How YCMA handles personal information

1. Where this notice applies

This notice applies to YCMA public enquiry and application forms, the YCMA School Portal, the YCMA Teacher desktop app, and related sign-in services for approved students, guardians, instructors, staff, and administrators. Program, enrolment, employment, and education records may also be governed by separate YCMA policies and applicable law.

The School Portal does not allow public self-registration. YCMA creates accounts and assigns access according to each user’s relationship with the academy. YCMA Teacher is available only to instructors and staff authorized by YCMA.

2. Information we collect

The information available to YCMA depends on how you sign in and your relationship with the academy.

• Information you provide through a public enquiry, such as your name, contact details, language preference, enquiry topic, message, and consent choice.
• Information required for an electronic student application, including the applicant’s legal and preferred names, contact details, date of birth, nationality, residential address, intended program and start period, self-declared student category and status in Canada, one or two emergency contacts, high-school or post-secondary education, language and academy entrance-test results when available, optional international-student service needs, referral source, application-material and payment acknowledgements, and electronic applicant and optional witness names. Do not use this form to send passports, government identification numbers, financial information, transcripts, or other supporting documents.
• Account information such as your email address, name, provider user identifier, and profile image when Google, Facebook, Apple, or another approved sign-in provider shares it.
• Portal access information such as your linked YCMA Contact, approved role, multi-factor authentication status, sign-in events, and security or support records.
• School information that YCMA already maintains and that you are authorized to view or manage, such as student, guardian, instructor, program, schedule, attendance, or administrative records.
• Lesson information entered in YCMA Teacher, such as attendance, lesson notes, feedback, assignments, class links, and recording status.
• When an authorized teacher deliberately starts recording after the in-app notice, the selected screen, selected computer audio, and enabled microphone audio. A class recording may include participant names, voices, images, shared screen content, and lesson material.
• Security and operational records needed to protect the service and reconcile submissions or uploads, such as submission and session identifiers, form, Program Catalog, schema and declaration versions, app version, timestamps, delivery state, file size and hash, consent or notice status, and access or deletion audit events.
• Information you submit when requesting support, correcting account details, or communicating with YCMA.

3. How we use information

• Respond to public enquiries and provide relevant program or admissions information.
• Receive, review, and administer electronic student applications; communicate requirements, supporting-document instructions, entrance-assessment steps, decisions, and enrolment next steps; use emergency-contact information only for appropriate student-safety or urgent-contact purposes; and create or update admissions and student records only after authorized staff review.
• Authenticate you and match the sign-in identity to the correct approved YCMA account.
• Provide the school-portal features permitted for your student, guardian, instructor, staff, or administrative relationship.
• Support authorized teachers as they prepare and teach classes, record attendance and lesson activity, and, when recording requirements are met, capture, upload, and play private lesson recordings.
• Protect accounts, investigate access problems, prevent misuse, and maintain security and audit records.
• Respond to support, access, correction, privacy, and account-deletion requests.
• Meet applicable legal, contractual, educational-record, safety, and operational obligations.

4. Service providers and disclosure

YCMA uses Supabase for authentication and data services and Cloudflare for secure application delivery and private file storage. Lesson recordings are stored in a non-public area and can be played only by an authorized user through a time-limited link. A social sign-in provider processes information under its own privacy terms when you choose that provider.

YCMA uses Resend to deliver a localized application acknowledgement to the applicant’s email address and a reference-only notice to the academy’s configured admissions recipients. For a complete electronic application, those messages are limited to the application reference and general receipt wording; the staff notice also includes the received time. Names, phone numbers, intended program, date of birth, nationality, residential address, emergency contacts, education and test information, service needs, referral information, and declarations are reviewed only in the protected admissions system and are not included in the staff notice.

YCMA does not sell personal information collected through public enquiry and application forms, the School Portal, or YCMA Teacher. YCMA does not use this information for targeted advertising, and these services do not contain advertising or cross-app tracking tools. Information may be disclosed when required by law or when reasonably necessary to protect users, YCMA, or the security of the service.

5. Retention and deletion

While you complete an electronic application, the entered draft is stored only in the current browser tab and is automatically cleared two hours after the last change. Declaration confirmations and security-verification tokens are not saved in the draft. You can clear the draft at any time. After successful submission, the tab draft is removed and the application is stored in YCMA’s admissions system.

YCMA keeps public enquiry and submitted application information only as long as reasonably needed to respond, administer admissions and enrolment, maintain required school records, and meet applicable legal, contractual, safety, or dispute requirements. Account and school information is kept only as long as reasonably needed for the related services and obligations. Disconnecting a social sign-in identity does not automatically delete records that YCMA must retain.

Completed lesson recordings are normally retained until 12 months after the lesson. A legal, contractual, or administrative requirement may extend that period. A recording that is eligible for deletion is removed from private storage, while a limited record of the action is retained when necessary.

YCMA Teacher keeps local recovery files so a teacher can continue after a recording or upload interruption. A local copy can be removed 24 hours after its upload has been verified; an incomplete local file can be removed after 7 days. Information that is no longer required will be deleted, de-identified, or restricted from access as appropriate.

6. Security and your choices

YCMA uses encrypted connections, private storage, access controls, relationship-based permissions, and additional authentication controls where appropriate. No online service can guarantee absolute security, so you should use a strong unique password, protect your sign-in provider, and never send a password to YCMA by email.

Use a private device when completing an application. If you use a shared device, select Clear draft before leaving the page and close the browser tab. Do not send identity documents, immigration documents, financial information, or other supporting records by ordinary email; Admissions will provide a separate secure submission method when those records are required.

Before entering an emergency contact, make sure that person knows YCMA will receive their name, phone number, and relationship to the applicant for appropriate student-safety or urgent-contact purposes.

Screen and microphone access is controlled by the operating system. A teacher chooses the capture source and audio mode, can stop recording from the app, and can use non-recording class features without starting a recording.

You may request access to or correction of information submitted through a public form or account, disconnect a social sign-in method, or ask about deletion. YCMA may need to verify your identity and authority before acting on a request.

7. Young users and account access

The portal does not allow open self-registration. Access for a student or guardian is created and limited by YCMA according to the relevant school relationship. A parent, guardian, or authorized school representative may need to participate in a privacy or account request for a young user.

Authorized staff must follow YCMA notice and consent requirements before recording a class or releasing a recording to students or guardians. Recording is private by default and is not evidence that every participant attended for a particular duration.

8. Changes and contact

YCMA may update this notice when the portal, service providers, or legal requirements change. The updated date on this page identifies the current version.

Questions about this notice or YCMA's handling of personal information can be sent to [email protected]. Do not include your password, government identification number, recording, or sensitive documents in the first message.