Privacy Policy

Check Pilot > Privacy Policy

Check Pilot – Privacy Policy

Effective date: 2025-11-28

At Check Pilot (“Check Pilot”, “we”, “us”, “our”), safeguarding user privacy and security is paramount. This Privacy Policy explains, in clear language, what personal information we collect, how we use it, how we protect it, and what rights students, educators and schools have.

By using our services (including checkpilot.ca and related platforms), you acknowledge and consent to the practices described in this Privacy Policy.

Where Check Pilot is used by Ontario school boards and K–12 schools, the “Student Digital Privacy Addendum – Ontario K–12” at the end of this Policy also applies and prevails over any conflicting terms.

This Policy applies to Check Pilot’s operations in Ontario and the rest of Canada.

1. Who We Are and Scope

This Policy applies to:

The website checkpilot.ca and any sub-domains we operate;
Online classroom, simulator and training environments provided by Check Pilot; and
Support services we provide to students, educators, schools, school boards and registered flight schools.

For K–12 use in Ontario and other Canadian provinces and territories, we typically act as a service provider / data processor to your School Board, which remains responsible for determining the legal basis for using Check Pilot as a classroom tool.

2. Information We Collect

We collect only the personal information necessary to provide and secure our services. We do not collect full legal names or dates of birth for school-board student registrations.

2.1 Account & Identity Information

For school board students (K–12):

Anonymized username or ID (e.g., student001, board-assigned ID)
School board / school identifier
Class or cohort assignment

For educators and school staff:

Name
Work email address
School and/or school board
Role (e.g., teacher, coordinator)

For registered flight schools and other adult users:

Name
Email address
Organization / flight school name
Optional contact details you provide (e.g., phone number)

No first name, last name or date of birth is collected for school board student registrations. Anonymized usernames are typically provided via a list from the board/school.

2.2 Classroom & Learning Data

When you use Check Pilot in a learning context, we may collect:

Course and program enrolment information
Attendance data (e.g., session join and leave times)
Lesson progress and completion status
Quiz scores, practice results and simulator activity logs
Instructor feedback or comments related to training

This information is used to support instruction, monitor progress and meet school/board record requirements.

2.3 Technical & Security Information

To keep the service secure and working properly, we collect:

IP address and approximate region
Browser type and version, device type
Date and time of access
Authentication and security logs (e.g., successful/failed logins, error logs)

We do not collect or monitor:

Your general web browsing history outside Check Pilot
Device contact lists or personal photo libraries
Covert audio or video recordings

We only access microphones/cameras where you knowingly join a session or feature that needs them (for example, a live class or call), and only with the permissions you grant.

2.4 Cookies and Similar Technologies

We use essential cookies to:

Keep you securely logged in;
Maintain session state; and
Provide core functionality.

Where we use optional or analytics cookies (if any):

We will state this clearly in our cookie notice;
You will have options to manage or disable non-essential cookies through your browser or our consent tools.

We do not use cookies to track students for marketing or advertising purposes.

2.5 Support and Communication Data

If you contact us (for example via email or support forms), we may collect:

Your name and contact details
Details about your question or support request
Related technical or account information

We use this information only to respond to and resolve your request and to improve our support processes.

3. How We Use Personal Information (Purposes)

We use the information above for the following purposes:

To provide and operate the service
- Create and manage user accounts and virtual classrooms
- Deliver lessons, simulations and assessments
- Track learning progress and attendance
To secure the platform
- Authenticate users
- Detect and prevent misuse, fraud, or unauthorized access
- Monitor system stability and performance
To support schools and educators
- Provide technical assistance
- Implement or modify configurations for school boards and partners
- Communicate important service updates
To comply with legal and regulatory obligations in Canada
- Follow applicable privacy, education and safety laws in Ontario and other Canadian provinces and territories
- Respond to lawful requests from authorities or regulators (where required)
To improve Check Pilot (in a privacy-respectful way)
- Use aggregated or anonymized information to understand usage patterns and improve features
- We do not use identifiable student data for marketing or unrelated product development without the appropriate consent.

We do not:

Sell student personal information;
Use student data for targeted advertising;
Profile children in ways that are unfair, unethical or discriminatory.

4. Legal Basis and Consent (Especially for Minors)

For K–12 students in Ontario and the rest of Canada:

Your School Board generally determines the legal basis for using Check Pilot in the classroom (for example, to deliver curriculum, support learning, or meet safety and training requirements).
We process student data on behalf of the school or school board as a service provider.

Where parental/guardian consent is required by Canadian law or by board policy:

We support School Boards in obtaining and documenting this consent; and
We will not use student data for optional/non-educational purposes unless the school/board (and where required, parents/guardians) have consented.

For all users in Canada, by using Check Pilot you consent to the collection and use of your information as described in this Policy, to the extent permitted by applicable federal and provincial/territorial laws.

5. Data Retention and Deletion

We keep personal information only for as long as needed for the purposes described above, or as required by the School Board or Canadian law.

Indicative retention (customizable by contract/board):

Student learning and session data: kept for the duration of the course/program and for a limited period afterwards 6 months to support records and reports required by the school/board.
System/security logs: kept for 24 months to support security, troubleshooting and audit.
Support correspondence: kept for 24 months after resolution.

After the relevant retention period, personal information is securely deleted or irreversibly anonymized in line with industry-standard secure disposal practices.

