KnowledgeFlow – Canada’s Cybersafety Foundation

Privacy Policy

Last revised: August 12, 2026

Introduction

Thank you for entrusting us with your personal information. KnowledgeFlow – Canada’s Cybersafety Foundation (“KnowledgeFlow,” “we,” “us,” or “our”) is committed to protecting the privacy and security of the personal information entrusted to us.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, when it may be shared with service providers, how long it may be retained, and the choices available to you.

We seek to collect only the personal information reasonably necessary to operate our programs, services, educational initiatives, fundraising activities, volunteer activities, and organizational operations.

We do not sell personal information or use personal information for unrelated commercial marketing purposes.

Information We Collect

The personal information we collect depends on how you interact with KnowledgeFlow.

For example, when you register for an event, subscribe to communications, contact us, submit a website form, make a donation, volunteer with us, participate in a program, or use one of our educational services, we may collect the information that you choose to provide.

This information may include:

your name;
email address;
telephone number or mailing address, where relevant;
event or program registration information;
newsletter subscription and communication preference information;
information contained in messages, inquiries, or forms you submit;
donation and transaction information;
volunteer contact information; and
information associated with participation in the Cybersafety Academy.

We use this information only for purposes connected with the reason it was collected, our charitable and not-for-profit activities, our organizational administration, or as otherwise permitted or required by law.

Volunteers

When you express an interest in volunteering with KnowledgeFlow, we collect only your name and email address through our standard volunteer intake process.

We use this information to respond to your volunteer inquiry, communicate with you about volunteer opportunities, coordinate participation, and provide information relevant to your volunteer activities.

Volunteer contact information is not sold or used for unrelated commercial purposes.

If a particular volunteer opportunity requires additional information, we will identify that information and the reason for collecting it at the appropriate time.

Forms and General Inquiries

Our website may contain contact forms, registration forms, request forms, or other general forms that allow you to communicate with KnowledgeFlow.

When you submit one of these forms, we collect the information that you enter into the form. The exact information collected therefore depends on the form and what you choose to provide.

General form submissions are stored within our WordPress website environment.

We use form information to:

respond to your inquiry or request;
administer a program, event, resource, or service you have requested;
communicate with you about the subject of your submission;
maintain appropriate organizational records; and
address technical, security, or administrative issues where necessary.

Please avoid submitting sensitive personal information through a general website form unless the information is specifically requested and necessary for the purpose of that form.

Events, Programs, Resources, and Communications

When you register for an event, request a resource, participate in one of our programs, or subscribe to receive communications from us, we may collect information such as your name, email address, and other information reasonably required to provide the requested service.

We use this information to confirm your registration or request, provide access to the relevant program or resource, communicate important information, and understand participation in our initiatives.

KnowledgeFlow uses Mailchimp to manage our newsletter mailing list and send newsletters and similar email communications.

When you subscribe to our newsletter, we may provide Mailchimp with your email address and, where applicable, your name and subscription preferences. Mailchimp processes this information on our behalf to maintain the mailing list, deliver our communications, manage subscriptions and unsubscribe requests, and support the operation of our newsletter.

Depending on the Mailchimp features and settings used for a particular communication, Mailchimp may also process technical or engagement information associated with the delivery of or interaction with an email, such as delivery status, whether an email was opened, or whether a link in an email was clicked.

We use newsletter information to send subscribers information about KnowledgeFlow’s free resources, educational activities, programs, initiatives, and other relevant organizational updates.

You may unsubscribe from our newsletter at any time by using the unsubscribe link included in our emails or by contacting us.

We do not sell our newsletter mailing list or use newsletter subscriber information for unrelated commercial purposes.

Personal information associated with newsletter subscriptions is not used or disclosed in grant applications or grant reporting.

Cybersafety Academy

The Cybersafety Academy is an online learning website operated using Moodle.

When you create an account, enrol in a course, or participate in learning activities, we may collect information such as your name, email address, username, course enrolment details, activity progress, assessment results, submitted work, and communications made through the platform.

We collect and use this information to:

create and manage your account;
provide access to courses and learning materials;
administer course enrolment;
track participation and completion;
administer assessments;
issue certificates where applicable;
provide learner and technical support;
communicate with learners;
maintain program records; and
protect the security and functionality of the Cybersafety Academy.

Information associated with the Cybersafety Academy is accessible only to authorized staff, course administrators, instructors, and service providers where access is reasonably necessary to operate, administer, maintain, or support the Academy.

We do not sell personal information collected through the Cybersafety Academy or use it for unrelated commercial purposes.

Learning records may be retained for as long as reasonably necessary to administer courses, verify participation or completion, issue or verify certificates, evaluate and improve programs, provide learner support, satisfy legal or operational requirements, and maintain appropriate organizational records.

