Scarborough Smartbox
Powered by Red Owl Boxing

1. Introduction

Scarborough Smartbox is committed to protecting the privacy of all youth families and partners who interact with our program. This Privacy Policy explains how we collect use store and protect personal information submitted through our website and program registration process.

By visiting this website or submitting any form you agree to the practices described in this Privacy Policy.

2. Information We Collect

We collect information that allows us to review registration requests support participants and communicate with families and partners. This may include:

Information about youth

• Name
• Age
• Grade
• School
• Preferred contact method
• Basic health or support information
• Emergency contact details

Information about parents or guardians

• Name
• Phone number
• Email address
• Relationship to the youth

Referral information

• Referring teacher guidance counselor community partner or agency
• Contact information for the referring professional

Website information

• Form submissions
• IP address
• Browser type
• Pages visited
• Basic analytics

We do not collect payment information because Smartbox is a free program.

3. How We Use Personal Information

Personal information is used only for program related purposes including:

• Reviewing eligibility and intake
• Contacting parents guardians or youth about next steps
• Scheduling program sessions or assessments
• Coordinating tutoring counselling or mentorship
• Ensuring safety and support for participants
• Communicating schedule updates or attendance reminders
• Sharing limited information with referring schools or agencies when appropriate
• Reporting high level program impact to funders or partners without identifying individuals

We do not sell trade or share personal information for marketing or commercial purposes.

4. Legal Basis for Collecting Information

Smartbox collects information with consent for the purpose of program administration safety planning and communication with families or referral partners. Information is collected in accordance with Ontario privacy expectations for youth programs and community based services.

Smartbox is not a health information custodian and does not store regulated clinical records under PHIPA. Basic support notes may be kept by counsellors but are not clinical records.

5. Sharing of Information

Smartbox may share limited information only when necessary and only with:

Program Staff

To ensure safety supervision academic support scheduling and communication.

Tutoring counselling or mentorship partners

To coordinate support services for the youth.

Referring schools or community agencies

To confirm attendance progress or safety planning when consent is given or when appropriate.

Emergency services

If there is a concern for immediate safety.

Information is never shared with unrelated third parties.

6. Data Storage and Security

We store information securely using controlled systems managed by Smartbox and Red Owl Boxing. Access is restricted to staff who require the information to carry out their duties.

Measures include:

• Password protected systems
• Limited access permissions
• Secure cloud storage
• Routine review of stored data

While no system is completely free of risk Smartbox takes reasonable steps to protect personal information from unauthorized access.

7. Youth Information and Parental Consent

Any youth under eighteen must have a parent or guardian provide consent before participating in the program. By submitting information you confirm that you have the right to provide the information and that consent has been obtained where needed.

Youth may request access to their information with the involvement of a parent or guardian.

8. Retention of Information

Personal information is kept only for as long as necessary to manage participation meet reporting requirements and maintain program safety. Information may be retained for up to three years after participation ends then securely deleted.

9. Cookies and Website Analytics

The Smartbox website may use basic cookies or analytics tools to understand website traffic improve user experience and resolve technical issues. These tools collect non identifying information such as device type and page activity.

Users may disable cookies in their browser settings.

10. External Links

The website may contain links to third party sites. Smartbox is not responsible for the privacy practices or content of external websites.

11. Access to Information and Correction Requests

Parents guardians or youth may request:

• A copy of the information we hold
• Correction of inaccurate data
• Deletion when appropriate
• Clarification of how information is used

Requests can be made by email to info@scarboroughsmartbox.com.

12. Changes to This Privacy Policy

Smartbox may update this policy from time to time to reflect program or legal changes. Updates will be posted on this page with a revised date.

13. Contact Information

For questions about this Privacy Policy contact:

Scarborough Smartbox
Powered by Red Owl Boxing

Email: info@scarboroughsmartbox.ca