PhysEdBoard places great importance on the protection of personal information. This policy explains clearly what personal information is collected, why it is collected, how it is used, to whom it may be disclosed, and what rights the persons concerned have.
1. Person Responsible for the Protection of Personal Information
PhysEdBoard is operated by André Timotheatos, who is responsible for the protection of the personal information held by the platform.
For any question about the protection of personal information or to exercise a right provided by law, you may contact the person responsible at contact@physedboard.com or through the contact form available on the website.
This policy applies to PhysEdBoard users in Canada and internationally.
2. What Personal Information Is Collected?
PhysEdBoard collects only the personal information necessary for the purposes determined at the time of collection or for another purpose permitted by law.
User Account
When an account is created and used, PhysEdBoard may collect:
- the email address;
- the information necessary to manage the account;
- information related to the subscription;
- the data necessary for authentication.
Passwords are not stored in plain text and are protected by the security mechanisms used by our authentication provider.
Technical Information
Certain technical information may be collected automatically to ensure the operation, security, and diagnosis of the service, including:
- the IP address;
- the browser type;
- the device type;
- session data;
- technical logs;
- the information necessary to detect and diagnose technical or security problems.
Communications and Support
When you contact PhysEdBoard, we may collect:
- your name, when you provide it;
- your email address;
- the content of your message;
- any other information you choose to provide as part of your request.
Payments
Payments are processed by a third-party payment service provider.
PhysEdBoard does not directly receive or retain full payment card numbers. Certain information related to the transaction, subscription, and billing may be processed in order to manage your account and subscription.
3. Student Information
PhysEdBoard allows authorized users, including teachers, to enter information about their students as part of their teaching activities.
This information may include:
- the student's name;
- the group or class;
- the grade level;
- attendance or participation information;
- results, grades, or educational observations;
- information related to activities or assessments carried out in PhysEdBoard.
Results, grades, and observations entered in PhysEdBoard are an unofficial educational tracking tool. They are not an official school record and do not replace the official records or systems of an educational institution or school service centre.
This information is used to allow the authorized user to use the group management, educational tracking, and results recording features offered by PhysEdBoard.
PhysEdBoard does not sell this information and does not use it for advertising or commercial profiling.
Users who enter student information must ensure that they are authorized to do so as part of their duties and that they comply with the policies and obligations applicable to their institution.
PhysEdBoard recommends limiting the information entered to what is necessary to use the service.
4. Why Do We Collect This Information?
Personal information is collected and used to:
- create and manage user accounts;
- provide PhysEdBoard's features;
- enable the management of groups and educational information;
- manage subscriptions and billing;
- provide user support;
- ensure the security of the service;
- detect and prevent unauthorized access, fraud, and misuse;
- diagnose technical problems;
- improve the operation of the service;
- analyze the use of the service where such analysis is permitted by law;
- communicate necessary information about the service;
- comply with applicable legal obligations.
Information is not used for a new purpose incompatible with the one for which it was collected, except where permitted by law or where the required consent is obtained.
5. Means of Collection
Personal information may be collected:
- directly from the user when creating or using their account;
- when the user contacts PhysEdBoard;
- when the user enters information in the educational features;
- automatically through technologies necessary for the operation and security of the service;
- from service providers where necessary for the operation of the service.
Where required by law, users are informed of the information collected, the purposes of collection, the means of collection, the third parties or categories of third parties to whom the information may be disclosed, and the possibility of disclosure outside Quebec.
6. Consent
Where consent is required, PhysEdBoard requests it clearly and for specific purposes.
Consent may be withdrawn where the law allows. Withdrawing consent may, however, prevent the use of certain features where processing the information is necessary for them to function.
Where the law provides that consent must be express, it is requested separately from other information or conditions.
7. Service Providers and Information Disclosed to Third Parties
PhysEdBoard uses service providers to perform certain functions necessary for the operation of the platform.
Depending on the services used, these providers may fall into the following categories:
- hosting and IT infrastructure providers;
- database providers;
- authentication providers;
- payment processing providers;
- technical service providers;
- usage and performance analytics providers, where these services are enabled.
The information disclosed to these providers is limited to what is necessary to deliver the services concerned.
Providers that process personal information on behalf of PhysEdBoard must take the necessary measures to ensure its protection in accordance with applicable requirements.
8. Information Disclosed or Stored Outside Quebec
Certain service providers used by PhysEdBoard may be located outside Quebec or use infrastructure located outside Quebec.
Before disclosing personal information outside Quebec, or entrusting a person or organization located outside Quebec with the task of collecting, using, disclosing, or retaining personal information on behalf of PhysEdBoard, a privacy impact assessment (PIA) is carried out in accordance with the law.
