FOR PARENTS AND STUDENTS
St. Mary's School
5239 Joyce Ave.
Vancouver, BC, V5R 4G8
FOR PARENTS AND STUDENTS
The Act requires an organization to obtain informed consent from an individual before collecting personal information about that individual, with certain exemptions. The organization must state why it is collecting the information, and how it will use the information collected. The Act also requires the organization to keep the information it has collected in a secure and safe manner, protecting the individual’s right to have his or her information protected. The Act also describes with whom the personal information may be shared.
Note: St. Mary's School does not fall under the Freedom of Information and Protection of Privacy Act (FOIPPA), which applies only to provincial government and its bodies; neither does it fall under the Protection of Personal Information and Electronic Documents Act (PIPEDA), a federal statute.
As part of St. Mary’s School’s commitment, the following Ten Privacy Principles govern the actions of the school as they relate to the use of personal information. These principles have been built upon the values set by the Canadian Standards Association’s Model Code for the Protection of Personal Information and British Columbia’s Personal Information Protection Act (PIPA).
St. Mary’s School is responsible for maintaining and protecting the personal information under its control. In fulfilling this mandate, the school designates an individual(s) who is(are) accountable for the school’s compliance with the Ten Privacy Principles. The principal is the Privacy Officer of the school.
St. Mary’s School will identify the purposes for which personal information is collected before or at the time the information is collected.
St. Mary’s School will obtain consent of the individual for the collection, use or disclosure of personal information except where the law states exemptions, grants permission, or creates a requirement for collection, use, or disclosure of personal information.
St. Mary’s School will limit the personal information collected to those details necessary for the purposes identified by the school.
St. Mary’s School will only use, disclose and retain personal information for the purpose for which it was collected unless the individual has otherwise consented, or when its use, disclosure or retention is required or permitted by law. Personal information will only be retained for the period of time required to fulfill the purpose for which it was collected.
St. Mary’s School will maintain personal information as accurate, complete and up-to-date form as is necessary to fulfill the purposes for which it is to be used.
St. Mary’s School will protect personal information by security safeguards that are appropriate to the sensitivity level of the information.
St. Mary’s School will make information available to individuals concerning the policies and practices that apply to the management of their information.
Individuals may direct any questions or enquiries with respect to the school’s privacy policies or practices to the Principal who is the Privacy Officer of St. Mary’s School,
St. Mary’s School gathers and uses personal information to provide your child with the best possible educational services enunciated by the Mission statement of the school. Most of the information the school collects comes to the school directly from you, and only with your consent. When you apply to register your child the school will ask you to provide the information that enables it to complete the registration process. This also includes information on academic, health, and personal matters needed by the school to provide the best possible education and co-curricular programs.
St. Mary’s School, uses
If for any reason personal information is required to fulfill a different purpose, the school will notify you and ask you for your consent before the school proceeds.
St. Mary’s School, keeps personal information strictly confidential and treats it with care and respect. However, some of an individual’s personal information may be shared with others as noted below.
In some cases, when communication is over the telephone, your consent to the use and/or disclosure of your information will be obtained verbally. In other cases such as when you communicate through e-mail, your consent will be obtained electronically.
The type of information the school is legally required to disclose most often relates to family court issues, legal proceedings, court orders and government tax reporting requirements. Student information as per Form 1701 is annually filed with the Ministry of Education.
Only the information specifically requested is disclosed and the school takes precautions to satisfy itself that the authorities making the request have legitimate grounds to do so.
The school is legally permitted to disclose some personal information in situations such as an investigation of illegal activities, reasonable methods to collect overdue accounts, a medical emergency or suspicion of illegal activities etc. Only pertinent information is disclosed.
The school does not sell, lease or trade information about you to other parties.
In the course of daily operations, access to personal information is restricted to authorized employees who have a legitimate reason for accessing it. For example, teachers will have access to personal information about your child but not your account with the school.
At St. Mary’s School, the school sometimes contacts outside organizations to perform specialized services such as printing, student assessments, market research or data processing. Suppliers of specialized services are given only the information necessary to perform those services.
If you choose to limit the sharing of your personal information, please contact the school office and submit a written letter specifying which items of personal information you wish to limit, and to whom you wish these items to be restricted. Please remember that certain agencies, by law, have access to certain types of personal information.
St. Mary’s School, maintains current security standards to ensure that your personal and financial information is protected against unauthorized access, disclosure, inappropriate alteration or misuse.
Student files are stored in secured filing cabinets. Access is restricted to only those employees (teachers, teacher-aides, counselors, 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 your information is not compromised.
Personal information is destroyed one year after the school no longer needs the information or one year after legal minimum retention requirements have been met.
St. Mary’s School, makes decisions based on the information it has. The school makes every effort to ensure information is accurate and complete.
You may access and verify any of your personal information with appropriate notice so that the office is able to supply you with the information you require. Most of this information is available in the registration forms and other forms that you filled out.
You may access and verify school records of your children, with appropriate notice during normal school hours. In situations of family breakdown, the school will grant access to records of children as determined by judicial review.
To help the school keep your personal information up-to-date, the school encourages you to request the school to amend inaccuracies and make corrections. Where appropriate, the school will communicate these changes to other parties who may have unintentionally received incorrect information from the school.
The school may add, modify or remove portions of this policy when it is considered appropriate to do so. You may ask for the most recent update of this policy at the school office.
Questions, concerns, and complaints about privacy, confidentiality and information handling of the school may be addressed to the school’s Privacy Officer by calling the school office. If necessary, you will be referred to use the school’s complaint procedure and appeals policies.