Where KnowledgeFlow uses information about program participation for organizational evaluation or funding-related purposes, we use aggregate or non-identifying information rather than providing individual learner personal information to funders.

Grant and Funding Records

KnowledgeFlow applies for and administers grants and other funding in support of our programs and initiatives.

KnowledgeFlow does not use or submit personal information about clients, learners, donors, volunteers, newsletter subscribers, or other program participants in grant applications or grant reporting.

Grant applications, funding reports, and related submissions consist of organizational and project information required by the funder. This may include:

project and program descriptions;
responses to application or reporting questions;
budgets and financial information;
organizational financial statements or other financial documents;
project activities, objectives, outcomes, and deliverables; and
other organizational or non-personal supporting information requested by the funder.

KnowledgeFlow does not provide client files, individual learner records, donor records, volunteer records, newsletter subscriber information, website form submissions, or other personal information held about individuals as part of a grant application or grant report.

Where information about program participation, activities, or outcomes is included in a grant application or report, it is provided in an aggregate, statistical, summary, or otherwise non-identifying form.

Grant applications, reports, and related records submitted through a grantor’s online portal are maintained on the grantor’s portal in accordance with that grantor’s systems, terms, and privacy practices.

KnowledgeFlow may also maintain working copies of grant applications, budgets, financial documents, reports, correspondence, and related organizational records where necessary to prepare applications, administer funded activities, monitor budgets and deliverables, maintain organizational records, and respond to audit or funding requirements.

These working copies do not contain personal information about KnowledgeFlow’s clients, learners, donors, volunteers, newsletter subscribers, or other program participants.

WordPress Hosting and Cloud Services

KnowledgeFlow uses IONOS to provide WordPress hosting and cloud services that support our website and organizational operations.

As a result, information stored within our WordPress website or organizational cloud environment may be hosted, stored, backed up, transmitted, or otherwise processed using infrastructure and services provided by IONOS.

Access to these systems is limited to authorized individuals and service providers who require access for legitimate organizational, technical, administrative, maintenance, or support purposes.

IONOS provides hosting and cloud infrastructure, while KnowledgeFlow remains responsible for how personal information is collected and used through our website and organizational systems.

Service Providers

We use third-party service providers where reasonably necessary to operate KnowledgeFlow and deliver our programs and services.

These providers may include, for example:

IONOS for WordPress hosting and cloud services;
Moodle and associated technology used to operate the Cybersafety Academy;
Mailchimp for managing newsletter subscriptions and delivering email communications;
grantor portals used to submit organizational, financial, and project-related grant materials; and
other technology, communications, security, professional, or administrative service providers that we may use from time to time.

Service providers may process personal information on our behalf or may receive information where necessary to provide their services.

We seek to limit the information provided to service providers to what is reasonably necessary for the relevant purpose and to use service providers in a manner consistent with our privacy obligations.

For newsletter subscribers, Mailchimp may process information such as email addresses, names where provided, subscription preferences, and information associated with the delivery of or interaction with newsletter communications.

Grantor portals are not provided with personal information held by KnowledgeFlow about clients, learners, donors, volunteers, newsletter subscribers, or other program participants as part of our grant applications or grant reporting.

Processing and Storage Outside Canada

KnowledgeFlow is based in Canada, but some of the technology and service providers we use operate internationally.

Accordingly, personal information may in some circumstances be transferred to, stored in, accessed from, or otherwise processed in jurisdictions outside Canada, depending on the service being used and the provider’s infrastructure or configuration.

Mailchimp may process newsletter subscriber information in the United States and other jurisdictions in which Mailchimp, its affiliates, or its service providers operate. Cloud, hosting, educational, communications, or other service providers may also operate infrastructure or personnel in more than one jurisdiction.

When personal information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction and may be accessible to courts, law enforcement, regulatory bodies, or other governmental authorities where permitted or required by applicable law.

KnowledgeFlow remains responsible for personal information under its control when it is transferred to a service provider for processing and takes reasonable steps appropriate to the circumstances to protect that information.

Because service-provider infrastructure and configurations may change, we do not represent that all personal information is stored exclusively within Canada.

How We Use Your Information

Depending on the circumstances, we may use personal information to:

provide programs, educational resources, courses, and services;
respond to inquiries and requests;
administer registrations and accounts;
communicate with participants, volunteers, donors, learners, partners, newsletter subscribers, and other individuals;
send newsletters and other communications requested by subscribers;
manage newsletter subscriptions and communication preferences;
process and administer donations;
coordinate volunteers;
maintain financial, program, donor, and organizational records;
provide technical or learner support;
improve the administration and security of our programs and systems;
meet contractual, audit, reporting, or recordkeeping requirements where those requirements apply to the information;
protect KnowledgeFlow, our systems, and the individuals who interact with us; and
comply with applicable legal requirements.