This assessment takes into account, among other things, the sensitivity of the information, the purpose of the processing, the protection measures offered, and the legal regime applicable in the jurisdiction concerned.
Where required, a written agreement also governs the disclosure or processing of the information.
9. Retention and Destruction
PhysEdBoard retains personal information only for as long as necessary for the purposes for which it was collected or to comply with applicable legal obligations.
In general:
- Account and associated data: until the account is deleted, subject to legal obligations and the technical delays necessary for deletion;
- Educational data: until deleted by the user or until the account is deleted, subject to applicable obligations;
- Billing data: for the period necessary to manage the subscription and in accordance with applicable legal obligations;
- Support communications: for the period necessary to handle the request and manage the service;
- Technical logs: for as long as necessary for security, operation, and diagnostics;
- Analytics data: for as long as necessary for the purposes for which it is collected.
When personal information is no longer needed, it is destroyed or anonymized in accordance with PhysEdBoard's retention rules and practices and applicable legal requirements.
10. Your Rights
Subject to the conditions and exceptions provided by law, you may in particular:
- ask whether PhysEdBoard holds personal information about you;
- request access to that information;
- request correction of information that is inaccurate, incomplete, or equivocal;
- request deletion of information when its retention is no longer authorized or necessary;
- request disclosure of certain computerized personal information in a structured, commonly used technological format where the conditions provided by law are met;
- withdraw your consent where it is the basis for the processing.
The rights of access and correction are provided for, in particular, in sections 27 and 28 of the Act respecting the protection of personal information in the private sector.
To exercise a right, contact contact@physedboard.com.
We may ask for reasonable information to verify the identity of the requester where necessary to protect personal information.
11. Complaints
Anyone wishing to make a complaint about the protection of their personal information may contact the person responsible for the protection of personal information at contact@physedboard.com.
Complaints are handled diligently and confidentially. PhysEdBoard documents the complaints received and the measures taken to respond to them.
A person who is not satisfied with the handling of their complaint may also contact the Commission d'accès à l'information du Québec (CAI).
12. Cookies and Similar Technologies
PhysEdBoard uses cookies and similar technologies that are necessary for the operation, security, and management of the service.
Where technologies used for analytics or measurement require consent, they are activated only after the required consent is obtained.
Users may withdraw their consent where the law allows, through the preference management mechanisms available on the website.
Where PhysEdBoard uses a technology with functions that allow a person to be identified, located, or profiled, the required information about that technology and the means to activate or deactivate those functions are provided in accordance with the law.
13. Security Measures
PhysEdBoard implements reasonable security measures appropriate to the sensitivity of the personal information held.
These measures include:
- encryption of communications;
- access controls;
- authentication mechanisms;
- permission management;
- measures to prevent unauthorized access;
- infrastructure monitoring and protection measures;
- periodic review of security practices.
Access to personal information is limited to persons and providers who need access for authorized purposes.
Despite these measures, no computer system or means of electronic transmission can guarantee absolute security.
14. Confidentiality Incidents
PhysEdBoard maintains measures and procedures to detect, assess, and manage confidentiality incidents.
When a confidentiality incident presents a risk of serious harm, PhysEdBoard takes the measures provided by law, including notifying the Commission d'accès à l'information and the affected individuals where required.
PhysEdBoard also maintains a register of confidentiality incidents in accordance with applicable requirements.
15. Communications
PhysEdBoard may send communications necessary for the operation of the service, including regarding:
- your account;
- security;
- subscriptions;
- billing;
- important changes to the service;
- necessary updates.
Where promotional communications are sent, they comply with applicable requirements and include the required unsubscribe mechanisms.
16. Users and Information About Minor Students
PhysEdBoard is intended for education professionals and other authorized users.
Students do not create accounts and do not use PhysEdBoard directly. Their information may be entered by an authorized user as part of their teaching activities.
Users are responsible for complying with the rules applicable to their institution regarding student information, including rules on its collection, use, disclosure, and retention.
17. Changes to This Policy
This policy may be modified to reflect changes to PhysEdBoard, its practices, or applicable legal requirements.
The date of the last update is shown at the bottom of the policy.
Any change to this policy is communicated by an appropriate means allowing the persons concerned to be informed. Where the law requires it, the required consent is obtained before the processing concerned is implemented.
The policy and any notice of change are published on the PhysEdBoard website in accordance with applicable requirements.
18. Contact
André Timotheatos
Person Responsible for the Protection of Personal Information
contact@physedboard.com
For any question about this policy or your personal information, you may also use the contact form available on the PhysEdBoard website.
To obtain information about the protection of personal information in Quebec:
Commission d'accès à l'information du Québec (CAI)
https://www.cai.gouv.qc.ca/english
Last updated: October 1, 2026