Privacy and Freedom of Information

Personal Information and Privacy

The Grand Erie District School Board (Grand Erie) is committed to protecting the privacy of our staff and students.

Personal Information is defined as recorded information about an identifiable individual and recorded in any format.

Under the authority of the Education Act, the board collects, uses and shares personal information from, and about, parents/caregivers/students for the purposes of planning, administering and delivering educational programs and services.

The Municipal Freedom of Information and Protection of Privacy Act (the Act) regulates the way personal information is administered with a view to protect each individual’s right to privacy.

In accordance with legislation, Grand Erie shares the personal information it collects as follows:

for the purpose for which it was obtained or a consistent purpose (a purpose consistent for the reason collected);
with board officers or employees who need access to the information in the performance of their duties if necessary and proper in the discharge of the board’s authorized functions;
to comply with legislation, a court order or subpoena, or to aid in a law enforcement investigation conducted by a law enforcement agency; and
in compelling circumstances affecting health or safety.

Release of personal information for any other purpose requires the informed consent of:

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the student where the student is over 18, or is 16 or 17 years of age and has withdrawn from parental control.

Grand Erie will use student's personal information for consistent general purposes or to comply with legislation. The Routine Use and Disclosure of Student Personal Information Guideline provides an overview of routine uses and disclosures of student personal information.

Personal Health Information Protection Act (PHIPA)

“Personal health information” is identifying information about an individual student which pertains to health care, including information about a student’s physical or mental health, receipt of health care services and health number. PHIPA establishes rules for the collection, use and disclosure of personal health information in a broad range of circumstances. Grand Erie follows the rules of PHIPA when collecting student personal health information (i.e., speech and language or psychological assessments to support a student’s educational program).

The legislation balances individuals' right to privacy with respect to their own personal health information and the needs of persons and organizations who provide health care services to access and share this information. It sets out rules for the collection, use and disclosure of personal health information which apply to all "Health Information Custodians" operating within the province of Ontario and to individuals and organizations who receive personal health information from those authorized to collect and use it.

Collection and Use of Personal Health Information

With limited exceptions, PHIPA requires Health Information Custodians to obtain consent before they collect, use or disclose personal health information. They must take reasonable steps to safeguard and protect personal health information and ensure that medical records are retained, stored, transferred and disposed of in a safe and secure manner.

Freedom of Information Request

The Act establishes a general right of access to records held by school boards. Any individual may make a Freedom of Information request for the following purposes:

access to general records;
access to own personal information and/or personal information of students; and
correction to personal information.

Requests for information made under the Act must be made in writing and accompanied by an administration fee. To make an access request under MFIPPA complete this form and forward it to:
privacy@granderie.ca

What is the time frame for completing a request?

The board responds to requests within 30 days of receiving the form and appplication fee. Requests requiring an extensive search, a large number of records, and/or consultation with an external third party may require an extension to the 30 days. If an extension is required, the requester will be notified as outlined in Secion 20 of the Act.

The requester will be notified when:

further information or clarification is needed;
a time limit has been extended, giving a reason;
record-serving is required, giving a reason;
access is denied, giving a reason; and
the estimated fee exceeds $25.00.

The process assures the requester’s anonymity. The requester does not have to explain why the information is required. The requester’s residency, age, or citizenship does not restrict right of access.

Fees

There is a mandatory $5.00 application fee that must be paid when submitting a Freedom of Information request. Please be advised that the $5.00 application fee cannot be waived and is non-refundable.

Application Fee:	$5.00
Search Time:	$7.50 per ¼ hour
Record Preparation:	$7.50 per ¼ hour
Photocopying:	$0.20 per page
Computer Programming:	$15.00 per ¼ hour
Disks:	$10.00 per disk

Fees can be paid by cash/cheque or e-transfer to cashreceipts@granderie.ca. If sending by e-transfer, please include name and note fee for FOI request.

Right to Appeal a Decision

If you are not satisfied with the response you have received from the board, you can appeal it with the Information and Privacy Commissioner of Ontario. You may also lodge a complaint with the Commissioner if you feel the board has breached your personal privacy. They may be reached by calling 1-800-387-0073 or faxing 416-325-9195. For further information, visit the IPC/O website.