Privacy Policy

STEMbotics Studio

Effective Date: January 21, 2026
Last Updated: January 23, 2026

STEMbotics Studio ("we," "us," "our," or "STEMbotics") is committed to protecting the privacy and personal information of our students and their families. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in accordance with Alberta's Personal Information Protection Act (PIPA).

Our Privacy Contact:
Erin Schuler
Privacy Officer
STEMbotics Studio
High Level, Alberta
Email: erin@stemboticsstudio.com
Phone: 403-988-0515

If you have questions or concerns about our privacy practices or this policy, please contact us using the information above.

This Privacy Policy applies to:

• Parents and legal guardians who register their children for our programs
• Students enrolled in STEMbotics Studio programs (ages 5+)
• Website visitors to stemboticsstudio.com
• Anyone who communicates with us about our services

Because STEMbotics Studio serves children ages 5+, we require consent from a parent or legal guardian for all collection, use, and disclosure of a child's personal information.

Children under age 13: We will never knowingly collect, use, or disclose personal information about a child under 13 without explicit parental or guardian consent.

Youth aged 13-14: While youth in this age range may have some capacity to consent, we still require parental or guardian consent for enrollment and will communicate with parents/guardians about their child's personal information.

When you register your child for our programs:

• You provide consent by completing our registration form
• You acknowledge that you have read and understand this Privacy Policy
• You confirm you are the parent or legal guardian with authority to provide consent
• You may withdraw consent at any time (see Section 10)

When you register your child, we collect:

• Your name
• Email address
• Phone number
• Physical address (for emergency contact purposes)
• Payment information (processed securely through our payment provider)
• Any emergency contact information you provide

We collect only the information necessary to provide our services:

• Student's first and last name
• Date of birth (to place student in age-appropriate program)
• School and grade (for scheduling purposes)
• Medical information or special needs (only if voluntarily provided and relevant to student safety)
• Attendance records
• Program participation records (which classes attended, projects completed)
• Optional: Photos/videos for promotional purposes (only with separate explicit consent)

During our programs, we may collect:

• Observations about student progress and engagement (for educational purposes)
• Examples of student work (robotics projects, code they've written)
• Attendance and participation records

We do not collect:

• Social insurance numbers
• Detailed health records (beyond what you voluntarily provide for safety)
• Academic transcripts or grades
• Sensitive information unrelated to program delivery
• Any information through tracking technologies on children's devices

We use personal information only for the purposes for which it was collected:

For Parents/Guardians:

• To communicate about registration, scheduling, and payment
• To provide updates about your child's participation
• To send class reminders and program information
• To contact you in case of emergency
• To process payments for our services

For Students:

• To deliver age-appropriate robotics education
• To ensure students are placed in the correct program pathway
• To track attendance and participation
• To ensure safety during our programs
• To assess progress and provide appropriate instruction
• To communicate achievements and milestones to parents/guardians

We will never use student information for the following purposes without obtaining separate, explicit consent:

• Marketing or promotional materials featuring identifiable students
• Sharing student work publicly (on website, social media, etc.)
• Creating photo or video recordings of students
• Sharing information with third parties not essential to program delivery
• Any purpose beyond direct program delivery and administration

We limit disclosure of personal information to what is necessary for program delivery. We may share information with:

Service Providers: We may share limited information with:

• Payment processors (for registration and monthly fees)
• Website hosting providers (GoDaddy)
• Email service providers (for program communications)
• Accounting/bookkeeping services (financial records only)

All service providers are required to protect personal information and use it only for the purposes we specify.

Legal Requirements: We may disclose personal information when:

• Required by law or legal process
• Necessary to protect health and safety in emergency situations
• Required by court order or regulatory authority

We will never sell, rent, or trade personal information about students or families to any third party for marketing purposes.

We will never share student information with:

• Other educational institutions (without your consent)
• Marketing or advertising companies
• Data brokers or analytics companies
• Social media platforms (unless you've provided separate consent for promotional materials)

In Fall 2026, we may offer opportunities to participate in FIRST LEGO League competitions. If your child wishes to participate:

• We will seek separate, explicit consent before sharing information with competition organizers
• You will receive clear information about what information will be shared and why
• Participation is completely optional and will require registration and payment

We implement reasonable security measures to protect personal information:

Physical Security:

• Registration forms and attendance records stored in locked filing cabinets
• Restricted access to our facility and administrative areas
• Secure disposal (shredding) of paper records when no longer needed

Digital Security:

• Password-protected computers and devices
• Secure, encrypted website for online registration (SSL certificate)
• Regular software updates and security patches
• Limited access to digital records (only authorized staff)
• Secure payment processing (we do not store credit card information)

Operational Security:

• Staff training on privacy obligations
• Clear policies about who can access personal information and why
• Regular review of who has access to information

While we implement reasonable safeguards, no system is 100% secure. We cannot guarantee absolute security but commit to:

• Promptly investigating any suspected privacy breach
• Notifying affected individuals as required by law
• Taking steps to prevent future breaches

We keep personal information only as long as necessary for the purposes for which it was collected:

Active Students:

