Privacy Policy

Our Commitment to Personal Information and Privacy

At Elevare™ Career Institute, we pride ourselves on delivering exceptional service to our prospective students, current students, alumni, and industry professionals. Achieving this standard of excellence requires the careful collection, use, and disclosure of personal information. Protecting this information responsibly and ethically is among our highest priorities. We are dedicated to being transparent about why and how we gather, use, and share your personal information. We adhere to the principles of obtaining your consent where necessary and handling your information appropriately at all times.

This Personal Information Protection Policy, in accordance with the Personal Information Protection Act (PIPA) of British Columbia, the Personal Information Protection and Electronic Documents Act (PIPEDA), and the Private Training Act of BC, outlines our commitment to safeguarding your privacy. We ensure the accuracy, confidentiality, and security of all personal data in our care and provide you with the right to access and correct your information.

Definitions

Personal Information – means any factual or subjective information, recorded or not, about an identifiable individual or group of individuals. This includes but is not limited to name, date of birth, home address and phone number, e-mail address, education, employment information, social insurance number, credit card numbers, bank account numbers, assets, debts, liabilities, payment records, credit records, and opinions or evaluations. Personal information does not include standard employment/business contact information.

Employment/Business Contact Information – means information that would enable an individual to be contacted at work and includes name, position name or title, business telephone number, business address, business email, or business fax number. This information is not considered personal information under PIPA and is collected, used, or disclosed solely for the purposes of workplace communication.

1. Collection of Personal Information

Elevare™ Career Institute gathers personal information you voluntarily provide to us, whether in-person, through physical forms, online submissions, or through our digital platforms.

We collect only the information necessary from prospective students, current students, alumni, and industry professionals to accomplish the following goals:

• To confirm your identity;
• To deliver the products and services you request;
• To accurately and efficiently enroll students in our institution;
• To directly communicate with prospective students, current students, alumni, and industry professionals about products and services that may interest or benefit them;
• To disseminate news and updates regarding organizational events and initiatives;
• To uphold a high standard of service for our prospective students, current students, alumni, and industry professionals;
• To fulfill regulatory requirements;
• To manage financial matters;
• To keep the current student body informed about important school-related issues.

We are committed to collecting personal information using lawful means and ensure that no information is collected indiscriminately. Furthermore, we may collect information through third parties authorized to do so on our behalf.

2. Use of Personal Information

We use the personal information we collect to:

• Address your inquiries and provide the services you seek.
• Improve and tailor your experience with us.
• Manage administrative tasks, such as event registration, student enrollment, and maintaining accurate records.

Elevare™ Career Institute is committed to protecting your personal information. We will not sell, share, or give away personal information or contact lists to external parties. However, there may be occasions where limited sharing of information is necessary for us to carry out our business functions and operations. This could involve sharing data with consultants, suppliers, or business partners, but only under the condition that these entities adhere to this Privacy Policy while performing their own business-related tasks and operations.

3. Consent and Disclosure

We will obtain the consent of prospective students, current students, alumni, and industry professionals before collecting, using, or disclosing personal information. Consent may be given orally, in writing, electronically, or through an authorized representative. Consent can also be implied where the purpose for collection, use, or disclosure of personal information is considered obvious, and the individual voluntarily provides the information for that purpose.

By using Elevare™ Career Institute's website, student information system, and learning management system, you consent to the collection and use of information as specified in this Privacy Policy. This consent applies to all digital interactions with our systems as detailed in Section 9.

Subject to certain exceptions (e.g., where personal information is necessary to provide a service or product, or where withdrawing consent would frustrate the performance of a legal obligation), individuals can withhold or withdraw their consent for Elevare™ Career Institute to use their personal information in specific ways. However, doing so may impact our ability to provide certain services or products. We will provide an explanation to assist individuals in making an informed decision.

Elevare™ Career Institute may use personal information without an individual's consent in specific circumstances, including but not limited to:

• When required by law to disclose personal information to comply with the demands of a provincial or federal investigation by the appropriate authorities.
• In emergencies that threaten an individual's life, health, or personal security.
• For internal statistical study or research purposes.
• When the personal information is already publicly available.
• When disclosure is necessary to investigate a breach of contract.

4. Security of Personal Information

At Elevare™ Career Institute, safeguarding the security of personal information under our care is essential to us. We strive to protect it from unauthorized access, use, disclosure, replication, alteration, or disposal, as well as other comparable risks.

Our security practices are tailored to the sensitivity of the information, employing a range of protective measures, including physical safeguards and electronic protocols, to ensure robust protection. These measures apply consistently across all our operations, including online platforms, physical locations, and data storage systems.

Access to personal information is strictly limited to employees and agents of the Institute who need such access to fulfill their duties, as well as individuals authorized by law.

Our computer and network infrastructure is fortified with complex password protocols and multi-factor authentication (MFA), ensuring that only authorized personnel can access our secure systems and databases. Internet-connected routers and servers are shielded by firewalls and are further protected against viruses and unauthorized access through comprehensive software solutions. Our Student Information System (SIS) adheres to SOC 2 compliance standards, ensuring rigorous protection of personal data.

