Faces to Names – Privacy Policy

Last updated: Dec.1, 2025

Faces to Names (“FTN”, “we”, “our”, “us”) is a Canadian registered charity. We are committed to protecting personal information and maintaining compliance with Canadian privacy legislation, including PIPEDA and applicable provincial education-privacy requirements.

This Privacy Policy explains what personal data we collect, how we use it, how we protect it, and your rights.

1. What information do we collect?

1.1 Information you provide directly

• Teacher account information (name, email, school, grade, subject, postal code)
• Student submissions (research data/notes, writing, citations, evidence screenshots, community images, creative work)
• Classroom metadata (class name, class code)
• Uploaded files and photos (as permitted)
• Messages or feedback sent to FTN

1.2 Information collected automatically

• IP address
• Browser type, device type, operating system
• Time spent on pages
• Click paths and site navigation
• General geographic region
• Cookies and similar technology

1.3 Information imported by teachers

• Teachers may import or enter limited student data such as:
• First name or initials
• Class or group designation
• Assignment identifiers

FTN encourages minimal personal data entry.

2. How do we use personal data?

We use data to:

2.1 Provide the FTN educational platform

• Authenticate users
• Manage classroom workflows
• Connect students with their teachers’ assignments
• Save research files and submissions

2.2 Improve and evolve FTN

• Analyze how the platform is used
• Diagnose performance issues
• Improve accuracy of historical profiles
• Develop new features and educational tools

2.3 Enable educational recognition

• Display student contributions (publicly or anonymously, based on teacher settings)
• Provide badges, achievements, challenge results, or contributor acknowledgements
• Support future student engagement

2.4 Community remembrance and public archive

• Student and community contributions may become part of a permanent, public digital remembrance archive showing:
• Research insights
• Contributions
• Stories/tributes

2.5 Compliance and protection

• We may use data to:
• Protect users
• Enforce Terms of Use
• Comply with legal obligations
• Prevent fraud, misuse, or security breaches

3. How do we share data?

We do not sell or rent personal data.

We may share anonymized or aggregated data with:

• Funders (for reporting)
• Academic researchers
• Partner organizations evaluating educational impact
• Community remembrance groups

We may share personal data only when:

• Required by law
• Necessary to address security concerns
• Requested by an educator to support classroom management

4. Data retention & archiving

• Classroom assignment data may be deleted or anonymized after a reasonable period
• Classroom and/or outside of classroom contributions (research, stories, tributes) may be retained indefinitely as part of the remembrance archive
• Personal identifying data not essential for the archive may be removed, anonymized, or minimized over time.

5. Student privacy & consent

• FTN operates under a teacher-managed consent model, commonly used in Canadian education
• Teachers confirm they have the authority to use FTN under their board’s privacy rules
• FTN does not knowingly collect personal data directly from minors without educator consent
• Students should avoid uploading personal data about themselves or others

6. Cookies and tracking

FTN uses cookies to:

• Maintain login sessions
• Track usage for analytics
• Enhance user experience
• Prevent fraud and misuse

Users can disable cookies, but some features will stop working.

7. Data security

We implement reasonable technical and organizational measures, including:

• Encrypted connections (HTTPS)
• Access controls
• Secure hosting
• Regular system monitoring
• Content moderation tools

No system is completely secure, but we strive to protect all user data.

8. Your rights

Depending on your jurisdiction, you may have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion (where feasible and appropriate)
• Withdraw consent (teacher-managed for minors)
• Request information about data practices

Contact us to make a request.

9. Links to other sites

FTN contains links to external research tools (e.g., Canadian Virtual War Memorial, Commonwealth War Graves Commission, Library and Archives). FTN is not responsible for their privacy practices.

10. Changes to this policy

We may update this Privacy Policy periodically. Major changes will be communicated when possible.

11. Contact us

Faces to Names email address and mailing address?