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Information Access and the Protection of Privacy

Laws govern how School Boards collect, use and disclose information.
School boards operate under the authority of the Education Act and are governed by the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Personal Health Information Protection Act (PHIPA).

The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)
The Municipal Freedom of Information and Protection of Privacy Act is a provincial law that requires the protection of personal information and provides individuals with a right of access to records of information subject to specific and limited exemptions. Included in the Act are specific provisions for how your personal information may be collected, used, retained, disclosed and disposed of.

The Personal Health Information Protection Act (PHIPA)
The Personal Health Information Protection Act is a provincial law that establishes rules for the collection, use and disclosure of personal health information about individuals that protect the confidentiality of that information and the privacy of individuals with respect to that information, while facilitating the effective provision of health care.

The Algonquin and Lakeshore Catholic District School Board is committed to protecting your privacy and protecting your personal information and fosters an organizational structure that advances the fundamental principles of the Acts:
  • Information (general records) should be available to the public
  • Individuals should have access to their own personal information
  • Exemptions to access should be limited and specific
  • The Board should protect the privacy of individuals with respect to the personal information it collects and maintains
How does the Board collect and use personal information?
Personal information is collected directly from parents, guardians, students or staff under the authority of the Education Act and is used to plan and deliver educational programs and services which best meet student and employment needs.

How does the Board notify me of the use of personal information?
Notification of the collection of student information is indicated on the student registration form. Over the course of the school year as part of its mandate to educate its students, the Algonquin and Lakeshore Catholic District School Board under the authority of the Education Act, (R.S.O. 1990 c.E.2) ss. 58.5, 265 and 266 as amended, will collect personal information about each student. The information collected may be written, oral or visual. This personal information will be used to register and place the student in a school or for a consistent purpose such as the allocation of staff and resources and to give information to employees to carry out their job duties. In addition, the information may be used to deal with matters of health and safety or discipline and that may be required to be disclosed in compelling circumstances or for law enforcement matters or in accordance with any other Act. The information will be used in accordance with the Education Act, the regulations, and guidelines issued by the Minister of Education governing the establishment, maintenance, use, retention, transfer and disposal of pupil records. For questions about this collection, speak to your school principal or the Freedom of Information Officer at 613-354-6257 ext. 448 or Toll free 1-800-581-1116, ext. 448. Notification of the collection of staff information is indicated on specific forms completed at the time of hire and updated at regular intervals. This information is also posted on the Board website under the Policies and Procedures link. In addition, at time of collection of information, it is also our practice to notify you of how information will be used through a notice statement on the form.
Click here to view Policy 2003-05-2 – Freedom of Information and Protection of Privacy
Click here to view Policy S-2008-04-3 - Management of Student Information
Click here to view Policy A-2012-05-1 – Records Management

What is the Office of the Information and Privacy Commissioner of Ontario?
The Office of the Information and Privacy Commissioner of Ontario (IPC) is an independent body and the Information and Privacy Commissioner is an officer of the Legislature. The Commissioner is appointed by and reports to the Legislative Assembly of Ontario and is independent of the government of the day. The Commission was established to ensure that government organizations comply with the access and privacy provisions of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Personal Health Information Protection Act (PHIPA), investigate privacy complaints, and resolve disputes over access to information requests. Individuals have a right to request that decisions on access to information requests made to the Board under the MFIPPA and PHIPA be reviewed by the IPC.

Routine Access to School Board Records
Individuals wishing routine access to school board records should begin by contacting the Algonquin and Lakeshore Catholic District School Board at 613-354-2255 or Toll free 1-800-581-1116 and you will be advised which department is holding the records you are seeking. The appropriate department staff will then determine if the request should be submitted formally under MFIPPA or if the records will be provided as a routine disclosure.

How does MFIPPA provide a right of access to records?
The Municipal Freedom of Information and Protection of Privacy Act contains access and privacy protection provisions. This means that individuals have a right to request access to general records and their own personal information held by the Algonquin and Lakeshore Catholic District School Board in accordance with the MFIPPA , PHIPA and the Education Act. Exemptions to the right of access are limited and specific and are defined in the Acts.

How do I make a formal request for access to records?
You may make a request by completing a Request for Information Form. Completed forms must include a $5.00 application fee paid by cash or cheque payable to the Algonquin and Lakeshore Catholic District School Board. Your request should provide as much detail as possible about the information you are requesting and be sent to the attention of:

Freedom of Information Officer
Algonquin and Lakeshore Catholic District School Board
151 Dairy Avenue
Napanee, Ontario
K7R 4B2

Whom do I contact with questions?
If you have any questions related to the access to information or the protection of personal privacy in regards to the Board’s information records, you may contact the Freedom of Information Officer at 613-354-6257 ext. 448 or Toll free 1-800-581-1116, ext. 448.