Privacy Policy

Introduction

At MindSproutLab, we take your privacy seriously. This Privacy Policy explains how we collect, use, share, and protect information in relation to our online psychoeducation groups, our website, mobile applications, and related services (collectively, the “Services”). We believe in transparency and are committed to protecting your privacy and the privacy of your child.

MindSproutLab’s online groups are designed for children ages 6-16 and involve the collection of information about your child and their participation in our educational programs. This policy is designed to help you understand how we handle this sensitive information and to inform you of your rights regarding this information.

IMPORTANT INFORMATION FOR PARENTS

MindSproutLab’s online psychoeducation groups are designed for children ages 6-16 with parental consent and supervision. We only collect information about children with parental consent, in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws. By creating an account and enrolling your child in our Services, you represent that you are the parent or legal guardian of the child, or that you have the permission of the parent or legal guardian to do so.

If you believe that we have collected information from a child without proper parental consent, please contact us immediately at hello@mindsproutlab.com

1. Information We Collect

We collect the following categories of information:

1.1 Account Information

• Your name, email address, password, and contact information
• Payment information (processed securely through our payment processor)
• Demographic information such as your location
• Emergency contact information

1.2 Child Information

• Child’s first name and last initial
• Child’s age and date of birth
• Child’s gender (optional)
• Information relevant to group placement and program participation
• Any disclosed information relevant to your child’s learning needs or accommodations

1.3 Participation Information

• Attendance records for online group sessions
• Participation notes and progress observations made by facilitators
• Completed activities, worksheets, or assignments
• Responses to check-in questions or feedback forms
• Communications between your child and facilitators or peers during sessions

1.4 Technical and Usage Information

• Information about how you and your child access and use our Services
• Device information (such as IP address, browser type, operating system)
• Video and audio data during live group sessions
• Log data (such as login times, pages viewed, and session duration)
• Cookies and similar tracking technologies (as described in Section 5)

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Providing and Improving the Services

• To provide access to our online psychoeducation groups
• To match your child with appropriate groups based on age and needs
• To facilitate live group sessions and track attendance
• To monitor your child’s participation and progress
• To improve and enhance our programs and Services
• To respond to your inquiries and provide customer support

2.2 Safety and Quality Assurance

• To ensure the safety and well-being of all participants
• To monitor session quality and facilitator performance
• To review interactions for safeguarding purposes
• To address any behavioral or safety concerns

2.3 Research and Analysis

• To evaluate and improve program effectiveness
• To develop new educational content and resources
• To conduct research to better understand child development and learning (using only anonymized and aggregated data)

2.4 Communications

• To send you important information about scheduled sessions and program updates
• To provide you with resources and recommendations related to your child’s learning
• To send you information about our Services, updates to our policies, and other administrative messages
• To communicate with you about your child’s participation and progress

2.5 Legal and Security Purposes

• To protect the security and integrity of our Services
• To detect and prevent fraudulent activity
• To comply with legal obligations and enforce our Terms of Service
• To protect the rights and safety of our users

3. Information Sharing and Disclosure

We are committed to protecting your privacy and that of your child. We do not sell, rent, or lease your personal information or your child’s information to third parties for their marketing purposes.

We may share information in the following circumstances:

3.1 With Your Consent

• When you explicitly request that we share information
• If you choose to share information about your child’s participation with others (such as teachers, healthcare providers, or other caregivers)

3.2 Service Providers

With third-party service providers who help us operate our business and deliver our Services, such as:

• Cloud hosting and data storage providers
• Video conferencing platform providers
• Payment processors
• Data analytics providers
• Customer support services

These service providers are contractually obligated to use the information only to provide services to us and in accordance with this Privacy Policy.

