Originally Effective: 2002
Last Updated: November 12, 2026

Policy Statement

LDAYS ("we," "our," or "us") is committed to protecting the privacy, confidentiality, and security of personal information collected from individuals who engage with our organization. LDAYS collects, uses, retains, and discloses personal information lawfully and transparently to support its mission of helping individuals with learning disabilities realize their full potential. We understand that our students, families, donors, staff, volunteers, and website visitors need to remain in control of their personal information.

Purpose

The purpose of this policy is to:

• Inform individuals about how their personal information is collected, used, protected, and disclosed by LDAYS across our website, online learning platform, and administrative systems.
• Ensure compliance with applicable privacy laws and best practices.
• Foster trust and transparency in relationships with clients, students, families, staff, volunteers, donors, and community partners.

Scope

This policy applies to all personal information collected, used, disclosed, or retained by LDAYS in the course of its operations. It covers personal information related to:

• Clients, students, and program participants (and their parents/guardians)
• Donors and event attendees
• Volunteers and employees
• Board members
• Community partners
• Prospective individuals within the above categories

Definitions

• Personal Information: Any information that can identify an individual, including but not limited to name, contact details, date of birth, educational or diagnostic records, donation or transaction records, and volunteer or employment data.
• Consent: Permission given by an individual (or a parent/legal guardian on behalf of a minor), whether expressed or implied, allowing LDAYS to collect, use, or disclose their personal information.

Applicable Legislation

LDAYS aligns its privacy practices with applicable Canadian and Ontario laws and standards, including:

• Personal Information Protection and Electronic Documents Act (PIPEDA)
• Ontario’s Personal Health Information Protection Act (PHIPA), where applicable
• Canada’s Anti-Spam Legislation (CASL)
• Applicable provisions under the Ontario Human Rights Code

1. Accountability & Privacy Officer

LDAYS is responsible for all personal information under our control. We have designated a Privacy Officer who oversees our compliance with applicable privacy standards. If you have questions about this policy or how your information is handled, please contact:

• Privacy Officer: Executive Director
• Email: president@ldays.org
• Phone: 905-884-7933 x2
• Mailing Address: 9030 Leslie St. Unit 216. Richmond Hill, On. L4B 1G2

2. What Personal Information We Collect

We only collect personal information that is necessary to deliver our educational programs, support services, and organizational operations. Depending on how you interact with us, this may include:

• Contact and Registration Details: Parent/guardian names, student names, ages/grades, email addresses, phone numbers, and emergency contacts.
• Student Learning & Support Records: Academic progress notes, attendance, accommodation needs, Individual Education Plans (IEPs), or learning assessments voluntarily provided by families to tailor tutoring and educational programs.
• Online Platform & Website Usage Data: Basic technical information (such as login credentials, browser type, or IP address) required to operate our website and online learning platform securely.
• Donation, Volunteer & Employment Information: Billing details and transaction records for donations/workshops, as well as screening, emergency, and administrative records for staff, volunteers, and board members.

3. How We Use Your Information

We use personal information strictly for the purposes identified at the time of collection, including:

• Registering students and delivering tutoring, workshops, and online learning programs.
• Communicating with parents, guardians, and students regarding schedules, progress, and program updates.
• Maintaining safety, emergency contacts, and appropriate accommodations for students.
• Managing volunteer, employee, and board governance responsibilities.
• Processing donations, issuing tax receipts, sending approved organizational updates (in compliance with CASL), and fulfilling legal or funder reporting requirements.

4. Consent & Children's Privacy

We collect, use, and disclose personal information only with informed consent, except where permitted or required by law.

• Because many of our participants are minors, we require verifiable consent from a parent or legal guardian before collecting personal or educational information about a child.

• You may withdraw your consent at any time by contacting our Privacy Officer, subject to legal or contractual restrictions. Withdrawing consent may affect our ability to provide certain programs or services.

5. Third-Party Service Providers & Data Storage

LDAYS never sells, rents, or trades your personal information.

To operate our website, online learning platform, and administrative offices, we rely on trusted third-party service providers who process data strictly on our behalf under confidentiality and security agreements:

• Keela: Used for constituent relationship management (CRM), program registration, and communications. Keela stores Canadian organizational data on secure servers located in Canada.
• Google Workspace (Google Drive & Gmail): Used for internal document storage, student learning folders, and email communications.
• Online Learning Platform:  Google Classroom / Zoom / Teams are used to deliver virtual instruction.

Cross-Border Data Processing: While our primary CRM data is hosted in Canada, certain cloud services—such as Google Workspace—may store or process data on secure servers located in the United States or other jurisdictions. In these instances, your information is protected by strict contractual and technical safeguards, though it may be subject to the laws of those jurisdictions.

6. How We Protect & Retain Information

We use physical, administrative, and technical safeguards appropriate to the sensitivity of the information we hold:

• Access Controls: Student, staff, and donor records in Google Drive and Keela are restricted strictly to authorized personnel and assigned instructors on a need-to-know basis.
• Digital & Physical Security: Electronic files are protected by encryption, strong passwords, and two-factor authentication. Any physical paper records are kept in locked cabinets inside restricted-access areas.
• Staff & Volunteer Vetting: All staff, tutors, volunteers, and board members who handle personal or student records sign confidentiality agreements and complete Vulnerable Sector Checks where required.
• Retention & Destruction: We retain personal and student records only as long as necessary to fulfill program purposes and meet legal or Canada Revenue Agency (CRA) requirements. Once no longer required, paper records are cross-cut shredded and digital records are permanently deleted.

7. External Links on Our Website

On the LDAYS website and online learning platform, you will find links to external websites whose content we believe may be of interest and value to you. Once you leave our website or

platform, this Privacy Policy no longer applies, and the use of any information you provide is governed by the privacy policy of the operator of the site you are visiting.

8. Your Privacy Rights (Access & Correction)

Individuals, parents, guardians, and eligible students have the right to:

• Request access to the personal information and student records LDAYS holds about them.
• Request corrections to any inaccurate or incomplete information.
• Opt out of non-essential communications or newsletters at any time.
• Ask questions or file a concern regarding our privacy practices.

To make a request, please contact our Privacy Officer in writing using the contact details listed in Section 1. We will respond within 30 days.

9. Policy Review & Updates

This policy will be reviewed every two (2) years, or earlier if required due to changes in legislation, technology, feedback, or organizational practices. Any updated version will be posted on our website with a revised "Last Updated" date.