Privacy Policy

Effective Date: April 2025

At Vendogram AI Academy Inc., we are committed to protecting your privacy while ensuring a safe and secure learning environment. This Privacy Policy explains how we collect, use, and protect your personal information in compliance with Quebec’s Act to Modernize Legislative Provisions Regarding the Protection of Personal Information (Loi 25). By using our services, enrolling in our programs, and accessing our facilities, you agree to the terms outlined below.

1. Information We Collect

We collect personal information necessary for enrollment, program administration, and security purposes, including:

Personal Identifiers: Name, date of birth, email address, phone number, child special needs, and emergency contact details.
Payment Information: Billing details for processing payments (handled securely through third-party payment providers).
Enrollment & Academic Data: Program selection, attendance records, and student progress.
CCTV & Video Surveillance: Video surveillance from security cameras within classrooms and common areas for safety monitoring.

Cookies & Tracking Technologies

We use cookies and tracking technologies on our website to enhance user experience, analyze site traffic, and improve our services. These may include:

Essential Cookies – Crucial for site functionality, such as enabling logins and ensuring security.
Analytics Cookies – Provide insights into how visitors interact with our site, using tools like Google Analytics.
Marketing & Advertising Cookies – Facilitate personalized ads and retargeting efforts, where applicable.

By interacting with Vendogram website, you agree to the use of cookies. You can adjust your cookie preferences through your browser settings or opt-out of specific tracking technologies where applicable.

2. How We Use Your Information

We do not sell or share your personal data with third parties for marketing purposes.

We utilize your personal information for several purposes, including processing registrations and payments, providing program updates and communications such as newsletters and marketing updates, ensuring student safety through facility monitoring, enhancing our services and educational offerings, and complying with legal and regulatory requirements. Vendogram AI Academy Inc. does not employ automated decision-making systems or profiling in its operations.

3. CCTV & Video Surveillance

To maintain a secure learning environment, all classrooms and common areas are monitored by CCTV. By enrolling in our programs, you acknowledge and consent to:

Continuous video surveillance within our facilities.

CCTV footage is securely stored and retained for a limited period, which may vary based on operational needs and legal requirements. Once the retention period has expired, footage is automatically deleted unless required for ongoing investigations
CCTV monitoring extends to the AI Lab to ensure the security of students and equipment. AI Lab users acknowledge that their activity may be recorded for safety and compliance purposes.
CCTV footage may only be reviewed by authorized personnel and, where required, shared with law enforcement or regulatory bodies under legal obligations.
-CCTV cameras are installed in classrooms, the AI Lab, and common areas such as hallways and entrance areas. Cameras are not installed in private areas such as washrooms or changing areas.
CCTV cameras used within Vendogram AI Academy Inc. facilities are video-only and do not record audio. This measure is in place to respect the privacy of individuals while ensuring safety and security.

4. Photo and Video Consent for Promotional Use

Parents must complete a waiver to either grant or rescind Vendogram permission to capture photos and vdeos of students. If the form is not submitted, it will be treated as granting consent.

5. Data Protection & Security

We implement industry-standard security measures to protect your data, including:

Encryption and secure payment processing for financial transactions.
Restricted access to student information, limited to authorized personnel.
Regular audits and security measures to ensure compliance with privacy regulations.

6. Data Breach Notification:

In the event of a data breach, Vendogram AI Academy Inc. will promptly notify the Commission d'accès à l'information (CAI) and affected individuals. Notifications will be issued within the maximum timeframe permitted by law and actions will be taken to mitigate the risks.

The Privacy Officer will oversee the notification process and ensure compliance with legal requirements. Affected individuals will be notified through a status update posted on www.vendogram.com/status.

7. Data Retention Policy

Vendogram AI Academy Inc.,data retention policy shall adhere to the requirements set forth in Quebec's Bill 25, by retaining personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law.

