Kingston Christian School Privacy Policy

Policy Statement

Kingston Christian School recognizes the importance of privacy of personal information and is committed to treating any such information which it collects, uses or discloses in a responsible manner and only as reasonably necessary for its purposes.

Definitions

This Privacy Policy governs Kingston Christian School’s dealings with “personal information”, which means any information about an identifiable individual including information such as age, gender, religion, ethnic background, family status, political affiliations, health, home address and home phone number. Personal information does not include business information such as the name, title, business address, or telephone number of an employee of an organization.

Accountability

Kingston Christian School is responsible for all personal information in its possession. This would extend to information to which third parties who provide goods or services to Kingston Christian School (such as its professional advisors, security and maintenance persons, information technology advisors, cleaners) may have access. Kingston Christian School restricts such access to such third parties as much as is reasonably possible and request their assurances that they follow appropriate privacy principles. At Kingston Christian School, the principal is the Privacy Officer responsible for implementing and enforcing this Privacy Policy.

Purpose of Collecting Personal Information

The primary purpose for which Kingston Christian School collects, uses and discloses information is to serve its clients, potential clients and volunteers, to establish and manage its employees, to market its services and other purposes which would be considered related or otherwise reasonable in the circumstances. For example, we primarily collect, use and disclose personal information in the following circumstances and for the following reasons:

Employees

Kingston Christian School collects, uses, and discloses personal information about employees to establish, manage, and terminate the employment relationship, and for such other purpose(s) as identified when the information is collected. For example:

  • Personal information collected during the hiring process such as the information on resumes, application forms, criminal record checks, and information collected from references;
  • Payroll and related information including SIN, pay scale, hours of work, deductions, bank account information, court orders;
  • Benefit information including SIN, premiums or contributions, coverage, dependent information, date of birth, marital status, medical information;
  • Performance information including work and attendance history, performance and relationship reviews, discipline and related memos and notes, documentation related to qualifications and professional growth;
  • Other personal information as required to comply with applicable employment and human rights legislation.

Volunteers

Kingston Christian School collects, uses, and discloses personal information about volunteers for the purposes of aiding the students within the school environment or on group trips. Other purpose(s) for which personal information might be collected will be identified at the time of collection. For example:

  • Information collected by way of criminal record checks.
  • Information related to the volunteers’ services including availability.

Clients

Personal information with respect to clients will be collected and used only for the purpose of managing and maintaining an effective and safe school environment. For purposes of this Privacy Policy, “client” includes students, parents and/or guardians of students. In addition, Kingston Christian School collects, uses and discloses personal information for secondary purposes such as:

  • To invoice clients, process or collect accounts;
  • To provide mailings or invitations to special events;
  • To communicate new developments at Kingston Christian School or to communicate other matters which may be of interest to our clients or prospective clients;
  • To report to required regulatory or governmental authorities.

Consent

Generally all personal information is held in strict confidence and Kingston Christian School requires consent, either express or implied, to use or disclose personal information about an individual unless otherwise permitted or required by law. The way in which Kingston Christian School seeks consent, including whether it is express or implied, will vary depending upon the sensitivity of the information and the reasonable expectations of the individual. An individual may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. There are circumstances where Kingston Christian School is permitted or required under law to collect, use or disclose personal information without the knowledge or consent of an individual. These circumstances include: where collection or use is clearly in the interests of the individual and consent cannot be obtained in a timely way; or to act in respect of an emergency that threatens the life, health, safety or security of an individual.

Accuracy

Personal information shall be kept as accurate, complete and up-to-date as is necessary to fulfill the purpose(s) for which it was collected. Employees, clients and volunteers are responsible for providing current information to Kingston Christian School.

Safeguarding

Kingston Christian School will take appropriate steps to ensure personal information will be protected by adequate safeguards to protect the personal information it collects. Employees and volunteers will be appropriately educated about the importance of privacy, and will be required to follow Kingston Christian School’s policies and procedures regarding personal information. Employee, client and volunteer files will be stored in locked filing cabinets and access to personal information will be restricted to authorized and legitimate persons. Electronic files and database access will be password protected. Third party contractors or agents who have access to personal information will be required to confirm they follow appropriate privacy practices. Kingston Christian School’s safeguarding practices will be reviewed in a timely fashion to ensure the privacy of personal information.

Openness & Access

With some exceptions, Kingston Christian School will give an individual access to the personal information it retains about such individual upon request. Confirmation of identity will be required before providing such access. Kingston Christian School will respond within 30 days with the information requested or if this is not possible Kingston Christian School will advise as to the reason. Other exceptions may include information that contains references to other individuals or information that is protected by solicitor and client privilege. In addition, a copy of this Privacy Policy will be posted Kingston Christian School’s website.

Retention

Kingston Christian School retains personal information only as long as is reasonably necessary or as required by law. As a general rule, Kingston Christian School retains information for at least seven (7) years. Kingston Christian School destroys paper files with personal information by shredding or

discarding same in garbage receptacles and destroys electronic information by deleting it.

Amendments

Kingston Christian School will from time to time review and revise its privacy practices and this Privacy Policy. In the event of an amendment, a notice will be posted on Kingston Christian School’s website or at the school.

Questions & Concerns

All questions and concerns relating to the schools policies and procedures about employee, client and volunteer personal information should be directed to the Privacy Officer:

Mrs. Jennifer Shoniker, Principal

Kingston Christian School

1212 Woodbine Road

Kingston, Ontario

Tel: 613.384.9572