Privacy Policy

Last updated: November 1, 2026.

Agate Private School operates LearnFree.ca to share school information and support our learning community. This policy explains how we handle personal information through the website and its member tools.

Questions about privacy, a learner’s information or this policy? Contact Agate at gayle@learnfree.ca or through our contact page. Please identify your message as a privacy request.

Depending on how you use the site, information can include:

• Accounts and family connections: names, email addresses, account roles, learner profiles and invitations linking parents and learners to a family.
• Learning records: program choices, activity signups, portfolio entries, reflections, links, uploaded work and staff feedback.
• Community participation: forum posts, replies, photos, subscriptions, notification preferences and read/unread records.
• Messages and applications: information you send through contact forms, chat, school applications, surveys or document uploads.
• Orders: contact details, items purchased, payment status and references, and the names and school email addresses needed to assign digital licences.
• Technical information: information needed to operate and protect the site, such as IP addresses, browser details, session cookies and server logs.

Please share only the information needed for the task. Avoid including another person’s personal details in a post or upload unless you have permission to do so.

We use information to provide accounts and member tools, connect family members, support learners, review learning, organise activities, answer questions, process orders and assign licences. We also use it to send account and service messages, deliver selected forum notifications, troubleshoot problems and protect the community.

Information supplied for school enrolment and educational support may also be used for school record keeping and required education reporting. Creating a website account is separate from enrolling in Agate.

Learner portfolios are intended for the learner, their linked parent accounts and authorised Agate staff. Staff access is part of how Agate supports and understands a learner’s progress. A parent linked to the same family can view the family’s learning information; invite only someone who should have that access.

Learners have access to their own learner pages rather than the parent family dashboard or shop. Forums have different audiences, which may include learners, parents and staff. Other people with access to a forum can see what you post there.

Member portfolios are not public news articles. We seek permission before using identifiable learner work, photographs or personal stories in public school news or marketing. Activity signup counts may be shown to families; counts indicate interest, not attendance at a particular session.

We use service providers to run parts of the website and school services. Information relevant to a service may be handled by:

• Web Hosting Canada and email providers: website hosting, storage, technical logs and delivery of account or service messages.
• Stripe: secure payment processing. Payment details are entered on Stripe’s payment page. Our website receives order and payment references and status; it does not receive or store your full card number or card security code.
• HubSpot: chat and related website tracking on public pages where the integration is enabled. HubSpot may use cookies and collect browsing information as well as information you submit in chat.
• Microsoft: school-issued accounts, Office services, Minecraft Education account details and forms hosted through Microsoft Forms.

When you follow a link to Khan Academy, Zoom, Coursera or another external service, that provider handles information you give it under its own terms and privacy policy. Selecting a program on LearnFree.ca does not itself create an account with that provider.

Providers may process or store information outside Canada, where it may be subject to the laws of that location. For more information, see the privacy notices for Stripe, HubSpot and Microsoft.

The website uses cookies for functions such as signing in, keeping your cart and protecting form submissions. Public pages may also load HubSpot cookies or tracking when that service is enabled. You can manage cookies and tracking through your browser settings or blocking tools, although blocking essential cookies can prevent account or cart features from working.

When connected, our social publishing tools share public school news with Facebook, Instagram and LinkedIn. They do not automatically publish private portfolio entries, family dashboards or member forum content. Those platforms apply their own privacy policies to information shared with them or collected when you visit their services.

Parents should help learners understand what they share and who can see it. New learner accounts use school-issued @ms.learnfree.ca addresses. A school email address does not make information in a public post private.

Share only what you are comfortable making available to the intended audience. You can change available notification preferences and contact us about family links, information sharing or an account you no longer need. Where processing depends on consent, you can ask to withdraw it; we will explain any effect on the services we can provide and any information we still need to retain.

We use account permissions and access controls to limit access to member information and uploaded work. Keep your password private, use a password you do not use elsewhere, and tell us promptly if you suspect unauthorised access. No website or transmission method can guarantee complete security.

We retain information for the purposes described here and for applicable educational, accounting, security or legal needs. Closing an account does not necessarily remove school records or transaction records that must be retained. Copies may also remain in backups after information is removed from active systems. Contact us if you need details about a particular record.

You can ask us what personal information we hold about you, request access or corrections, or ask about deletion. We may need to verify your identity and your authority to act for a learner. Access or deletion may be limited where another person’s privacy, required records or applicable law is involved; we will explain any limitation.

Please contact gayle@learnfree.ca with requests or concerns. You can also find information about privacy rights and raising a concern through the Office of the Privacy Commissioner of Canada.

We may update this policy as the website and school services change. The date above identifies the latest revision. We will provide additional notice or seek consent when a change requires it, rather than treating publication of a new policy as consent to a new use of personal information.

See also our Terms of Service.