to the student’s OUAC account. We may also prepare letters for institutions outside Ontario at your request.
• Ontario Ministry of Education. Where required for the issuing and reporting of OSSD credits.
• Service providers. Companies that host our website, run our virtual classroom and email, and process payments. They may access personal information only as needed to perform their work for us, and are required to protect it.
• Legal requirements. Where disclosure is required by law, court order, or a regulatory authority, or where necessary to protect the safety of a student or another person.

6. Service Providers and Data Location

We use third-party platforms to operate the school, including Google Workspace and Google Classroom for instruction and communication, [HOSTING PROVIDER] for this website, and [PAYMENT PROCESSOR] for tuition payments.

Some of these providers store or process data outside Canada, including in the United States. While information is in another country, it may be accessible to that country’s courts and law enforcement under its laws. We select providers that offer appropriate safeguards and contractual protections.

7. How Long We Keep It

We keep personal information only as long as necessary for the purposes described above, or as required by law. Student academic records associated with the issuing of OSSD credits are retained in accordance with Ontario Ministry of Education requirements. Enquiry and marketing records are kept for [RETENTION PERIOD] unless you ask us to delete them sooner. When information is no longer needed, we destroy, erase, or anonymize it.

8. How We Protect It

We use physical, organizational, and technical safeguards appropriate to the sensitivity of the information, including access controls, encrypted connections, password-protected accounts, and limiting staff access to those who need it. Teachers and staff are required to keep student information confidential.

No method of transmission or storage is completely secure. We cannot guarantee absolute security, but we take these obligations seriously and review our practices regularly.

9. Cookies and Website Analytics

Our website uses cookies to keep the site working properly and to understand how visitors use it. We use [ANALYTICS PROVIDER] to collect aggregate statistics such as page views and traffic sources.

You can set your browser to refuse cookies or alert you when one is sent. Some parts of the site may not function properly if you do.

10. Links to Other Sites

Our website may link to sites we do not operate, such as OUAC or a university admissions page. We are not responsible for the privacy practices of those sites, and we encourage you to read their policies.

11. Your Rights

You have the right to:

• Ask what personal information we hold about you or your child, and how it has been used and disclosed;
• Request access to that information;
• Ask us to correct information that is inaccurate or incomplete;
• Withdraw consent to certain uses, subject to legal and academic requirements;
• Unsubscribe from marketing emails at any time using the link in the message.

To make a request, contact our Privacy Officer using the details below. We will respond within 30 days. We may need to verify your identity, and in limited cases the law may prevent us from disclosing certain information.

12. Changes to This Policy

We may update this policy as our programs or legal obligations change. The revised version will be posted here with a new “last updated” date. If the changes are significant, we will notify enrolled families directly.

13. Contact and Complaints

Questions, requests, or concerns about privacy should go to our Privacy Officer:

[PRIVACY OFFICER NAME]
Maven Academy
Email: info@mavenacademy.org

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376.