Privacy Policy | Upper Canada College

INTRODUCTION

Founded in 1829, Upper Canada College (UCC) is one of Canada’s foremost boys’ schools. UCC’s Preparatory School enrolls 410 students from Senior Kindergarten to Year 7, while the Upper School has 760 students from Years 8 to 12. The College’s boarding program welcomes more than 85 students from across Canada and the world. Graduates of UCC — an International Baccalaureate World School — are highly regarded by universities worldwide. Our global network of alumni includes leaders and innovators in politics, finance, arts, athletics, media and beyond.

UCC’s commitment to respecting privacy personal data use is in accordance with PIPEDA and CASL standards and the following provides information on how the College uses personal data.

For further information, please contact Jim LaPlante, Executive Director, Information and Innovation, at jlaplante@ucc.on.ca or (416) 488-1125, ext 3324.

TYPES OF PERSONAL DATA UCC PROCESSES

UCC keeps and uses personal data from the point of inquiry to the College through enrolment to a student concluding his time at the College. This includes day and boarding students as well as participants in other programs associated with the College, such as Summer Camps and the Summer Life program. UCC keeps data on students and their parents or guardians, staff, vendors, donors, contractors, volunteers and friends of the College, and other individuals connected to the school. The personal information kept is listed below, although not all types of data are kept for each individual. The only personal data kept on individuals depends on their roles and the business and operational needs of the College.

The personal data kept by the College Includes:

Names, date of birth, addresses, telephone numbers, e-mail addresses, marital status, custody status, and other contact/family details
Information needed to support individuals such as health card number and social insurance number;
Admission, academic, disciplinary and other education-related records, information about special educational needs, references, examination reports, grades and evaluations, and any data needed to support the educational success of our students
Education and employment data
Images, audio and video recordings
Financial information, if received, connected to the individual
Courses, meetings, and events attended

As a College, there is a need to keep and process special categories of data (e.g. health). UCC does so in accordance with regulations applicable to the specific data.

COLLECTING, HANDLING AND SHARING PERSONAL DATA

Most of the data collected comes directly from the individual or family concerned. There are occasions where the data collected is from third parties (e.g. previous school, references) or from publicly available information. Personal data is protected by data policies and is accessed only by appropriate staff to perform necessary business tasks. This data is guarded by user privilege sets as well as back up processes and procedures. Personal data is only shared externally when needed for the business purposes of the College (e.g. Toronto Public Health and the Ontario University Application Centre). UCC does not otherwise share or sell personal data to other individuals or organizations without expressed permission.

UCC works with third-party vendors to minimize private student data usage. We ensure that the companies comply with the expectations of the College with regards to privacy practices, data storage and backup, data residency, retention, and backup. This is true for all students from JK to Year 12.

As part of our secure parent portal, Bluenet, family contact information is shared to the UCC parent community via an online directory. To request to have your contact data removed from the directory, please send a written notice to the Prep or Upper School administration.

PROCESSING PERSONAL DATA

Personal data is kept and processed to support the academic and business operations of the College. We process personal data to support daily operation which includes:

Selection and admission of pupils
Data required for the Ontario Student Record (OSR)
Academic, operational and support data kept beyond the OSR requirement for students and parents at the College
Compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Canadian Anti Spam Legislation (CASL)
Faculty and staff administration including recruitment of staff, administration of payroll, pensions and sick leave, review and appraisal of staff and faculty performance, conduct of any grievance, capability or disciplinary procedures; and the maintenance of appropriate human resources records for current and former staff; and providing references
Promotion of the College through its own websites, prospectus and other publications and communications (including through social media channels)
Maintaining relationships with alumni and the school community by communicating with the students and families and organising events.

The above process is carried out to fulfil UCC’s legal obligations (including those under parent and staff employment contracts).

ADVANCEMENT AND KEEPING IN TOUCH

UCC is a Blackbaud organization leveraging Blackbaud’s Education Management Systems, Financial Edge and Raiser’s Edge (RE), together with a number of other systems and tools. The College’s technology infrastructure is generally supported on the technical side by the Department of Information and Innovation. The College is supported by a Data Policy Committee which ensures that all departments follow policies and procedures regarding the use of data at the College. the College's Advancement department plays an important role on this Committee.

Configuration, management and operation of Raiser's Edge (RE) is largely the responsibility of the Office of Advancement. The Director of Operations is an RE specialist and is the lead on database issues, training, and user profile implementation. Prospect research for the College is currently conducted by individual fundraisers with the Assistant Vice Principal of Advancement responsible for prospect assignments.

Of particular note is the CASL process and procedure found at this link.

HOW LONG IS PERSONAL ACADEMIC DATA KEPT?

Student academic data is kept as required by the Ontario Student Record (OSR) record keeping. Student transcript and supplementary OSR information are kept for 55 years after graduation. This information is available by request through the Student Services Department if the student graduated from the College and the OSR was not moved for other reasons (e.g., usually enrolling in another school).

YOUR RIGHTS

You have various rights under Data Protection Law to access and understand the personal data UCC holds about you, and in some cases to ask for it to be erased or amended or for UCC to stop processing it, but subject to certain exemptions and limitations.

You always have the right to withdraw consent, where given, or otherwise object to receiving generic or fundraising communications. Please be aware however that the College may have another lawful reason to process the personal data in question even without your consent. That reason will usually have been asserted under this Privacy Notice, or may exist under some form of contract or agreement with the individual (e.g. an employment or parent contract, or because a purchase of goods, services or membership of one of our societies).

If you would like to access or amend your personal data please contact the appropriate school office or the office of Advancement directly.

CHANGE OF DETAILS

UCC tries to ensure that all personal data held and processed by the College is as up to date and accurate as possible. Please log into Bluenet and update your contact card in the profile area.

THIS POLICY

UCC’s privacy notice should be read in conjunction with our other College policies and terms and conditions which make reference to personal data including, but not limited to, UCC's family handbooks and academic program guide.