• Registration and contact information: For the duration of enrollment plus 1 year
• Attendance and participation records: For the duration of enrollment plus 1 year
• Payment records: 7 years (as required for tax and accounting purposes)

Former Students:

• Basic contact information: 1 year after last class (in case of re-enrollment)
• Payment records: 7 years (as required for tax and accounting purposes)
• Educational records and observations: Deleted within 1 year of program completion

Exceptions:

• If you request deletion sooner, we will delete information unless we have a legal obligation to retain it
• Information may be retained longer if required by law or for legal proceedings
• De-identified information (with all identifying details removed) may be kept for program improvement

When personal information is no longer needed:

• Paper records are securely shredded
• Digital files are permanently deleted from all systems
• Backup copies are destroyed or overwritten

You have the right to:

• Request a copy of personal information we hold about you or your child
• Ask questions about how we use personal information
• Receive a response within 45 days of your request

How to Request Access:
Submit a written request to erin@stemboticsstudio.com or mail to our address. Include:

• Your name and contact information
• Your child's name (if applicable)
• Specific information you're requesting
• Proof of your identity and relationship to the child

You have the right to:

• Request correction of inaccurate or incomplete information
• Provide updated information (e.g., new phone number, address change)

How to Request Correction:
Contact us at erin@stemboticsstudio.com with the corrected information.

You have the right to:

• Withdraw your consent for collection, use, or disclosure of personal information at any time
• Understand the consequences of withdrawal (e.g., we may not be able to continue providing services)

How to Withdraw Consent:
Contact us at erin@stemboticsstudio.com. Please note:

• Withdrawal of consent may mean your child can no longer participate in our programs
• We may still retain certain information where required by law (e.g., payment records for tax purposes)
• Withdrawal does not affect information collected with consent before withdrawal

If you believe we have not complied with privacy laws, you may:

• Contact our Privacy Officer first (contact information at top of this policy)
• File a complaint with the Office of the Information and Privacy Commissioner of Alberta (OIPC): 
  • Website: www.oipc.ab.ca
  • Email: generalinfo@oipc.ab.ca
  • Phone: 1-888-878-4044 (toll-free in Alberta)

When you visit stemboticsstudio.com, we may collect:

• General device information (browser type, operating system)
• Pages visited and time spent on our site
• Referring website (how you found us)
• Information you voluntarily provide (contact forms, registration)

Our website uses minimal cookies for:

• Website functionality (e.g., remembering your registration progress)
• Website analytics (understanding how visitors use our site)

Children's Privacy: We do not use cookies or tracking technologies to collect information from children. Our booking/registration system is designed for parent/guardian use only.

You can disable cookies in your browser settings, but this may affect website functionality.

Our website uses:

• GoDaddy for website hosting and appointment booking
• Payment processor (e.g., Stripe, Square) for secure payment processing

These services have their own privacy policies. We require them to protect personal information and use it only for specified purposes.

We will never photograph or video record students without separate, explicit written consent from parents/guardians.

If we wish to use photos or videos for promotional purposes (website, social media, marketing materials), we will:

• Provide a separate consent form clearly explaining the intended use
• Allow you to opt-in (you must actively agree)
• Allow you to withdraw consent at any time
• Ensure you understand that images may be difficult to remove once published online

You can:

• Consent to photos but not videos (or vice versa)
• Consent to some uses but not others (e.g., website only, not social media)
• Change your mind and withdraw consent at any time

We may update this Privacy Policy from time to time to reflect:

• Changes in our practices
• Changes in privacy laws
• Feedback from parents and regulators

How We'll Notify You:

• Updated policy posted on our website with new "Last Updated" date
• Email notification to all registered families for significant changes
• At least 30 days' notice before changes take effect

Your Options:

• Review the updated policy
• Contact us with questions or concerns
• Withdraw consent if you disagree with changes (understanding this may affect program participation)

This Privacy Policy complies with Alberta's Personal Information Protection Act (PIPA). Under PIPA:

Our Obligations:

• We can only collect information that is reasonable for program purposes
• We must protect information with appropriate safeguards
• We must be transparent about our practices
• We must respect your privacy rights

Your Rights:

• You have the right to know what information we have about you
• You have the right to access and correct your information
• You have the right to withdraw consent
• You have the right to complain to the OIPC if you believe we've violated privacy laws

For More Information:

• Office of the Information and Privacy Commissioner of Alberta: www.oipc.ab.ca
• Alberta Service Alberta: www.alberta.ca/personal-information-protection-act

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

Privacy Officer:
Erin Schuler
STEMbotics Studio
Box 695
High Level, Alberta T0H 1Z0

Email: erin@stemboticsstudio.com
Phone: 403-988-0515

We will respond to all inquiries within 10 business days of receipt.

By registering your child for STEMbotics Studio programs, you acknowledge that:

✓ You have read and understood this Privacy Policy
✓ You consent to the collection, use, and disclosure of personal information as described
✓ You understand your rights and how to exercise them
✓ You understand you can withdraw consent at any time
✓ You confirm you are the parent or legal guardian with authority to provide this consent

STEMbotics Studio
Building Tomorrow's Innovators with Privacy and Care

Effective Date: January 21, 2026
Last Updated: January 23, 2026