3.3 Group Participants

• Limited information (such as first names) may be shared with other children and parents participating in the same group sessions
• Facilitators will have access to your child’s name and relevant participation information

3.4 Legal Requirements

• In response to lawful requests by public authorities, including to meet national security or law enforcement requirements
• To protect our rights, privacy, safety, or property, or that of you or others
• To comply with applicable Canadian federal and provincial laws
• In connection with a sale, merger, or acquisition of all or a portion of our company

3.5 Safeguarding Disclosures

• If we have reasonable grounds to believe a child is at risk of harm, we may be required to disclose information to appropriate authorities in accordance with Canadian child protection laws

3.6 Aggregated or De-identified Information

• We may share aggregated, anonymized, or de-identified information that cannot reasonably be used to identify you or your child for research, educational, or business purposes

4. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect your personal information from unauthorized access, disclosure, use, and modification. These include:

• Encryption of data in transit and at rest
• Secure video conferencing platforms with password protection and waiting rooms
• Access controls for our systems and databases
• Regular security assessments and audits
• Employee and facilitator training on data protection and privacy
• Background checks for all facilitators who interact with children
• Secure storage and limited retention of session recordings (when applicable)

However, no security system is impenetrable, and we cannot guarantee the absolute security of our systems. We encourage you to take appropriate measures to protect your account credentials and notify us immediately of any suspected unauthorized access.

5. Session Recordings

5.1 Recording Practices

We may record online group sessions for the following purposes:

• Quality assurance and facilitator training
• Safeguarding and safety monitoring
• Resolving disputes or concerns
• Program evaluation and improvement

5.2 Recording Notice and Consent

You will be notified when sessions are being recorded. By enrolling your child in our programs, you consent to the recording of sessions they participate in. Recordings are stored securely and access is limited to authorized personnel only.

5.3 Retention of Recordings

Session recordings are retained for a limited period (typically 30-90 days) unless required for longer retention due to safeguarding concerns, investigations, or legal requirements. After this period, recordings are securely deleted.

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect information about how you use our Services. Cookies are small data files that are placed on your device when you visit our website. They allow us to remember your preferences, analyze how our Services are being used, and enable certain features.

6.1 Types of Cookies We Use

• Essential cookies: Required for the operation of our Services
• Analytical/performance cookies: Help us understand how visitors interact with our website
• Functionality cookies: Remember your preferences and settings
• Targeting cookies: Record your visit, pages visited, and links followed

6.2 Your Choices Regarding Cookies

Most web browsers allow you to control cookies through their settings. However, if you disable cookies, some features of our Services may not function properly.

7. Children’s Privacy

MindSproutLab’s online groups are designed for children ages 6-16. We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy laws, including those that provide enhanced protection for children’s personal information.

7.1 Information We Collect About Children

We collect limited information about children, including:

• First name and last initial
• Age and date of birth
• Participation and attendance information
• Communications and interactions during group sessions
• Any information voluntarily shared by the child during sessions

7.2 Parental Consent

By creating an account and enrolling your child in our Services, you represent that you are the parent or legal guardian of the child, or that you have the permission of the parent or legal guardian to do so. We require verifiable parental consent before collecting personal information from children.

7.3 Parental Rights

As a parent or legal guardian, you have the right to:

• Review the information collected about your child
• Request that we correct inaccurate information about your child
• Request that we delete information collected about your child
• Refuse further collection or use of your child’s information
• Receive information about how your child’s information is being used

To exercise these rights, please contact us at hello@mindsproutlab.com

7.4 Child Safety Measures

We implement additional safety measures for our online groups, including:

• Trained and vetted facilitators
• Monitored group sessions
• Clear code of conduct for participants
• Processes for reporting and addressing concerns
• Parent communication protocols

8. Your Privacy Rights

Under Canadian privacy law, you have certain rights regarding your personal information. These include:

8.1 Access and Portability

• The right to request access to the personal information we have about you and your child
• The right to receive your data in a structured, commonly used format

8.2 Correction and Deletion

• The right to request that we correct inaccurate or incomplete information
• The right to request deletion of your personal information and your child’s information, subject to legal retention requirements

8.3 Restriction and Objection

• The right to request that we restrict the processing of your information
• The right to object to certain processing of your information
• The right to withdraw consent for data collection and use

8.4 Consent Withdrawal

• The right to withdraw your consent at any time, where we rely on consent as the lawful basis for processing
• Please note that withdrawing consent may affect your ability to access certain Services

To exercise these rights, please contact us at hello@mindsproutlab.com. We will respond to your request within a reasonable timeframe and in accordance with applicable Canadian privacy laws (typically within 30 days).

