Privacy and Freedom of Information
PRIVACY AND FREEDOM OF INFORMATION
Huron-Perth Catholic District School Board (“HPCDSB”) does not automatically gather any personal information from you during your visit to its websites. This information is only obtained if you supply it voluntarily, usually through contacting us via email, or registering through a secure portion of the site.
All personal information you do provide is protected by the Municipal Freedom of Information and Protection of Privacy Act, RSO 1990 c M.56 (“MFIPPA”). This means that, at the point of collection, you will be informed that your personal information is being collected, the purpose for which it is being collected and that you have a right of access to the information.
HPCDSB uses per-session cookies. The per-session cookies do not collect personal information about you. Per-session cookies are used to store information within a session (or visit to our website). These cookies are deposited on a user’s computer only while the user is visiting the site and are deleted when the user closes the session.
Here is the list of information that we are collecting by using per-session cookies:
- The name of your Internet service provider, its IP address, and the name of your service provider’s server
- The length of each visit
- The number of requests per visit
- Your type of operating system (Windows, MacIntosh, Unix, etc.)
- Your browser type (FireFox, Internet Explorer, etc.)
- By keeping this data, HPCDSB web site administrators can fine-tune the sites based on user-activity trends.
- HPCDSB makes no attempt to link these addresses with the identity of individuals visiting its site(s).
- HPCDSB does not share information with third parties, except for the purposes outlined above.
PRIVACY AND OUR WEBSITE
The HPCDSB’s website, and all affiliated and school websites, are maintained as a public service to our school community and all external web users in order to provide direct access to information about programs and services.
The HPCDSB reserves the right to change or modify its terms, conditions and notices under which use of the website is offered. The materials and information provided on this website are for general information only. The HPCDSB does not guarantee that the website is accurate or free from error and does not accept any liability flowing from your use of the website. Any person who acts or refrains from acting because of information posted on this website (or our
affiliated school or partner websites) does so at their own risk and in so acting, the person releases the HPCDSB of any resulting liability.
The HPCDSB respects the privacy of its web visitors through the use of privacy policies and procedures that work to protect the confidentiality of any identifiable information. All external links on the HPCDSB website are operated by outside organizations who manage their own content. The inclusion of these inks does not imply endorsement or guarantee of any of the organizations’ information. The content on this website is covered by the provisions of the Copyright Act and all applicable federal and provincial statutes. Any reproduction of commercial use of the content is strictly prohibited without written permission of the HPCDSB.
The following information is provided to promote understanding and awareness of the HPCDSB’s access and privacy practices in accordance with the MFIPPA, the Personal Health Information Privacy Act, 2004, SO 2004 c. 3, Sched. A (“PHIPA”) and the Education Act, RSO 1990 c E.2 (“Education Act”).
NOTICE OF COLLECTION
HPCDSB collects, retains, uses, discloses, and disposes of personal information in the course of providing educational services and to administer programs in accordance with the Education Act and the MFIPPA.
Personal information is collected in accordance with the MFIPPA and is used in accordance with the law, mainly to plan and deliver educational programs and services as well as related matters.
Under the Education Act, the Principal is required to compile a pupil record known as the Ontario Student Record “OSR.” This record tracks a student’s academic progress through the Ontario Education system and follows students when they change schools.
Access and use of the OSR is governed by the Education Act and the Ontario Student Record (OSR) Guideline 2000.
In accordance with the MFIPPA and the Education Act, the HPCDSB may use, retain, disclose, and dispose personal information:
- For the purpose for which it was collected or a purpose which is consistent with the reason it was collected;
- To HPCDSB employees who need access to the information in the performance of their job duties in accordance with the HPCDSB’s authorized function and operations;
- To comply with legislation, a court order or subpoena or matters of law enforcement;
- In compelling circumstances affecting health, safety or discipline providing notice of disclosure to the individual;
- In accordance with governance standards and principles for managing information under the HPCDSB Records Retention Schedule;
- Under the authority of the Education Act or its regulations.
CONSENT AND SECURITY
With limited exceptions, legislation requires the HPCDSB and health information custodians to obtain consent before collecting, retaining, using, disclosing or disposing of personal or health information. Reasonable steps must be taken to safeguard and protect personal and health information and ensure that records are retained, stored, transferred, and disposed of in a safe and secure manner. The HPCDSB is required to notify an individual in the event of a privacy breach (e.g., if their personal or health information is lost, stolen, disclosed, or accessed by an unauthorized third party).
Where consent is required, it must be obtained from the parent/guardian for students under 16 years of age, from the parent/guardian and the student where the student is 16 or 17 years of age, and from the student when the student is 18 years of age or older or is 16 or 17 years of age and has withdrawn from parental control.
ROUTINE USE, RETENTION, DISCLOSURE AND/OR DISPOSAL OF PERSONAL INFORMATION
It is the practice of the HPCDSB to include a Notice of Collection statement on all forms used to collect personal information, during the registration process or otherwise, informing parents/guardians of how the school and HPCDSB will use, retain, disclose or dispose of their personal information and for what purpose it is being collected. In all cases, the HPCDSB will use, retain, disclose or dispose of personal information in accordance with the law.