Physical documents containing personal information are securely stored in locked cabinets to prevent unauthorized access.

When personal information is no longer needed for business purposes, we employ appropriate measures to safely destroy it. This includes professional shredding and disposal of paper documents and permanently deleting digital records.

To ensure ongoing security, we regularly review and update our security policies and procedures, adapting to technological advancements to maintain the integrity and protection of personal information.

5. Record Retention and Legal Compliance

Student files, including enrolment contracts, transcripts, and payment records, are kept according to regulatory standards. Archived student files are kept in storage boxes for 7 years in a secure location. The enrolment form and transcript (or an electronic copy) are kept for 55 years. These documents may be shared with entities such as the Private Training Institutions Regulatory Unit (PTIRU) and StudentAid BC for compliance review.

Digital records are maintained with similar retention periods and are subject to the same standards of protection and access controls as physical records.

6. Changes to This Privacy Policy

Elevare™ Career Institute reserves the right to modify this Privacy Policy as required. Any changes will be prominently posted on our website and, where appropriate, notification will be sent via email so that you are always aware of what information we collect, how we use it, and under what circumstances we disclose it.

7. Access to Personal Information

Individuals whose personal information is in our possession and control have the right to access their personal information held by Elevare™ Career Institute, subject to limited exceptions. These exceptions include situations where disclosure would reveal personal information about another individual, threaten the life or security of another individual, or where the information cannot be disclosed for legal reasons, security purposes, or is subject to solicitor-client or litigation privilege.

Requests to access personal information must be made in writing and provide sufficient detail to identify the personal information being sought. Upon request, we will, within a reasonable time period, provide details of the personal information we hold, what it is being used for, and to whom it has been disclosed, if applicable. We will make the requested information available within 30 business days, or provide written notice of an extension where additional time is required to fulfill the request.

A minimal fee may be charged for providing access to personal information. We will inform the individual making the request of any applicable fee and request further direction on whether or not to proceed with the request.

If a request is refused in full or in part, we will notify the individual in writing, providing the reasons for refusal and the recourse available to them.

These access rights apply equally to personal information collected through our website, student portal, and learning management system.

8. Changes to Personal Information

It is crucial that the information in your file is accurate and current. You are responsible for informing Elevare™ Career Institute of any changes in your name, address, telephone number, or other significant information. Having incorrect information may delay our ability to provide exceptional services to you. Any losses incurred as a result will be your responsibility.

9. Online Privacy

Website Data Collection

When you visit our website, we collect certain information automatically, including:

• Your computer's IP address and domain name
• The type of browser and operating system you use
• Which pages you visit on our website
• The date and time of your visit

This information helps us improve our website and understand how visitors use it. Your IP address reveals nothing personal about you other than the location from which you accessed our site.

Our analytics software and webhosting for our public website use your IP address for the single purpose to get a general idea of the area you are accessing our website from. Once that is done, your IP address is removed and is not stored in any manner. This information does not reach us.

However, when you access our LMS or Records System, your IP Address is stored and linked to you for security reasons. This is to ensure your information is kept secure and is not accessible to unauthorized individuals or entities.

Analytics Tools

We use Google Analytics and Microsoft Clarity to understand how visitors interact with our website. These tools help us improve your experience and make our content more useful. The information is analyzed as group data and doesn't personally identify you.

Cookies

Cookies are small data files sent to your browser and stored on your computer. They help create a customized experience when you visit our website. We do not store personal information in our cookies.

Accepting cookies is your choice. You can still use our website if you choose to disable cookies in your browser settings.

Learning Management System and Student Information System

We use Moodle for our Learning Management System and Orbund for our Student Information System. When you use these platforms:

• Your login information and activities are secured and encrypted
• We track system usage only for educational and administrative purposes
• All information collected follows the same protection standards outlined in Sections 1-8 of this policy

Contact Forms and Information Use

Information you provide through our contact forms helps us respond to your inquiries and provide information about our programs. We may use your email address to send our newsletter, which you can unsubscribe from at any time.

We analyze user behavior data and feedback to improve your experience and the functionality of our services.

Third-Party Websites

Our website contains links to other websites. We don't control these websites and aren't responsible for their privacy practices. We recommend reviewing their privacy policies before sharing your information.

Your Online Privacy Rights

You have specific rights regarding your personal data collected online, including the rights outlined in Section 7 of this policy. To exercise these rights for information collected through our digital platforms, please follow the same process outlined in Section 7.

Anti-Spam Compliance

We follow Canada's Anti-Spam Legislation (CASL). We will not send marketing emails without your permission, except when we have an existing business relationship with you.

Our emails will always:

• Clearly identify our organization
• Include an easy way to unsubscribe
• Provide our contact information

For more details about CASL, please visit the https://www.fightspam.gc.ca/.

If you have any questions or concerns regarding this policy, please feel free to reach out to the staff at Elevare™ Career Institute for assistance.