At Access Fire Solutions (“AFS”, “we”, “us”, or “our”), your privacy is our highest priority. As an Alberta-based commercial educational technology (EdTech) provider, we are committed to protecting the personal information of our students, instructors, and institutional partners.
This Privacy Policy outlines how we collect, use, disclose, and safeguard your data in strict compliance with Alberta’s Personal Information Protection Act (PIPA) and Canada’s federal Personal Information Protection and Electronic Documents Act (PIPEDA). Furthermore, our data residency practices are designed to support our municipal and government clients in maintaining their compliance with the Freedom of Information and Protection of Privacy Act (FOIP) and the Access to Information Act (ATIA).
1. Data Residency: 100% Canadian Servers
To ensure the highest level of security and compliance for our municipal, provincial, and federal clients, AFS guarantees that all core personal data, Learning Management System (LMS) records, and certification data are stored exclusively on secure servers located within Canada. We do not route or store your core personal educational profiles on servers outside of Canadian jurisdiction.
2. Information We Collect
We collect information that falls into two categories: “Voluntarily Provided” and “Automatically Collected” data.
A. Voluntarily Provided Information (Account & Billing Data)
When you register for a course, purchase a template, or contact us, we collect:
- Identity Data: First name, last name, and professional title.
- Contact Data: Email address, phone number, and billing address.
- Institutional Data: Fire department, municipality, or corporate employer name (if applicable).
- Financial Data: Payment details (processed securely via our PCI-compliant third-party payment gateways; AFS does not store full credit card numbers on our servers).
B. Automatically Collected Information (LMS & Technical Data)
When you access our LMS or website, we automatically collect:
- Log & Device Data: IP address, browser type, operating system, and login timestamps.
- Educational Tracking Data: Course progress, quiz scores, time spent on modules, and certification completion records.
C. AI Simulation & Video Roleplay Data (Crucial Disclosure)
AFS utilizes advanced interactive video simulations to evaluate communication and competencies. During these specific practical evaluations, we collect:
- Audio and Video Recordings: Webcam and microphone feeds submitted during roleplay scenarios.
- Transcripts & AI Analysis: Automated text transcripts of your spoken responses and system-generated rubric scoring regarding tone, pacing, and code-citation accuracy.
- Note: This data is used strictly for educational evaluation and certification verification. It is never used for public marketing without explicit, separate written consent.
3. How We Use Your Information
We only collect personal information that is reasonably necessary to provide our educational services. We use your data to:
- Deliver course content, process enrollments, and issue official certifications.
- Evaluate practical skills via AI-assisted rubrics and human instructor review.
- Maintain official training records required by the Accrediting Organization, Province, Alberta Safety Codes Council or Authority Having Jurisdiction (AHJ).
- Communicate with you regarding course updates, technical support, and policy changes.
- Improve our LMS platform and instructional design frameworks.
4. Disclosure of Personal Information
AFS does not sell, rent, or trade your personal information. We only disclose your data under the following circumstances:
- To Sponsoring Employers/Municipalities: If your course registration was paid for or mandated by your employer, fire department, or municipality, we may share your course progress, attendance, and final grades with your designated training officer to satisfy their organizational requirements.
- To Accrediting Bodies: We may share certification records with the Accrediting Organization, Province, Alberta Safety Codes Council or Authority Having Jurisdiction (AHJ) for the purpose of issuing or verifying your professional credentials.
- To Trusted Service Providers: We utilize Canadian-compliant third-party processors (e.g., secure payment gateways, LMS hosting, and AI processing APIs) strictly for the purpose of delivering our services. These providers are bound by strict confidentiality agreements and PIPEDA-compliant data processing addendums.
- As Required by Law: We will disclose information if required by a valid subpoena, court order, or government regulation.
5. Security of Your Personal Information
We protect your data using commercially acceptable, industry-standard security measures, including SSL encryption, secure server hosting, and role-based access controls within our LMS. While we implement robust safeguards to prevent unauthorized access, loss, or theft, no method of electronic transmission is 100% secure, and we cannot guarantee absolute data security. You are responsible for maintaining the confidentiality of your AFS account password.
6. Data Retention
We retain your personal information, LMS progress, and certification records for as long as your account is active, or as required to fulfill our legal, accounting, and accreditation reporting obligations.
- Video/Audio Data: Recordings and transcripts from simulations are retained only as long as necessary to verify your practical exam grade and handle any immediate academic appeals, after which they are routinely purged from active servers.
7. Your Rights Under PIPA and PIPEDA
Under Canadian and Alberta privacy laws, you possess the following rights regarding your personal data:
- Right to Access: You may request a copy of the personal information we hold about you. (Subject to a minimal processing fee as permitted by law, fulfilled within 30 days).
- Right to Rectification: You may request corrections to any inaccurate, incomplete, or outdated information in your student profile.
- Right to Withdraw Consent: You may withdraw your consent for data collection at any time. Please note: Withdrawing consent for core LMS tracking or video evaluation will prevent you from completing certification courses.
- Right to Download: You may request an export of your educational records and certificates.
To exercise any of these rights, please submit a written request to our Privacy Officer at the contact details below.
8. Changes to This Policy
AFS reserves the right to update this Privacy Policy to reflect changes in our technology, educational frameworks, or Canadian legislation. Significant changes will be communicated to registered students via email and posted directly on this page.
9. Contact Us & Escalation
If you have any questions, concerns, or wish to make a formal complaint regarding our privacy practices, please contact our designated Privacy Officer:
Access Fire Solutions
Attn: Privacy
Email: info@accessfire.ca
We will promptly investigate all complaints and respond in writing. If you are not satisfied with our resolution, you have the right to escalate your concern to the appropriate regulatory body:
Office of the Information and Privacy Commissioner of Alberta (OIPC)
Website: www.oipc.ab.ca
Office of the Privacy Commissioner of Canada (OPC)
Website: www.priv.gc.ca