9. Provincial Privacy Rights

Different Canadian provinces have specific privacy legislation that may grant you additional rights:

9.1 Quebec Residents

If you are a Quebec resident, you have rights under Quebec’s Act respecting the protection of personal information in the private sector (formerly known as Bill 64), including enhanced rights regarding the collection, use, and disclosure of personal information.

9.2 British Columbia, Alberta, and Other Provinces

Residents of provinces with specific privacy legislation have rights under their applicable provincial laws. Please contact us to exercise these rights.

10. International Users

MindSproutLab is based in Canada, and the information we collect is governed by Canadian law. If you access our Services from outside Canada, you understand that your information may be transferred to, stored, and processed in Canada.

10.1 European Economic Area (EEA) Residents

If you are a resident of the European Economic Area, you have certain data protection rights under the General Data Protection Regulation (GDPR). These include:

• The right to withdraw consent
• The right to access your personal information
• The right to rectification of inaccurate information
• The right to erasure (“right to be forgotten”)
• The right to restrict processing
• The right to data portability
• The right to object to processing
• The right to lodge a complaint with a supervisory authority

Please contact us at hello@mindsproutlab.com to exercise these rights.

11. Email Marketing and Communications

We offer electronic newsletters and educational resources to which you may voluntarily subscribe. We are committed to keeping your email address confidential and will not disclose your email address to any third parties except as allowed in this policy or for the purposes of utilizing a third-party provider to send such emails.

You may choose to stop receiving our newsletter or marketing emails by following the unsubscribe instructions included in these emails or by contacting us. However, you will continue to receive essential transactional emails related to your child’s enrollment and participation in our programs.

12. Data Retention

We retain your personal information and your child’s information for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements. Specific retention periods include:

• Account information: Retained while your account is active and for up to 2 years after account closure
• Participation records: Retained for up to 3 years after program completion
• Session recordings: Retained for 30-90 days unless required for safeguarding or legal purposes
• Financial records: Retained in accordance with Canadian tax and accounting laws (typically 7 years)

After these periods, we will securely delete or anonymize your information.

13. Third-Party Links and Services

Our Services may contain links to third-party websites or services that are not owned or controlled by MindSproutLab. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites or services before providing any personal information.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email, through our Services, or as otherwise required by applicable law. The date of the last update will be indicated at the top of this policy. Your continued use of the Services after such notice constitutes your acceptance of the revised Privacy Policy.

15. Information Security

We secure information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use, or disclosure. We maintain reasonable administrative, technical, and physical safeguards in an effort to protect against unauthorized access, use, modification, and disclosure of personal information in our control and custody.

However, no data transmission over the Internet or wireless network can be guaranteed to be 100% secure. Therefore, while we strive to protect your personal information, you acknowledge that:

• There are security and privacy limitations of the Internet which are beyond our control
• The security, integrity, and privacy of information exchanged between you and our Services cannot be absolutely guaranteed
• Any such information may be viewed or tampered with in transit by a third party, despite best efforts

As the security of personal information depends in part on the security of the device you use to communicate with us and the security you use to protect your credentials, please take appropriate measures to protect this information.

16. Additional Information About MindSproutLab’s Online Groups

MindSproutLab’s online psychoeducation groups are educational programs designed to help children develop emotional intelligence, social skills, coping strategies, and resilience. Our programs are not clinical therapy or mental health treatment.

The groups are facilitated by trained educators and facilitators who provide age-appropriate psychoeducational content in a supportive group environment. Topics may include:

• Emotional regulation and awareness
• Social skills and communication
• Stress management and coping strategies
• Building resilience and confidence
• Problem-solving skills
• Positive relationships and boundaries

The information and skills provided through our programs are intended to support your child’s social-emotional development and learning. Our programs should be considered as one source of support for your child and are not a substitute for professional mental health services.

If you have concerns about your child’s mental health or well-being, we encourage you to consult with appropriate healthcare professionals.

17. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

MindSproutLab
Email: hello@mindsproutlab.com

For privacy-specific inquiries, you may also contact our Privacy Officer at: hello@mindsproutlab.com

If you are not satisfied with our response to your privacy concern, you have the right to contact the Office of the Privacy Commissioner of Canada or your provincial privacy commissioner.

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Last Updated: December 1, 2025