Notice of Collection, Use, and Disclosure

The CDSBEO collects personal information to facilitate educational services, student enrollment, and administrative processes within the Board. This information is collected in accordance with Education Act, the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), the Personal Health Information Protection Act (PHIPA), and any other applicable legislation. The legislation sets guidelines that schools, and district school boards must follow when collecting, using, and disclosing personal information and the Board will only collect, use, and disclose personal information where it relates to the Board’s mandate under the legislation.

At the time of collection, individuals are given notice of the legal authority for collection, and the purpose(s) of its intended use. 

The Board collects personal information for the following purposes:

• To establish and maintain a student record as required by the Education Act and its regulations
• To provide students with educational programs and services that meet their needs and interests
• To communicate with parents/guardians and students about school programs, activities, and events
• To support the health, safety, and well-being of students and staff
• To conduct research and analysis to improve student achievement and well-being
• To fulfill legal and contractual obligations and to respond to requests from law enforcement and other authorized agencies
• To report to the Ministry of Education and other educational authorities as required

The Education Act sets out duties and powers of the Board and authorizes school boards to collect personal information for the purpose of planning and delivering educational programs and services that best meet students’ needs and for reporting to the Minister of Education, as required. The Act requires that the school principal maintain an Ontario Student Record (OSR) for each student attending the school. The OSR is a record of a student’s educational progress through school in Ontario and follows students when they transfer schools. The Ontario Student Record Guideline sets out how OSRs are managed, and the Board uses this guideline in addition to administrative procedure F2:2 Ontario Student Records. In addition to the OSR, the Board maintains secure electronic student records that contain personal information in our Student Information System (SIS).

Use and Disclosure of Information

MFIPPA and the Education Act legislate when the Board may disclose personal information in its custody and control, and the CDSBEO uses and discloses student personal information for the purposes stated above and for other consistent purposes, unless consent is withdrawn, or a legal exception applies. The Board may share student personal information with the following parties, as appropriate (including but not limited to):

• School staff and board personnel who need the information to perform their duties
• Public health authorities and the Medical Officer of Health who provide health services to students or monitor public health issues as authorized by law
• Community partners who provide educational, social, health, or other support services to students and their families, with consent or as authorized by law
• Third-party service providers who perform functions on behalf of the CDSBEO, such as transportation, assessment, or data management, under contract and with appropriate safeguards
• Other school boards or educational institutions to facilitate the transfer or admission of students or to support joint programs or initiatives
• Government ministries or agencies, such as the Ministry of Education, the Education Quality Accountability Office (EQAO), and the Ministry of Children, Community and Social Services regarding child protection matters, as permitted by law and when required
• School photographers who take individual and class photographs to sell to parents and students, for student identification cards, yearbooks and for school records
• Vendors who provide specialized equipment, resources and training for special needs students
• To comply with legislation, a court order or subpoena, or to aid in a law enforcement investigation conducted by a law enforcement agency

The Board protects student personal information by implementing reasonable administrative, technical, and physical safeguards to prevent unauthorized access, use, disclosure, or disposal. The Board retains student personal information in accordance with its records retention schedule and applicable legislation.

In accordance with MFIPPA and the Education Act, releasing personal information for any other purpose requires the informed consent of:

• the parent/guardian for children under 16 years of age
• the parent/guardian and the student where the student is 16 and 17
• the student where the student is over 18 or is 16 or 17 years of age and has withdrawn from parental control.

Students and parents/guardians have the right to access and request correction of student personal information, subject to certain limitations and exceptions defined by applicable legislation. Students and parents/guardians also have the right to withdraw or limit consent to the collection, use, or disclosure of student personal information. For more information please visit Freedom of Information and Privacy – Catholic District School Board of Eastern Ontario or if you have any questions or concerns about how the CDSBEO handles personal information please contact:

Amber LaBerge, Communications Lead & Privacy Officer
2755 Highway 43 
Kemptville, ON K0G 1J0 
phone: 613-258-7757 
privacy@cdsbeo.on.ca

Updated January 2024