Privacy Policy

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Effective date: 10 July 2026

1. Introduction and controller identity

Smart Edu AI Inc. ("we", "us", "Smart Edu AI") operates smarteduai.life and delivers learning analytics, adaptive learning modelling and edtech consulting services from 525 West Broadway, Suite 110, Vancouver, BC V5Z 1E6, Canada (BN 918374026 RC0001). This Privacy Policy describes our practices under the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where relevant, British Columbia's Freedom of Information and Protection of Privacy Act (FIPPA) and Personal Information Protection Act (PIPA).

Our studio sits on the Broadway corridor in Vancouver — a neighbourhood shared by hospitals, research institutes and post-secondary campuses. That context shapes how we think about cross-sector data governance: learner records, workforce training logs and continuing-education analytics each carry distinct privacy obligations. This policy explains what we collect through the Site, how we handle information during consulting engagements, and how public-sector clients can align our work with provincial requirements.

Privacy inquiries: [email protected] · Privacy Officer, Smart Edu AI Inc., 525 West Broadway, Suite 110, Vancouver, BC V5Z 1E6 · +1 (604) 423-9157.

2. Accountability

Smart Edu AI is responsible for personal information under our control. We maintain internal policies, staff training and vendor review processes so personnel who handle personal information understand their obligations. We designate accountability for privacy compliance to our leadership team and respond to access requests within 30 days where PIPEDA applies.

3. Information categories

3.1 Website and marketing contacts

When you visit smarteduai.life or submit our contact form, we may collect: name, email, phone (if provided), organization, message content, enquiry subject, IP address, browser metadata, referral URL and cookie or local storage identifiers (including consent stored under smarteduai_consent). The contact form requires explicit PIPEDA consent via the consent_pipeda checkbox before submission.

3.2 Professional and project data

During engagements we may process business contact details, statements of work, invoices, correspondence, technical specifications for learning analytics views, data dictionaries, architecture diagrams and access credentials shared by client teams.

3.3 Student and learner records (service context)

When acting as a service provider to an education organization, we may process learner identifiers, LMS activity logs, assessment results, demographic fields permitted by the client, and derived analytics outputs (knowledge tracing estimates, at-risk flags, cohort performance trends). Processing occurs only under client direction, contractual student-privacy safeguards and documented lawful authority — not for our independent commercial purposes.

4. Purposes of collection, use and disclosure

We collect and use personal information for purposes a reasonable person would consider appropriate, including:

• Responding to analytics review and project enquiries submitted through the Site or email;
• Performing contracted learning analytics, learner modelling, instrument design and reporting integration;
• Preparing proposals, statements of work, invoices and account management;
• Maintaining website security, abuse prevention (including honeypot fields on forms) and functionality;
• Complying with legal obligations, professional standards and contractual data-governance requirements;
• Improving Site content and optional aggregate analytics when you accept cookies.

We do not sell personal information. We do not use student data for unrelated marketing, undisclosed model training or wellness-coaching lead generation. Smart Edu AI is a B2B consultancy — not a consumer course or coaching brand.

5. Consent

We obtain meaningful consent before collecting personal information, except where permitted or required by law. Contact-form consent is collected via checkbox. Optional cookies rely on banner choices documented in our Cookie Policy. You may withdraw consent for future non-essential processing by contacting us, subject to legal or contractual restrictions.

For client projects involving learner data, consent or other lawful authority is obtained by the client institution — we support documentation but do not substitute for their privacy office determinations.

6. BC FIPPA and public-sector clients

Many of our clients are British Columbia public bodies — universities, colleges and school districts — subject to FIPPA. While Smart Edu AI Inc. is a private organization governed primarily by PIPEDA, we design consulting workflows with FIPPA principles when supporting public-sector engagements:

• We document the purpose for each data element requested and avoid collecting extraneous personal information;
• We recommend storage and access controls aligned with client records-management policies;
• We assist clients in assessing whether proposed analytics constitute "personal information" under FIPPA and whether consent or other authority applies;
• We support privacy impact assessments when analytics involve new collections, cross-border hosting or sensitive inferences about learners;
• We return or securely destroy client data at engagement end unless retention is agreed for audit trails.

