Privacy Policy
This Privacy Policy describes the policies and practices of Saugeen Shores Childcare Centre (“SSCC”) regarding the collection, use, retention and disclosure of personal information.
SSCC may modify this Privacy Policy when necessary, with changes being effective upon SSCC giving of notice of such changes. SSCC’ Privacy Officer can handle all inquiries regarding this policy, including requests for copies thereof or, where appropriate, details of information collected, retained or disclosed thereunder.
Definitions:
In this Privacy Policy, the following terms have the meanings set out below:
“personal information” means any information about an identifiable individual, and not including the position name or title, business telephone number, business address, business email, and business fax number of an individual;
“parent” means the parent, guardian or other legal representative of a student;
“student” means a prospective, current, or past student of SSCC;
“collect” means to gather, receive, or record personal information from any source or by any method;
“use” means the management of personal information by SSCC for any purpose;
“disclose” means to make personal information available to, or known to, someone outside of SSCC;
“record” includes books, documents, maps, letters, papers, photographs, and any other thing on which information is recorded or stored by graphic, electronic, mechanical, or other means.
What is Collected?
SSCC mostly receives information directly from parents or students, and itself generates information regarding a student’s school activities, performance, or behaviour, including attendance records or grades, as well as information on academic, health, and personal matters needed by the school to perform its core activities including providing its students with education and related programs.
Non-limiting examples of personal information SSCC collects and keeps with respect to its students include:
- i) Name, age, gender, home address and telephone number, emergency contact, photographs (for identification and security purposes);
- ii) Health and medical information, such as physician contact information, severe allergies or other known medical conditions;
iii) Information required for the administration of payment and collection of school fees and billing;
- iv) Information required for security purposes;
- v) Other information as required or authorized by law.
In some circumstances, parents may wish to provide SSCC with other personal information, such as a personal email address, or additional contact details, for the purposes of ensuring access to contact persons in emergencies.
Why is Information Collected and Used?
SSCC collects and uses personal information to perform its core activities including provide and enhance students’ learning experience. SSCC requires the collection, use, and disclosure of personal information for at least the following purposes:
- To communicate with students and parents, process applications, assess and determine the suitability of a prospective or current student for admission and for placement at or in a particular level or classroom.
- To administer and provide educational and extra-curricular programs.
- To enable SSCC to administer the school, including: payment and collection of school fees; administration; billing and accounting; and maintenance of non-educational school programs, including parent and volunteer participation.
- To maintain building security policies, including entry/exit/sign-out registers and phone call logs.
- To communicate with members of SSCC staff about physical or emotional health issues to enable maintenance of a safe and harassment-free environment.
- To communicate with current and former students and their parents regarding school activities, special events, future plans, opportunities to volunteer.
- To comply with applicable laws.
SSCC may also use anonymous information, such as information collected through surveys of parents to improve program content and delivery and otherwise improve school operation.
Personal information is communicated within SSCC only to persons for whom such information is necessary for the performance of their functions and duties as part of SSCC’s core activities.
When is Information Disclosed?
SSCC may provide personal information to outside organizations contracted by the school to perform specialized services such as printing, consulting, market research or data processing. Suppliers of specialized services are given only the information necessary to perform those services, and SSCC takes appropriate steps to ensure that such information is securely transferred and stored and is used only to fulfill the purposes for which it was communicated to the service provider.
Personal information may be disclosed to third parties to enable the school to perform the purposes set out above or in accordance with specific consent obtained in other circumstances, as described below.
SSCC may, without the consent of the student or parent, disclose personal information it holds about the student or parent in the following circumstances:
- i) as permitted or required by applicable law or regulatory requirements, most often in relation to family court issues, legal proceedings, court orders, government tax reporting requirements or Ontario Ministry of Education purposes;
- ii) to a person responsible for the prevention or detection of a crime or a statutory offence;
iii) to comply with valid legal processes such as search warrants, subpoenas, or court orders;
- iv) to a government body that collects such information as part of its functions;
- v) to a person who must act urgently to protect the life, health, or safety of the person concerned or of other individuals;
- vi) to law enforcement authorities or investigation agencies when SSCC has serious reasons to believe that a fraud or statutory offence may be or has been committed.