COLLECTION OF PERSONAL INFORMATION
What personal information is collected?
At the time of registration of a student, the HPCDSB collects the following personal information: name, address, date of birth, names and contact information of parents/guardians and emergency contacts, relevant medical information, information of growth milestones and/or educational history, etcetera. This information is stored in the Ontario Student Record.
The Education Act requires the school principal to maintain an Ontario Student Record (OSR) for each student attending school. The OSR is a record of a student’s educational history and progress through school in Ontario and follows the student when they transfer from one school to another. The Ministry of Education, under the Education Act, sets the guidelines for how the OSR is to be managed. The HPCDSB adheres to the Ministry’s regulations as well as its own OSR procedure. The school principal is responsible for the OSR, which is maintained and secured in both an electronic and hard copy format.
The student’s OSR will be used by HPCDSB staff to support the classroom teacher in developing an educational program which best meets the student’s needs. Staff working with the classroom teacher or indirectly/directly with the student may include early childhood education, special education, guidance counselling, student success, librarians or professional support staff. Student information, including learning profiles and achievement levels, is shared in order to design and deliver programming to meet the needs of all students in our schools as they progress through grade levels. When transferring from another school, the previous school may be contacted for information related to your child’s education.
In keeping with the requirements of the Education Act and the PHIPA, written/signed consent is required prior to conducting assessments, or prior to the involvement of professionals, mainly: of Psychological, Speech and Language, Child and Youth Worker, Behaviour Team, Autism Team or Social Work staff.
Important personal/health information may be collected for the purpose of developing a medical emergency plan related protocols for the student or for the purpose of administering medication to the student and will be shared with appropriate staff to ensure the safety of the student (e.g., anaphylaxis, concussion, etc.). In compliance with the PHIPA, student OHIP Card numbers are not collected.
How will personal and/or personal health information be disclosed?
In accordance with the MFIPPA, PHIPA and Education Act.
As part of the HPCDSB’s commitment to 21st century learning, students will be using Ministry approved tools in the classroom such as: Google Apps for Education/Workspace, Desire2Learn and (Brightspace). Students may also use social media tools such as podcasts, video conferencing, YouTube, and other sites or tools deemed appropriate by the classroom teacher. Use of the internet and social media sites shall be in accordance with HPCDSB policies and procedures and in keeping with expectations of digital citizenship and safe use of technology.
Secondary schools will receive information about pre-registered Grade 8 students in advance of the student attending the secondary school to facilitate the appropriate educational program planning for the student. Important information used for the transition process is shared for the purpose of a successful transition to high school. Secondary schools may share information about students’ progress through secondary school with the student’s previous elementary school to support continuous improvement of the elementary school program for all students.
Secondary schools may provide information of potential graduates (i.e., contact information, marks and transcripts) through a secure site for the student’s post-secondary applications to Ontario Colleges and Universities.
Student information such as home address, life-threatening medical emergency information, and accessibility and safety needs, is provided to Huron-Perth Student Transportation Services for the purpose of administering the HPCDSB’s contracted transportation services. Personal information facilitates scheduling of school bus services to eligible students and helps ensure the health and safety of students.
Student personal information (including name, contact information, date of birth, gender, grade level, country of birth) and parent information will be shared with the Huron Perth Public Health according to the Immunization of School Pupils Act.
School activities may be reported in school and HPCDSB newsletters, websites and/or social media. Identifying photos and videos only may be included with consent. Students participating in extracurricular activities or events where the public is invited or attends (i.e. field trips, school concerts, school teams) may be photographed and/or reported on by the media or the general public and may result in photos or recordings being posted on social media. If photography or video recording is permitted at such events, it is generally not possible for the school or HPCDSB to control the use of such recordings. It is important that when taking pictures, individuals are respectful of the privacy rights of anyone captured in their recording and to only post photos of others with consent of the individual and/or the parent/guardian.
Information, including health or medical, of students participating in secondary school athletics may be shared with the Ontario Federation of School Athletic Association (OFSAA),Western Ontario Secondary School Association (WOSSA) and the Huron-Perth Athletic Association (HPAA) for purposes of school team and student athletes’ participation in school sports programs.
Student work may be displayed in the classroom or in school hallways or may be shared with the public through school events such as science fairs, bulletin board displays, writing/colouring/poster contests, community events, fairs, and similar events/locations outside of the school setting. The first name and last initial of the student may be printed on work displayed in the classroom; student names will be posted on the back of their work when posted in public areas.
The Media (i.e. newspaper, television and radio) may be invited to attend events for the purpose of reporting on newsworthy activities such as graduations, student achievements or awards.
Media reports may include only non-identifying photos of groups of students. Individual students
will only be interviewed or otherwise identified with consent.
Photographs and videos of students, collectively or individually, may be taken by their classroom teacher in school or during school activities as part of their educational program or assessment of learning. Photos and videos may not be shared with others outside of the classroom unless consent is obtained.
