1. The law and policy we follow

The school's handling of personal information follows the Education Act and the Ministry of Education's Ontario Student Record Guideline, 2000, and, for the commercial activity of the school such as tuition payment, the federal Personal Information Protection and Electronic Documents Act.

2. What we collect

The school collects only what it needs for admission, instruction, assessment, record keeping and Ministry compliance.

• Identity. Legal name, date of birth, and a copy of government issued identification used to verify identity, including for examination proctoring.
• Contact details. Address, telephone number and email for the student and, for a student under 18, for the parent or guardian, and an emergency contact.
• Academic history. Previous report cards, transcripts, and documentation submitted for Prior Learning Assessment and Recognition or for a prerequisite waiver.
• Accommodation records. An Individual Education Plan and supporting documentation, where the family provides it.
• Activity records. Portal sign in times, progression through course materials, submissions, assessment records and IP address.
• Financial records. Billing address and a record of payments made for tuition and fees.

3. Why we use it

• To establish and maintain the Ontario Student Record and the Ontario Student Transcript.
• To teach, assess and report on the student's achievement, and to put accommodations in place.
• To maintain the school's audit trail for the 110 scheduled instructional hours in each course, and to evidence the weekly milestones on which attendance and participation are based.
• To communicate with the student and, for a student under 18, with the parent or guardian, about progress, missed work and administration.
• To administer enrolment, tuition and refunds. Tuition payments are processed through the school's online payment provider, and the school keeps a record of the payment.

Information is used only for the purpose for which it was collected.

4. The Ontario Student Record

The Ontario Student Record is the ongoing, confidential record of a student's educational progress through the Ontario school system. It is privileged for the information and use of supervisory officers, the Principal and the student's teachers, for the improvement of the student's instruction.

Paper folders are held in locked filing cabinets at the school office in Vaughan, and are secured outside office hours. Any part of the record held electronically is stored so that a clear and legible copy can be printed, under the same access controls as the paper record.

How the record is established, transferred, retained and corrected is set out in full in the Ontario Student Record Management Policy.

5. Who we share it with

The school does not sell, rent or trade personal information. It is disclosed only in the following circumstances.

• Ministry inspection. Academic records, student records and course delivery records are made available to inspectors designated by the Ontario Ministry of Education.
• School transfer. Where a student transfers to another school, the Ontario Student Record is transferred on receipt of a written request, with the written consent of the parent or of the adult student where the receiving school is a private, federal or First Nation school.
• Service providers. The platforms the school uses to deliver courses, to proctor examinations and to process payments hold data on the school's instructions and only for those purposes.
• Where the law requires it. Information may be disclosed without consent to a children's aid society, to the police, or to public health authorities where the law requires or permits it. The duty to report a child who may be in need of protection under section 125 of the Child, Youth and Family Services Act, 2017 always overrides confidentiality.

6. Proctoring and recordings

Where a student writes a final examination online, it is administered under proctoring, which includes identity verification against the identification held on the student record and monitoring during the sitting. Any recording made is used only to verify academic integrity, is restricted to authorised academic staff, and is deleted in accordance with the school's retention schedule.

A student who writes the examination on site at the Vaughan campus is invigilated by staff in person, and no proctoring recording is made.

7. Retention and disposal

At the end of the retention period, paper records are shredded and electronic records are deleted.

8. Your rights, and how to contact us

• Access. A student, and the parent or guardian of a student under 18, may examine the student's Ontario Student Record. Write to the Principal. Access is arranged within a reasonable period, at no charge, with a member of staff present to help interpret the contents.
• Correction. You may ask the Principal in writing to correct or remove information you believe is inaccurate or is not conducive to the improvement of instruction. The Principal responds in writing with reasons, and where the request is refused you may ask that the matter be referred to the appropriate supervisory officer.
• Adult students. A student who is 18 or older controls access to their own record, and the parent's right of access ends unless the student consents in writing.

Questions about this policy, or a concern about how the school has handled personal information, should be sent to the Principal through the Contact Us page or the student portal.