Privacy Statement

Last updated: October 16, 2026

This statement describes the personal information Event Grid collects, stores, and processes when you use this site. Your organization (the school, district, or business that gave you access) decides what information is collected and how it is used, and is responsible for it.

This site is hosted by Gridkawa on your organization's behalf. Gridkawa processes your information only to provide the service to your organization. Gridkawa's full Privacy Policy and Terms of Service also apply.

1. Account Information

When an account is created, the following information is collected and stored:

  • Email address — used as your login identifier and for notifications
  • First name and last name
  • Password — stored in hashed form only; your plaintext password is never stored. Not used if you sign in through your organization's single sign-on.
  • Title/Position, Facility/Department, and Site/Location — optional unless your organization requires them
  • How you registered — the "Register as" choice you picked, and the program you registered for
  • Answers to additional registration questions — some programs ask extra questions when you register
  • Roles and program access — for example Student, Instructor, Course Manager, Program Administrator, or Admin, and which programs you can see

2. Sign-in and Security Information

  • Last sign-in date and time
  • Account lockout status — recorded after repeated failed sign-in attempts
  • Two-factor authentication keys and recovery codes — if two-factor authentication is enabled on your account
  • One-time links and tokens — for password resets, email confirmation, sign-in links, invitations, and survey links
  • IP address — used for rate limiting and recorded in the audit log (section 12)

3. Email Notification Preferences

You can choose in Settings which email notifications you receive:

  • Enrollment confirmations and updates
  • Course update notifications
  • Instructor messages
  • System notifications

4. Enrollment Information

When you enroll in a course or event, the following is recorded:

  • Enrollment date and status (for example Active, Dropped, or Completed)
  • Dietary information and meal choices — if the course or event includes food, your dietary needs and allergies (vegetarian, vegan, gluten-free, dairy-free, nut allergy, shellfish allergy, halal, kosher, or other) and your meal, snack, and beverage choices. These are used for catering.
  • Accessibility requirements — if you tell organizers about accommodations you need, so the venue and session can be arranged for you
  • Payment records — if a fee applies: the amount, tax, payment status, date, receipt, and a reference from the payment provider. Card details are entered directly with the payment provider and are never stored by Event Grid.
  • Certificates — the date a completion certificate was issued to you

5. Medical Alerts

Some courses ask you to declare medical information (for example a severe allergy or a condition responders should know about) so organizers can respond appropriately in an emergency. Providing this is entirely optional, and you can enroll without it.

  • What you provide is saved to your profile and re-used for later courses that ask, so you only enter it once. A copy is kept with each enrollment.
  • It is visible only to administrators and course managers — not to instructors — and is never included in roster exports.
  • You can view, change, or clear it at any time under Settings. Clearing it also removes it from the courses you are currently enrolled in.

6. Attendance Records

Instructors may record your attendance for each session, including:

  • Date and attendance status (Present, Absent, Late, Excused)
  • Optional notes added by the instructor
  • Who recorded the entry

7. Engagement Tracking

Instructors may record observations about participation, including:

  • Engagement level and interest level ratings
  • Date of observation and optional notes

8. Quizzes and Assessments

If you complete quizzes or assessments, the following is stored:

  • Your answers to each question, including written short answers, which an instructor may read and grade
  • Scores and pass/fail results
  • Number of attempts and time spent
  • Start and completion timestamps

9. Feedback and Survey Responses

  • Your ratings and written responses are stored.
  • If a survey is anonymous, your identity is not linked to your response.
  • If a survey is not anonymous, your account is linked to your response.
  • Organizers may also invite people without an account to a survey by email. Their email address, a unique survey link, and when the survey was sent and answered are stored.

10. Waitlists, Invitations, and Shared Links

  • If you join a waitlist: the date you joined, your position, whether you were offered a place, whether you accepted, and any reason for removal
  • If an organizer invites someone to a course or event by email: the recipient's email address and whether the invitation was used

11. Files

Course materials, certificate templates, and logos uploaded by staff are stored with the file name, size, type, upload date, and who uploaded them. Accepted file types are limited to documents (.pdf, .docx, .pptx, .xlsx, .txt, .zip) with a maximum size of 10 MB.

12. Audit Log

For security and accountability, significant actions are recorded in an audit log. Each entry includes:

  • The action performed (for example course created, enrollment dropped, user updated)
  • The name and email of the person who performed it
  • When it happened
  • The IP address used
  • Previous and new values for any information that was changed

Audit entries are kept as a historical record, so they remain after the account involved is deleted (see section 17).

13. Application and Error Logs

Diagnostic log files record requests, errors, and general operational information for troubleshooting, and are automatically deleted after 30 days. When an error occurs, a record of the page and the signed-in account is also kept so the problem can be investigated.

14. Emails

Event Grid sends emails such as enrollment confirmations, waitlist offers, reminders, survey invitations, and messages from instructors. For each email, the recipient, subject, time sent, and whether delivery succeeded are recorded. The body of the email is not kept.

15. Import and Export

Administrators and course managers can import users and courses from CSV files and export information to CSV, Excel, PDF, or Word. Exports can include names, emails, enrollment status, and assessment results, and — if staff choose those columns — title, location, dietary, meal, and accessibility information. Medical alerts are never exported. Once a file is exported, its security is your organization's responsibility.

16. Cookies, Storage, and Other Services

This site uses only the cookies it needs to work. It does not use analytics or advertising cookies.

  • Sign-in cookie — keeps you signed in for up to 7 days of inactivity; marked Secure and HTTP-only
  • Session cookie — expires after 30 minutes of inactivity
  • Security cookie — protects forms against cross-site request forgery
  • Program cookie — remembers which program you are viewing

Information is stored in a database and file storage hosted by Gridkawa on Amazon Web Services in Canada (Montréal). It may also be handled by:

  • The email service configured for this site, to deliver emails
  • Your organization's identity provider, if it uses single sign-on
  • Square or Stripe, if your organization collects payments. The payment provider handles your payment details under its own privacy policy.

Some of these services may process information outside Canada.

17. Retention and Deletion

  • Account and course information is kept while your account exists, or until your organization deletes it.
  • Audit logs, reminder logs, waitlist history, dropped enrollments, quiz attempts, and feedback are kept until your organization deletes them or turns on automatic cleanup in its data retention settings.
  • Application log files are deleted after 30 days.
  • Your organization may also choose to delete inactive accounts automatically.
  • When an account is deleted, its profile and the records linked to it, such as enrollments, quiz attempts, and non-anonymous responses, are permanently deleted. Audit log entries that recorded the person's name, email, or IP address remain until removed under the retention settings, and copies may remain in backups until those backups are deleted.

18. Your Rights

Depending on where you live, you may have the right to:

  • Access the personal information held about you
  • Correct inaccurate information — you can update much of it yourself in Settings
  • Delete your account and associated information, subject to legal or contractual requirements to keep it
  • Withdraw optional information, such as medical alerts or accessibility requirements, by removing it
  • Opt out of optional email notifications in Settings

19. Contact

Your organization controls your information, so please contact your organization's administrator first with questions or requests. You can also contact Gridkawa's Privacy Officer at support@gridkawa.com (subject: "Attention: Privacy Officer").