1. Our Commitment to Privacy
At Voila French Academy (“VFA,” “we,” “our,” or “us”), safeguarding your personal information is one of our top priorities. Whether you’re a student, parent, teacher, job applicant, visitor, or business partner, we want you to understand how we handle your data. This privacy notice outlines what information we collect, why we collect it, how it’s used, and your rights. It aligns with Canada’s privacy regulations including PIPEDA, anticipates updates from the proposed CPPA, and respects the principles of GDPR when applicable. We also comply with CASL for all marketing-related communications.
2. Who This Policy Applies To
This document applies to any personal data we handle during our educational activities—whether it’s through our website, virtual classrooms, communication tools, mobile apps, social platforms, payment gateways like Stripe or Square, or platforms like Google Workspace and HubSpot.
3. Key Terms
Personal Information: Details that identify an individual, such as your name, email, contact number, payment info, IP address, and participation in classes.
Processing: Any action taken with your personal data, including collecting, storing, using, or sharing it.
Portals: Our online platforms where students, tutors, and administrators manage class interactions and schedules.
4. Types of Information We Collect
We only collect the data necessary to operate our programs effectively. This may include:
Contact details (name, email, phone number, mailing address, date of birth)
Learning-related information (class registration, attendance, assignments, evaluations)
Payment data (processed securely via Stripe or Square)
Technical data (IP addresses, device/browser details, cookies)
Marketing insights (how you found us, consent settings, campaign interactions)
Job applicant information (resumes, references, interview notes)
Video/audio from online classes for review and quality improvement
5. How We Collect Information
We gather your information in a few ways:
Directly from you, when you fill out forms, register, submit assignments, or communicate with us.
Automatically, through cookies, tracking pixels (e.g., Meta, Google), and analytics tools when you use our platforms.
From third-party services, like Google Calendar for scheduling or HubSpot for customer relationship management.
6. Why We Use Your Information
We use your data to:
Provide and manage our language education services
Organize classes and track attendance
Process payments and manage billing
Keep academic records and share updates with students and parents
Improve learning materials and platform features
Communicate with you about your account, progress, and service updates
Promote our offerings responsibly, with proper consent
Evaluate job applicants
Detect fraud or misuse and meet legal obligations
7. Legal Grounds for Use
We process your information with your consent, when it’s needed to fulfill a contract (like delivering your classes), when required by law, or when we have a legitimate reason, such as improving our services.
8. Managing Your Consent
By engaging with our services—submitting forms, creating an account, or making a payment—you agree to the practices described here. You may withdraw your consent at any time by contacting us at voilafrenchacademy@gmail.com. Keep in mind, this might limit the services we can provide.
9. Cookies & Tracking Tools
We use cookies and similar technologies to keep our site functional, track usage patterns, support advertising campaigns, and enhance security. You can control cookie settings in your browser, though disabling them may limit functionality.
10. Payment Handling
We do not store your full payment card numbers. All transactions go through Stripe or Square, which tokenize your payment details securely. We may initiate charges for subscriptions or overdue balances, as explained in our billing policy.
11. Sharing Information with Others
We do not sell or lease your data. We may share it with:
Technology providers we use to deliver our services (bound by confidentiality agreements)
Authorities, if legally required
Potential buyers or partners, if our business undergoes a merger or sale (under privacy protections)
12. International Data Transfers
Some of our vendors store data on servers in other countries (e.g., USA, EU, India). These transfers comply with Canadian privacy standards, and we ensure protections are in place.
13. Data Retention
We keep your data only for as long as needed to fulfill its purpose or meet legal obligations. For example:
Student records: held for 7 years after departure
Staff/tutor files: retained for 7 years after leaving
Payment data: kept for 7 years for financial reporting
Marketing leads: removed after 2 years of inactivity
14. How We Protect Your Information
We use strong security measures, including:
Encrypted data transmission (TLS)
Access control based on user roles
Two-step verification for staff
Regular security reviews and backups
However, no system is completely risk-free. You acknowledge and accept this limitation.
15. Your Rights
Depending on where you reside, you may have rights to:
View the information we have about you
Correct any errors in your data
Request deletion (where legally allowed)
Export your data to another provider
Contest decisions made by automated processes
To request any of the above, contact voilafrenchacademy@gmail.com with a valid ID.
16. Marketing Preferences
We may contact you via email, SMS, or WhatsApp for updates and promotions. You can unsubscribe at any time via the links provided in messages. Service-related communications (like class reminders or billing notices) are not optional.
17. Privacy for Children
Our services are primarily designed for adults. For anyone under 13, we only collect information with verified parental or guardian consent, and use it strictly for educational purposes.
18. Use of Automated Systems
We do not use AI or algorithms to make major decisions about you without human involvement. We may use data insights to help tutors identify disengagement or learning gaps.
19. Changes to This Policy
We may revise this privacy policy to reflect changes in our practices or legal requirements. If we make major updates, we’ll notify you on our site or via email at least 30 days in advance. Continued use after that means you accept the changes.
20. Contact Information
For questions or privacy-related concerns, reach out to:
📧 voilafrenchacademy@gmail.com