Privacy Policy
This page explains, in plain language, what information CCYC INC. (Canada Chess & Debate Youth Club) collects about families and students, why we need it, who helps us store and process it, and the choices you have.
Effective date: October 2026
What we collect
- About you (parent/guardian): name, email address, phone number and WeChat ID (if you give it to us).
- About each child: name, birthday, chess level, Lichess username (if any), attendance, homework, placement and skill assessments, and any notes you choose to share with us (for example allergies or pickup instructions).
- Photos and videos: only if you give photo consent for that child. You can change this at any time under My Children (My Schedule page).
- Payments: a record of each payment (amount, date, method, order number, the term and classes it covers). Card payments are handled by Stripe - CCYC never sees or stores your full card number.
- Chat assistant: the messages you type into the chat assistant on our website.
- Technical information: what our website needs to keep you signed in and to protect it from abuse (for example login session cookies and IP addresses in server logs).
Why we use it
- To run classes: placing each child at the right level, keeping class lists, taking attendance, sharing homework and progress.
- To manage scheduling: bookings, schedule changes, waitlists and make-up classes.
- To process payments and issue receipts and HST invoices.
- For safety: knowing who each child is, who to contact, and any notes you have shared about their care.
- To send service emails about your account and classes (see "Emails" below).
We do not sell your information, and we do not use it for anything unrelated to running CCYC programs.
Service providers and storage in the United States
We use a small number of trusted companies to run our website and services. They process information only on our behalf:
- Google Firebase - website hosting, sign-in and our database (accounts, children, bookings, attendance, homework).
- Stripe - card payments.
- SendGrid - sending our emails.
- Anthropic - generating answers in the chat assistant. The messages you type are sent to Anthropic to produce a reply. Please don't type personal information into the chat.
Information held by these providers may be stored and processed in the United States, where it may be subject to the laws of that country.
How long we keep it
- Payment records: 6 years, as required by the Canada Revenue Agency (CRA). They are kept even if the account is deleted.
- Account and student information: until you ask us to delete it, or after 3 years with no activity on the account.
Consent and children's information
By creating an account and registering, you consent to us using your family's information as described on this page. Information about children is provided to us by their parent or guardian, and we deal with the parent or guardian about it.
Photos and videos are opt-in. We use a child's photos or videos only if you said yes for that child. You can change it at any time under My Children on the My Schedule page (edit the child), or email ccycservice@gmail.com.
Access, correction and deletion
You can ask to see the information we hold about you or your child, ask us to correct it, or ask us to delete your account. Email ccycservice@gmail.com from the email address on your account. Payment records we must keep for tax purposes are kept for the required period even after an account is deleted.
If you are not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada.
Cookies
We use only essential cookies and similar storage - for example to keep you signed in and to remember your cookie choice. Analytics would be used only if you accept them in the cookie banner; we currently use none.
Emails
- Service emails are about your account and classes - for example payment confirmations, booking and schedule changes, class reminders, homework and cancellations. These are part of the service.
- Promotional emails are about new terms, camps and events. Every promotional email has an unsubscribe link, and you can unsubscribe at any time.
Privacy contact
Questions or requests about your family's information:
CCYC Privacy Officer
ccycservice@gmail.com
2 East Beaver Creek Rd, Building #4
Richmond Hill, ON L4B 2N3
We may update this policy from time to time. The effective date at the top of this page shows when it last changed.