PURPOSE: This Policy has been adopted in order to regulate the collection, use and disclosure of personally identifiable information through Montessori Academy of London’s (the school) website, in writing, or otherwise, of employees, or other individuals, including applicant and enrolled parents, and to ensure compliance with privacy legislation.
OVERVIEW: The school must collect personal information from time to time from employees and other individuals, including applicant and enrolled parents, in order to conduct its business, provide educational services, maintain records, and provide benefits and services to those parties.
PRINCIPLES: The collection of such personal information shall be governed by the following principles:
- Accountability: The Registrar shall oversee the administration of this policy and the development of information gathering and handling practices.
- Openness: Individuals from whom information is collected shall be advised that the school has policies and practices in place to securely manage such information.
- Identify the Purpose: The specific purposes for which personal information is collected and used and/or disclosed shall be clearly identified and explained, in writing where possible, to the individual at or before the time the information is collected. The information we may gather may include but not limited to: contact information, emergency contact information, student medical information, parent employment information.
- Obtaining Consent: Informed consent is required for the collection, use, and disclosure of personal information. Such consent may be expressed or implied. The consent will be implied as an employee of the school or applicant/enrolled family unless the individuals notify the Registrar otherwise. There are limited circumstances where consent may not be possible and the Registrar shall be consulted prior to the collection, use or disclosure of the personal information of an individual without their consent.
- Collecting Information: The collection of personal information will be limited to that which is necessary for the specific purposes identified. Information shall be collected by clear, fair and open means.
- Use and Disclosure of Information: Personal information will not be used or disclosed for purposes other than those for which it was collected except instances such as but not limited to: legal team representing the school, to collect debt owed to the school; to comply with legal requests (government, law enforcement or other investigative body); or for emergency purposes when consent is not available in a timely way. In the case of student records, the school will exchange personal information with the Ontario Ministry of Education in order to assign, update and validate the Ontario Education Number and the personal information associated with them.
- Accuracy: When the school collects, uses or discloses your personal information, we will make reasonable efforts to ensure that it is accurate to the extent necessary to fulfill the purposes for which it was obtained. You may submit a written request to us to correct any errors or omissions in any of your personal information that is in our control. We will either amend the information or notify you of any reasons why such an amendment cannot be made.
- Security: Personal information, regardless of the format in which it is held, shall be protected by adequate security safeguards, including physical measures, technological resources and organizational controls, to protect against loss, theft or unauthorized access. Access to personal information shall be permitted strictly on a “need to know” basis.
- Access: Upon request, and no later than thirty days thereafter, an individual shall be informed of the existence, use, and disclosure of their personal information and shall be given access to that information, except in some limited circumstances. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate. The Registrar shall be advised of all such challenges.
- Complaint process: An individual dissatisfied with the manner in which the school has handled their personal information, may contact The Executive Director in writing to outline their concerns. The Executive Director will investigate with the Registrar and respond to all complaints made in relation to this policy, and notify the individual of the outcome of the investigation, and correct any compliance problems identified.
Contact information for the Registrar
Montessori Academy of London, Inc.
719 Waterloo Street
London, Ontario N6A 3W1
Tel: 519-433-9121
Fax: 519-433-8941
E-mail: info@montessori.on.ca