Privacy Policy

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 are sent to Anthropic to produce an answer. CCYC does not save the chat text.
• Trial and level-assessment requests: the details you enter on the Free Trial and Skill Assessment forms (contact details, the child’s name, birthday and level result).
• 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 outside Canada

We use a small number of companies to run our website and services. They process information only to provide their service to us (or, for the public sites below, when you use them):

• Google Firebase - website hosting, sign-in and our database (accounts, children, bookings, attendance, homework).
• Google Gmail / Google Workspace - the CCYC inbox (ccycservice@gmail.com). Emails you send us, trial and assessment requests, and payment notices are kept there.
• Stripe - card payments.
• SendGrid - sending our emails.
• Zoom - online classes. Your child joins with the class link; Zoom sees the name shown in the meeting and technical information such as the IP address.
• lichess.org - online classes play chess there. We keep your child’s lichess username so the coach can find them; lichess is a public chess site with its own privacy policy.
• chess.com - optional: if you type a chess.com username into the level test, your browser looks up that player’s public rating from chess.com to suggest a level.
• WeChat (Tencent) - if you contact us on WeChat or pay with WeChat Pay, those messages and payments are handled by Tencent and may be stored outside Canada, including in China.
• Anthropic - answers in the chat assistant. The text you type is sent to Anthropic to produce a reply. CCYC does not save the chat text (we keep only a one-way scrambled form of your IP address for a short time, to stop abuse). Please don’t type personal information into the chat.
• cdnjs (Cloudflare) - delivers a chess code library used on the home page and the level test.

Information held by these providers may be stored and processed outside Canada, mainly in the United States (and, for WeChat, in China), 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.
• Trial and assessment requests: kept until you ask us to delete them, and reviewed each term.

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, and consented to, by their parent or guardian, and we deal with the parent or guardian about it. Please don’t create an account or send us a form for a child unless you are their parent or guardian.

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 and browser storage

We use only essential cookies and browser storage. There are no tracking or advertising cookies and no analytics today. What we store on your device, and why:

• Sign-in (Google Firebase): keeps you signed in.
• Device check (ccyc_device): a random device ID so a device you have already confirmed isn’t asked for an emailed sign-in code every time.
• Language (ccyc_lang): remembers English or 中文.
• Cookie notice (ccyc_cookie_notice): remembers that you closed the cookie notice.
• Cached schedule and site settings (ccyc_classes, ccyc_term_settings, ccyc_site_content): public class and price information, so pages load quickly.
• Your account view (ccyc_credits, ccyc_bookings, ccyc_child_…): a copy of your classes and the child you last picked, so pages show them quickly. These are cleared when you sign out.

If we ever add analytics, it will be off until you accept it in the cookie banner, and a “Cookie settings” link in the footer will let you change your choice. Videos on our home page load from YouTube (youtube-nocookie.com) only after you press play.

If something goes wrong (privacy breaches)

We keep a record of every privacy incident. If a breach creates a real risk of significant harm to you or your child, we will tell the affected families as soon as we can and report it to the Office of the Privacy Commissioner of Canada.

Withdrawing consent

• Photos and videos: change the setting for each child under My Children on the My Schedule page.
• News and promotional emails: use the unsubscribe link in any of those emails.
• Your account: email ccycservice@gmail.com from your account’s email address to ask us to delete it. We can’t run classes for a child without the basic information above, and payment records are kept for the period the law requires.

Quebec residents

If you live in Quebec, you have the right to access the personal information we hold about you and your child, to have it corrected, and to withdraw your consent. To use these rights, contact our Privacy Officer (details below).

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.