In the above-mentioned situations, SSCC will endeavour not to disclose more personal information than is required under the circumstances.
Consent
By applying for admission to SSCC, and continuing enrolment, students and parents consent to the collection, use, and disclosure of their personal information in accordance with this Privacy Policy
SSCC will seek specific consent of students or parents for use or disclosure of personal information in the following circumstances, and in other circumstances not specifically addressed in this Privacy Policy:
- Providing prospective students and their parents with contact information of current students or parents.
- Providing para-educational and administrative services operated by, or on behalf of, the school with contact information, including phoning committees, participation groups, parent meetings, annual general meetings, etc.
- Providing other educational institutions with personal information about students. For example, if a student applies to another school, or to college or university, student records are requested by the enrolling institution.
- To provide health, psychological, or legal information to third party professionals in connection with specialized services in those areas, or as adjunct information in delivering educational services.
- For purposes of student or parent photographs and/or testimonials in SSCC promotional materials.
Retention
SSCC retains personal information in order to satisfy the purposes for which it was collected, to satisfy its legal obligations and to protect its interests. SSCC will destroy personal information or render it anonymous when the purpose for which that information was collected is no longer being served, and retention is no longer necessary for legal or business purposes.
SSCC recognizes that it is important to keep personal information accurate, complete and up-to-date and will take appropriate steps to ensure that the personal information collected is as accurate and complete as is reasonably required in connection with the purposes for which it was collected, used or disclosed. Students and parents must promptly report changes in personal information (address, telephone number, etc.) to SSCC administration. SSCC does not continually update the personal information it holds regarding a student unless this is necessary for the purposes for which this information was collected.
SSCC will protect personal information by security safeguards that are appropriate to the sensitivity level of the information to ensure the confidentiality of the information and to prevent loss, unauthorized access, collection, use, disclosure, copying, modification, or disposal.
In the event of any unauthorized disclosure or use of personal information, SSCC will duly report the same and take remedial actions where required in accordance with applicable laws.
In the course of daily operations, all personal information is treated as confidential and is only used by SSCC employees or disclosed to third parties if needed for the performance of their duties or the execution of their mandates, except where use or disclosure without consent is permitted or required by law.
All employees who have access to personal information are appropriately educated about the importance of privacy and their obligation to ensure that such information is safeguarded, and agree to respect and maintain the confidentiality of personal information which they may handle or have access to in the course of their duties.
Student files are securely stored with access restricted to only those employees (teachers, teacher-aides, counsellors, secretaries, etc.) who, by nature of their work, are required to see them.
The school manages electronic files appropriately with passwords and security measures that limit access by unauthorized personnel. The school’s security practices are reviewed periodically to ensure that the privacy of personal information is not compromised.
Access
Every individual has the right, upon request, to obtain an account of personal information which concerns him/her and which is held by the school, and to be informed of the ways in which the personal information has been and is being used, and the names of the individuals and organizations to whom it has been disclosed.
SSCC will make reasonable efforts to assist individuals requesting personal information, to respond accurately and completely to requests and provide the requested personal information, or provide an opportunity to examine the information where it cannot reasonably be provided.
Parents and students may access and verify any personal information with appropriate notice so that the office is able to supply the information required. SSCC will respond within 30 days of a request and will make reasonable efforts to provide the personal information requested sooner where possible.
In certain circumstances, SSCC may not provide access to all or part of the personal information requested, for example, where disclosure would reveal personal information about another individual, where the information was collected for the purpose of an investigation, or where disclosure would threaten the safety or health of an individual.
In the event that SSCC cannot provide access to personal information, it will inform the individual of the reasons why, subject to any legal or regulatory restrictions and it will inform the individual regarding any recourse available.
Privacy Officer
Any questions or concerns about the school’s privacy and confidentiality policies and practices should be directed to the school’s Privacy Officer:
Murtaza Hasan
1246 Goderich St.
Port Elgin, On
519.832.2400
