Privacy Policy

Last Updated: October 1, 2025

DataInMotion ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you register for our programs.

            Quick Summary
            We collect only essential information needed to run our programs
Your data is encrypted and stored securely
We use demographic data for equity reporting only (optional)
You can request access to or deletion of your data at any time
We never sell your information to third parties

        

1. Information We Collect

Required Information:

Name: To identify you in our programs and on certificates
Email Address: For program communications and updates
Age Range: To ensure age-appropriate content and comply with youth protection laws
Location (City/Province): To connect you with local program opportunities
Experience Level: To match you with appropriate courses
Goals & Motivation: To customize your learning experience

Optional Information:

Demographic Identity: Used solely for equity reporting and ensuring diverse representation in our programs. You can select "Prefer not to say"

Technical Information:

IP Address: Collected for security and rate limiting purposes. Retained for 30 days only
Browser Information: To troubleshoot technical issues

2. How We Use Your Information

We use the information we collect to:

Program Enrollment: Register you in courses and track your progress
Communication: Send program updates, opportunities, and important notices
Course Matching: Place you in appropriate learning tracks based on experience
Impact Reporting: Create aggregate statistics on program reach and diversity (no individual data is shared)
Program Improvement: Understand participant needs and improve our offerings
Certificates: Issue completion certificates with your name

3. Data Protection & Security

We take data protection seriously:

Encryption: All sensitive data is encrypted using AES-256 encryption
Secure Transmission: All data is transmitted over HTTPS
Access Control: Only authorized program administrators can access your data
No Third-Party Sales: We never sell, rent, or trade your information
Limited Retention: Data is kept only as long as necessary for program purposes

4. Data Sharing

We do NOT share your personal information except in these limited cases:

With Your Consent: If you explicitly agree to sharing with partners or sponsors
Aggregate Data: We may share anonymous, aggregate statistics (e.g., "35% of participants identify as Indigenous") for grant reporting
Legal Requirements: If required by law or to protect rights and safety
Service Providers: Trusted email providers (Gmail) for sending notifications - they don't store or use your data

5. Your Rights (PIPEDA/GDPR Compliance)

You have the following rights regarding your personal information:

Right to Access

Request a copy of all personal information we have about you

Right to Correction

Request corrections to inaccurate or incomplete information

Right to Deletion

Request deletion of your personal information (subject to legal retention requirements)

Right to Withdraw Consent

Withdraw your consent at any time (may affect program participation)

Right to Data Portability

Receive your data in a structured, commonly used format

Right to Object

Object to certain data processing activities

6. Data Retention

Active Participants: Data retained for duration of program enrollment
Inactive Applicants: Data deleted after 12 months of inactivity
Graduates: Data retained for 2 years for alumni programs, then deleted
IP Addresses: Deleted after 30 days
Aggregate Statistics: Kept indefinitely (contains no personal identifiers)

7. Children's Privacy

Our programs are designed for youth aged 13+. We comply with applicable youth privacy protection laws. If you are under 18, please ensure your parent or guardian is aware of your registration.

8. Cookies & Tracking

We use minimal technical cookies for:

Session management (login state)
Form completion (remembering your progress)

We do NOT use advertising or analytics cookies.

9. Third-Party Services

We use the following trusted services:

Email Service (Gmail): For sending registration confirmations
Web Hosting (Railway): For hosting our platform

These providers are GDPR/PIPEDA compliant and do not access your data beyond service provision.

10. Data Breach Notification

In the unlikely event of a data breach that poses a risk to your personal information:

We will notify affected individuals within 72 hours
We will notify the Office of the Privacy Commissioner of Canada
We will provide details on what was accessed and remediation steps

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of any material changes by:

Updating the "Last Updated" date at the top
Sending an email notification if changes are significant
Requiring re-consent if new data uses are introduced

12. Your Consent

By registering for our programs, you consent to:

Collection of the information described above
Use of your information for program enrollment and communication
Optional inclusion in aggregate demographic statistics

You may withdraw consent at any time by contacting us.

Contact Us

For privacy-related questions, data access requests, or to exercise your rights:

Email:
Subject Line: "Privacy Request - [Your Name]"

We will respond to all requests within 30 days as required by PIPEDA.

For general inquiries:

13. Legal Compliance

This Privacy Policy complies with:

Personal Information Protection and Electronic Documents Act (PIPEDA) - Canada
General Data Protection Regulation (GDPR) - European Union
Alberta's Personal Information Protection Act (PIPA)

Our Commitment

DataInMotion is committed to transparency, data minimization, and respect for your privacy. We collect only what we need, protect it rigorously, and give you full control over your information.

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