FIPPA applies to public bodies, not to Smart Edu AI directly. However, our Vancouver location on West Broadway positions us to meet in person with BC institutional privacy officers and incorporate Office of the Information and Privacy Commissioner guidance into deliverables. Nothing in this policy constitutes legal advice; clients should consult their own counsel on FIPPA compliance.

Storage within Canada is our default for public-sector projects unless the client authorizes otherwise in writing with appropriate contractual safeguards and disclosure to affected individuals where required.

7. Student-data minimisation and retention

We apply data minimisation throughout the analytics lifecycle: collect only fields required for the stated measurement purpose; pseudonymise or aggregate where feasible; segregate production, staging and development environments; restrict access on a need-to-know basis; and delete or return data per contract schedules — commonly within 90 days of project completion unless law or contract requires longer retention.

Aggregated, de-identified statistics may be retained for internal methodology improvement only when contractually permitted and re-identification risk has been assessed. We do not retain learner-identifiable extracts on personal devices or unmanaged cloud accounts.

8. Disclosure, subprocessors and cross-border processing

We disclose personal information to cloud hosts, collaboration platforms, email providers and analytics tooling vendors under written terms requiring confidentiality, security and processing limits comparable to PIPEDA. We do not sell personal information. Lawful disclosure to regulators, courts or law enforcement may occur when required.

Some subprocessors may process or store information outside Canada (for example, United States cloud regions). Where this occurs, we assess safeguards, document cross-border risks and disclose them to clients before activation. Clients may restrict subprocessor locations or require Canadian residency contractually.

9. Security safeguards

We implement administrative, technical and physical safeguards proportionate to sensitivity, including HTTPS transport encryption, role-based access controls, employee confidentiality agreements, secure workstations at our Broadway office, vendor security review and incident response planning. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

We notify clients of security incidents affecting their data without undue delay as contracts require, and cooperate with institutional breach procedures under PIPEDA and provincial law. We maintain an internal incident log for Site and project-related events reviewed quarterly.

10. Individual access, correction and deletion

Upon written request, we provide access to personal information we control directly (e.g., contact-form submissions) subject to limited legal exceptions. We correct inaccuracies when verified and delete information when retention is no longer necessary, unless law requires continued storage.

Learners seeking access to education records should contact their institution first; we assist our client in responding when we hold data on their behalf. Submit Site-related requests to [email protected]. We aim to respond within 30 days.

11. Cookies and similar technologies

See our Cookie Policy for categories, the smarteduai_consent banner, durations and browser controls. Essential cookies support security and consent memory; optional analytics run only after acceptance.

12. Children and youth

smarteduai.life targets education professionals and institutional decision-makers. We do not knowingly collect information from children through the Site. Project work involving minors follows client policies, parental consent requirements where applicable, and education privacy rules.

13. Third-party links

The Site may link to government resources, standards bodies or vendor documentation. We are not responsible for third-party privacy practices. Review their policies before providing personal information.

14. Changes to this policy

We update this policy when practices, technology or law change. The effective date above will reflect revisions. Material updates may be noted on the Site or communicated to active clients where appropriate. Continued Site use after non-material updates constitutes acceptance for Site-related processing described here.

15. Complaints and regulatory contacts

If you believe we have handled personal information inconsistently with this policy or PIPEDA, contact us first so we can investigate. Unresolved concerns may be referred to the Office of the Privacy Commissioner of Canada (priv.gc.ca) or the Office of the Information and Privacy Commissioner for British Columbia (oipc.bc.ca).

Last updated 10 July 2026 · Smart Edu AI Inc. · BN 918374026 RC0001