We do not sell your personal information.

Personal information held about clients, learners, donors, volunteers, newsletter subscribers, and other program participants is not used for grant applications or grant reporting. Grant submissions are prepared using organizational, financial, project, aggregate, and other non-identifying information.

When We May Disclose Information

We do not disclose personal information to third parties for unrelated commercial purposes.

We may disclose or make personal information available where reasonably necessary:

to service providers that support our programs and operations;
to instructors, administrators, or authorized personnel involved in delivering a program or course;
to professional advisers where reasonably necessary;
to protect the security, rights, or property of KnowledgeFlow or others; or
where disclosure is required or permitted by applicable law.

Where practical, we seek to limit disclosure to the information necessary for the applicable purpose.

We do not disclose personal information about clients, learners, donors, volunteers, newsletter subscribers, or other program participants to grantors or funding organizations as part of grant applications or grant reporting.

Your Rights and Choices

You may contact us to request access to or correction of personal information that we maintain about you.

You may also request that we delete personal information where appropriate. Certain information may need to be retained where it is reasonably necessary for legal, financial, contractual, audit, security, program administration, or other legitimate organizational purposes.

If you receive newsletters or similar optional communications from us, you may unsubscribe at any time by using the unsubscribe mechanism provided in the communication or by contacting us.

When you unsubscribe from our newsletter, we will stop sending you the communications from which you opted out. Limited information may be retained by KnowledgeFlow or Mailchimp where necessary to record and respect your unsubscribe request, prevent further unwanted communications, or meet applicable legal or operational requirements.

Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected and for legitimate organizational, contractual, financial, audit, security, or legal requirements.

Retention periods may therefore vary depending on the type of information.

For example:

general inquiries and website form submissions may be retained for as long as reasonably necessary to respond to and administer the request;
newsletter subscriber information may be retained while you remain subscribed, and limited information may be retained after you unsubscribe where necessary to record and respect your communication preference;
volunteer contact information may be retained while you are actively communicating with or volunteering with KnowledgeFlow and for an appropriate period afterward;
donation and financial records may be retained as necessary for accounting, audit, reporting, and legal purposes; and
learning records may be retained where necessary to administer programs or verify course participation, completion, or certification.

Grant applications, reports, budgets, financial documents, and related grant materials are generally organizational records rather than records containing personal information about clients, learners, donors, volunteers, newsletter subscribers, or program participants. These records may be retained according to the applicable funding agreement, audit requirements, and KnowledgeFlow’s organizational recordkeeping practices.

When personal information is no longer reasonably required, we take appropriate steps to delete, destroy, anonymize, or otherwise securely dispose of it, subject to our technical capabilities and applicable retention obligations.

Information stored by third-party providers may also remain in backups or retained records for periods determined by their systems, contractual requirements, or legal obligations.

Security

We take reasonable administrative, technical, and organizational measures appropriate to the nature of the information in our custody or control to protect personal information against loss, theft, unauthorized access, use, disclosure, alteration, or destruction.

These measures may include access controls, account and password protections, secure hosting and cloud services, software maintenance and updates, backups, and restrictions on access to personal information.

No website, electronic transmission, cloud service, or information system can be guaranteed to be completely secure. We therefore regularly consider the security of the systems and service providers used to support our operations.

Third-Party Websites and Services

Our website, programs, or communications may contain links to websites, payment services, or other online services operated by third parties.

KnowledgeFlow also uses third-party services to support certain organizational activities. For example, we use Mailchimp to manage newsletter subscriptions and send email communications.

When you subscribe to our newsletter or receive a newsletter sent using Mailchimp, your information may be processed by Mailchimp in accordance with its applicable terms and privacy practices.

When you leave a KnowledgeFlow-controlled website or interact directly with a third-party service, that provider may collect and process information according to its own privacy policy and terms. We encourage you to review the privacy information provided by those organizations.

KnowledgeFlow staff may also use third-party grantor portals to submit grant applications and reports. Those submissions contain organizational, financial, project, aggregate, and other non-personal information and do not include personal information held about KnowledgeFlow’s clients, learners, donors, volunteers, newsletter subscribers, or other program participants.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our programs, technologies, service providers, information-handling practices, or applicable requirements.

When we make changes, we will update the “Last revised” date at the top of this Privacy Policy.

Contact Us

If you have questions, concerns, or requests relating to this Privacy Policy or the personal information KnowledgeFlow maintains about you, please contact us:

KnowledgeFlow – Canada’s Cybersafety Foundation
c/o Informatica Corporation
18 King St E, Suite 1400
Toronto, ON M5E 1W7
Canada

Contact: KnowledgeFlow Contact Page
Phone: 416-431-9012

We appreciate your trust and remain committed to safeguarding the personal information entrusted to KnowledgeFlow.