Where a School Board instructs us to delete data earlier (subject to legal requirements), we follow that instruction.

6. How We Share Information

We do not sell student personal information. We share personal information only in these limited circumstances:

With your School or School Board
- To provide progress, attendance and other education-related data that your school or board needs for instruction and administration.
With service providers (“processors”)
- Cloud hosting providers, backup services, or similar tools that help us operate the platform.
- These entities are contractually obligated to:
  - Use the data only on our instructions;
  - Maintain security controls equal to or stronger than ours; and
  - Never use the data for their own marketing or profiling.
For legal and safety reasons (in Canada)
- Where required by applicable Canadian federal or provincial/territorial law, regulation, court order, or government authority; or
- To investigate and address threats to the security or integrity of Check Pilot, or the safety of users.
Business transfers
- If Check Pilot is involved in a merger, acquisition or similar transaction, we will require the successor entity to honour this Privacy Policy (and the Student Digital Privacy Addendum), and we will notify schools and partners of any material changes.

7. Security Measures

We maintain a comprehensive security program, informed by recognized industry frameworks such as NIST, ISF, and ISO. Our safeguards include:

Role-based access controls and strong authentication
Secure server configuration and network protections
Encryption of data in transit and, where appropriate, at rest
Regular patching and vulnerability management
Secure development and deployment practices
Staff training on privacy and security

Our adherence to rigorous industry standards is substantiated by our ability to provide, where appropriate, reports, evidence, certifications, or other assurances about our security controls.

8. Breach Response and Accountability

In the unlikely event of a security or data breach involving personal information:

We follow a documented incident and breach response protocol to contain, investigate and remediate the issue;
We will notify affected schools, boards and other partners without undue delay; and
We will cooperate with schools and boards in communicating with affected individuals and regulators, as required under Canadian law.

The onus of accountability for such security incidents rests with us as the service provider. Users, schools, and boards are not held liable for provider-level security failures, regardless of causation, including provider negligence, except where applicable law requires otherwise.

9. User and Student Rights

Depending on your location and role within Canada, you may have the following rights regarding your personal information. For K–12 students, these rights are typically exercised through your School or School Board:

Access – to know what personal information we hold about you.
Correction – to request correction of inaccurate or incomplete information.
Deletion / Erasure – to request deletion of personal information that is no longer required for educational, legal or administrative purposes.
Download / Portability – to request a copy of your personal information in a usable format, where feasible.
Cookie Management – to manage or disable non-essential cookies in your browser or via our consent tools.

We will not charge a fee for reasonable access, correction or deletion requests. We may ask for additional information to verify your identity or confirm that a request comes from an authorized educator or School Board representative.

10. Student Work and Copyright

We respect the intellectual property rights of students and educators.

Ownership – Students and educators retain copyright and all intellectual property rights in original work they create and upload to Check Pilot (e.g., assignments, notes, lesson content), except where otherwise agreed in writing with a school, board, or flight school.
License to operate the service – By using Check Pilot, you grant us a limited, non-exclusive license to host, process, and display that content only as needed to provide the educational service and meet legal or board requirements.
No forced assignment – We do not require students or educators to surrender their copyright as a condition of using the platform.
We comply with applicable copyright and intellectual property laws and agreements that govern the content uploaded to our platform in Ontario and the rest of Canada.

11. Student Digital Privacy Addendum – Ontario K–12

When Check Pilot is used by Ontario school boards and K–12 schools, the following additional commitments apply:

Minimal and appropriate collection
- We use anonymized usernames or IDs for student accounts.
- We do not collect students’ general browsing history, contact lists, or covert audio/video.
- Educators may use generic identifiers (e.g., “student1”) where this meets board requirements.
No profiling or marketing to children
- We do not profile students for marketing purposes.
- We do not use student data for targeted advertising or for discriminatory profiling.
Use, retention, and destruction
- Student data is used solely to provide educational services, support instruction, and maintain safety and integrity.
- We do not sell or otherwise profit from student personal information.
- When student data is no longer required for educational or legal purposes, it is securely deleted or anonymized within a reasonable and defined timeframe, in accordance with board instructions.
Transparency and third parties
- We clearly explain what student data we collect, how it is used, and which categories of third-party processors are involved.
- All such entities must implement security safeguards at least as strong as ours and may not use the data for their own purposes.
Access, correction, erasure
- We support School Boards in responding to access, correction and deletion requests for student data.
- Where a student’s work is deleted (in line with board policy and legal requirements), we will remove associated copies within the platform, including from educator views, unless the school/board requires continued retention for legitimate educational or administrative reasons.
Compliance with Canadian and Ontario laws
- Check Pilot is designed and operated to comply with applicable privacy, education and child-protection laws in Canada, including those applicable in the Province of Ontario, as they apply to student personal information and classroom technologies.

If any term in this Policy conflicts with this Addendum for Ontario K–12 use, the Addendum will govern for that context.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

Post the updated Policy on our website with a new “Effective date”; and
Where appropriate, notify partner schools, school boards, and registered flight schools directly or through other reasonable means.

Your continued use of Check Pilot after changes take effect means you accept the updated Policy.

13. Contact Us

For questions, concerns, or requests about this Privacy Policy or our data-handling practices, please contact:

Email: info@checkpilot.ca
Fax/Phone: 437-253-7371
Web Online Chat

We will respond as promptly as possible and will work with schools and school boards to resolve any privacy concerns.