Marketing Data: If you consent to receive email marketing or SMS communications during the registration process, we will retain your contact information as long as you remain subscribed. You can opt out of these communications at any time by following the unsubscribe instructions provided in our messages.
CCTV Footage Related to Incidents: Video recordings related to incidents such as harassment, bullying, or legal disputes will be retained for the duration necessary to resolve the issue and meet legal requirements.
Legal Dispute Data: Personal information related to legal disputes will be retained for the duration of the dispute and any required period afterward for compliance.
Student Records: Student information will be kept for 10 years following the completion of the program to comply with educational regulations and potential legal requirements.
Financial Records: Payment and financial data will be retained for 10 years to meet tax and audit obligations.

Once the retention period has passed, or when the information is no longer necessary, it will be securely deleted from our systems, following Wix’s data disposal procedures.

8. Enhanced Rights of Individuals:
Vendogram AI Academy Inc. is committed to respecting the rights of individuals regarding their personal information, in compliance with Quebec's Bill 25. You have the following rights:

Right to Access and Correction: You have the right to request access to your personal information and to request corrections if it is inaccurate or incomplete. To exercise this right, please contact us via the Privacy Officer’s email at CanadaPrivacyOfficer@vendogram.ai or through our contact form
Right to Data Portability: You can request a copy of your personal data in a structured, commonly used, and machine-readable format by contacting us through the methods specified above.
Right to Deletion (Right to Be Forgotten): You may request the deletion of your personal information, except where retention is legally required (such as for CCTV footage, financial records, or legal disputes). To request deletion, please contact us via the Privacy Officer’s email or the contact form.
Right to Withdraw Consent: You may withdraw your consent for receiving marketing communications at any time by clicking the "unsubscribe" or "opt-out" link in the marketing email.
Exercising Your Rights: To make any of the above requests, please contact the Privacy Officer at CanadaPrivacyOfficer@vendogram.ai or use our contact form

9-Consent Management:
Vendogram AI Academy Inc. ensures that consent for data processing is obtained in a clear and transparent manner.

Obtaining Consent: Consent is obtained through checkboxes during the registration process, where users are informed about how their data will be used. For example, during registration for marketing communications, users are explicitly asked to agree to receive email and SMS updates.
Recording and Storing Consent: Consent records are maintained within the Form submission history on the Wix platform. These records include the date and time of consent as part of the registration data.
Withdrawing Consent: You may withdraw your consent for marketing communications at any time by clicking the "unsubscribe" link in marketing emails or by contacting us through the Privacy Officer’s email at CanadaPrivacyOfficer@vendogram.ai or via our contact form.
Parental Consent for Minors: When registering minors for summer camps or programs, parents or legal guardians must check specific consent boxes confirming their authority to register the child, understanding of camp policies, and agreement to video monitoring for safety purposes. These consents are obtained during the registration process and are documented accordingly.

10. Third-Party Services

Payments are processed through secure third-party providers
Some programs may use third-party educational tools, and we encourage reviewing their respective privacy policies.

11. Cross-Border Transfers of Personal Information:

Vendogram AI Academy Inc. uses Wix as a platform for data storage and payment processing. Personal information collected through our website may be stored and processed on servers located outside Quebec, including in the United States, Ireland, South Korea, Taiwan, Israel, or other.

Wix, as our service provider, complies with applicable data protection regulations and utilizes Standard Contractual Clauses when transferring data to countries that do not ensure an adequate level of protection, in accordance with the European Commission's requirements. Vendogram AI Academy Inc. relies on Wix's standard data protection practices to safeguard personal information during such transfers.

12. Amendments to the Policy

Vendogram AI Academy Inc. reserves the right to modify this policy at any time.
Any changes will be posted on our website. Continued enrollment after such changes are posted constitutes acceptance of the revised terms.

13. Privacy Officer

Vendogram AI Academy Inc. has appointed a Privacy Officer responsible for ensuring compliance with applicable privacy laws, including Bill 25. The Privacy Officer also manages privacy-related requests and coordinates responses to data breaches. For any privacy inquiries, please contact the Privacy Officer at CanadaPrivacyOfficer@vendogram.ai or through our contact form

14. Contact Information

For questions or concerns about this policy, please contact us through the contact us form on our website.

By enrolling in Vendogram AI Academy Inc., you acknowledge and agree to this policy.