Privacy policy

We collect the minimum information needed to confirm you're a Canadian educator and to issue you a personal discount code. We follow Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). We don't sell your personal information, and we don't use it for third-party advertising.

SoftMoc Teachers is operated by SoftMoc Inc. (Canada) at teachers.softmoc.com. For any privacy question, request or complaint, contact privacy@softmoc.com.

• Account info: first and last name, date of birth (to confirm you're 18+), and personal email.
• Employment info: the Canadian school, school board, college or university you work at, your teaching role, and — if you use the work-email path — your work email address and the verification codes we send to it.
• Verification documents: the teacher or faculty/staff ID, provincial teaching certificate, recent pay stub or employment letter you upload, plus a cryptographic hash of the file used to detect the same document being reused across accounts.
• Coupon activity: the codes we've issued to you and when they were requested.
• Coupon delivery logs: each coupon request (including staff test sends) is recorded with date/time, IP address and browser/device details for fraud prevention.
• Email logs: the transactional emails we send you (verification codes, decisions, coupons, password resets) with recipient, subject and delivery status.
• Technical and audit data: IP address, browser/device metadata, and audit-log records of decisions and staff actions on your file, needed to run and secure the service and to prevent fraud.

• Verify that you're a Canadian educator.
• Deliver the discount benefit and communicate about your membership.
• Prevent, detect and investigate fraud and abuse of the program.
• Internal program reporting in aggregate form.
• Meet our legal, regulatory and contractual obligations.

We do not sell your personal information. We do not use it for third-party advertising. We only send marketing messages if you separately opt in.

To keep verification fast, uploaded documents are analyzed by an AI system that extracts key details (your name, institution and dates) and estimates authenticity. Clear-cut results may be decided automatically; borderline results are routed to a human reviewer on our team before a decision is finalized. Applicants never see the AI scores or reasoning, and you can request a human review of any automated decision at any time by emailing teachers@softmoc.com.

We collect your consent at signup and again — with explicit checkboxes covering this policy and the program terms — when you submit your application and any document. You can withdraw consent at any time by closing your account (email us and we'll do it), which stops future processing and triggers the deletion timelines below.

• Verification documents: stored in a private, non-public storage bucket and removed once they're no longer needed for the decision, any appeal, and our fraud controls — and immediately on request once your application is decided.
• Extraction summary, document hash and decision record: retained for fraud prevention, audit, and to defend our decisions, after the document file itself is removed.
• Account data: kept while your account is active, plus a reasonable period after (up to 24 months) to satisfy audit and fraud controls.
• Coupon and delivery records: kept for financial and program reporting for up to 24 months.
• Email logs and audit logs: kept up to 24 months.
• Provider API call logs: technical call records used to monitor service health are purged after 14 days.

We use industry-standard safeguards: TLS in transit, encryption at rest for the database and document storage, a private (non-public) documents bucket with short-lived signed links for reviewers, row-level access rules, role-restricted staff accounts with mandatory two-factor authentication on the admin console, access logging, and regular review of who can see what. Verification codes are stored only as keyed hashes, never in plain text.

We use a small set of trusted service providers, each bound by a written agreement with PIPEDA-compatible safeguards:

• Hosting & database: Supabase (managed Postgres, auth, storage).
• Email delivery: Resend (transactional emails).
• AI document analysis: our AI processing partner, used solely to extract details from uploaded documents.
• SoftMoc internal systems: to issue and honour coupons, and for legitimate business operations of the program.
• Legal authorities: where we're required by law, court order or valid legal process.

Some of these providers may process data outside Canada (typically in the United States and the EU). When they do, they're contractually required to maintain protections equivalent to PIPEDA. We never share your information with SoftMoc's marketing partners, and we don't sell it.

Under PIPEDA you can ask us to:

• Access the personal information we hold about you.
• Correct any information that's inaccurate.
• Delete your account and associated data.
• Withdraw your consent to further processing.
• Receive a copy of your data in a portable format.
• File a complaint.

Email privacy@softmoc.com and we'll respond within 30 days. If you're not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada (priv.gc.ca).

SoftMoc Teachers is available to Canadian educators aged 18 and older, and we enforce that at signup. We do not knowingly collect personal information from anyone under 18. If you believe someone under 18 has provided us information, email us and we'll delete it.

If we update this policy, we'll post the revised version at teachers.softmoc.com/privacy and update the "Effective" date above. For material changes we'll email active members ahead of time.

Privacy questions, requests or complaints? Email privacy@softmoc.com. For general questions about the program, email teachers@softmoc.com.