School Photographers will be provided with student information such as name, student number, and grade for the purpose of providing the student with a student identification card. Individual and class photos otherwise will be used for administrative (i.e., OSR) and archival purposes and will be offered to parents for purchase. The HPCDSB may retain third parties for this work.
Yearbooks chronicle the activities of the school and student body; they are produced for sale to students, and may be placed in the school library, public library, or made available in electronic format. Student and class photos, and photos of school events and activities, student writing and artwork may be included in the yearbook including the student’s full name. Student names and/or photographs may be printed in school programs (i.e., commencement, graduation,
school plays, concerts, student academic or athletic awards, and honour roll and classroom assignments) and awards or plaques.
Contact Lists of phone numbers and/or parent email addresses are used for safety and emergency purposes to facilitate contact with parents during an emergency (i.e., inclement weather or injury); for safe arrival purposes to contact parents where a student is absent and the school has not received notice of the absence; for purposes of communications between classroom teachers regarding academics and behaviour, and program resource teachers and support staff regarding student progress; and to arrange school based meetings and for purposes of distributing school newsletters and notices to parents. Contact/class lists otherwise are not shared without consent.
Email addresses of parents and HPCDSB issued email addresses for students may be used for communication between school, home and the student.
Student accidents that take place during school or on school-sponsored activities will be reported to the HPCDSB’s insurer (OSBIE). Information shared with OSBIE includes the name of the injured student(s) and details about the incident as well as the name and contact information of witnesses to the accident.
In case of a medical emergency, student information may be shared with first responders or the hospital. Information may similarly be shared with law enforcement in accordance with the MFIPPA and/or the PHIPA.
Video Surveillance equipment may be used in schools and on buses to enhance the safety of students and staff, to protect property against theft or vandalism, and to aid in the identification of intruders and of persons who endanger the health, well-being or safety of school community members.
Schools will share student information with the Catholic Parish to facilitate the Catholic education and faith formation of our students in accordance with the Catholic Graduate Expectations.
Please contact the School Principal if you have any questions or concerns regarding the collection, retention, use and/or disclosure of personal information.
ACCESS TO INFORMATION
The MFIPPA provides that individuals may request access to information within the custody or control of the HPCDSB. The MFIPPA regulates the formal procedure for individuals seeking access to their own personal information or that of their child, and for those requesting correction of that information.
While the MFIPPA provides individuals with a general right of access to their own personal information, it also seeks to protect the privacy of individuals by ensuring that access to personal information is not given to unauthorized persons. Persons seeking access to their own personal information are required to confirm their identity before access to information or record(s) is given.
The MFIPPA governs the relationships between public bodies, such as school boards, and private persons regarding information; provides access to information subject to specific and limited exemptions; provides for the protection of privacy respecting personal information subject to exceptions; and provides for a review of decisions by the Ontario Information and Privacy Commissioner.
Additional information about privacy and access to information may be obtained by visiting the Information and Privacy Commissioner of Ontario at www.ipc.on.ca.
FREEDOM OF INFORMATION REQUEST
Before Making a Formal Request for Information
Many records are available without making a formal FOI request under the MFIPPA. Our website has links to many key documents including agendas, minutes, policies, procedures and memos to trustees. If you can’t find what you are looking for on our website, email us at firstname.lastname@example.org.
How to Make a Freedom of Information Request (FOI)
In accordance with the MFIPPA, a person seeking access to a record shall make a request in writing to the institution that the person believes has custody or control of the record; shall provide sufficient detail to enable the institution upon reasonable effort to identify and locate the record; and at the time of making the request shall pay the prescribed fee.
To submit a freedom of information request in writing, please complete the FOI request form. There is a mandatory $5.00 application fee that must be paid when submitting a FOI Request. This fee cannot be waived and is non-refundable. Additional fees may apply in accordance with the MFIPPA and its regulations.
Submit FOI Request by mail to:
(Office of the Director of Education)
3927 Perth Road 180
Dublin, ON N0K 1E0
Upon receipt of a written request for access to information the HPCDSB will respond to the request within 30 days of receiving the request and the application fee. Requests requiring an extensive search, a large number of records, and/or consultation with an external third party may require an extension beyond the 30 days and the requester will be notified if an extension is required.
Note: Only requests sent by email will be processed.
HPCDSB are required to charge fees for requests made under the MFIPPA, as set out in the MFIPPA and its regulation. Please consult same for a detailed list of fees. You will be advised if any fee is required to process the request.
Resources to Help Protect Personal Information:
Information Privacy Commissioner of Ontario released the following guidelines in January 2019:
● A Guide to Privacy and Access to Information in Ontario Schools
● Privacy and Access to Information in Ontario Schools: A Guide for Educators
● Protecting Your Student’s Privacy Online Fact Sheet
● Privacy in the School Fact Sheet
● Your Child’s Privacy in School Fact Sheet
Questions or Concerns?
If you have any questions or concerns related to the access to information or the protection of personal privacy, please contact the Office of the Director of Education at (519) 345-2440 or email@example.com.