Digital Tools Informed Notice Statement
Any questions about information contained in this Notice Statement may be referred to Information and Technology Services, [email protected].
Definitions and use of digital tools
Personal information (PI) in this document means information about an identifiable individual. Examples could include a name, unique identifying number or symbol together with other information about the individual.
Digital tools include software, applications (apps), web services, browser extensions, etc. We use digital tools to administer educational programs and associated services and to help deliver them in an efficient and cost-effective manner.
The collection of personal information using digital tools is for the purpose of providing education and education-related services such as instruction, assessment, and evaluation, as well as for ancillary and administrative services, such as attendance, transportation and facilities. The collection of personal information is necessary for us to deliver the services that we are mandated to provide by the Education Act.
Our teachers use digital tools to assist with differentiated instruction, to provide platforms for and offer parents tools for engagement. Digital tools are also used to gather student work, for assessment of a student’s knowledge, learning skills, work habits, behaviour, learning style, learning strengths and weaknesses, engagement, and achievement.
Our employees and contractors use digital tools to make the management of data more efficient and secure, and to assist with reporting requirements to parents and the Ministry of Education.
Purpose of third-party digital tools
The Education Act authorizes us to collect and use personal information to provide the services that we deliver to students and their families.
The table below outlines how digital technologies are used.
| How Digital Tools are Used at HPEDSB |
|
Purpose
|
Examples
|
|
Administration, Ministry of Education reporting purposes and legal requirements to share information with third parties.
|
Student registration and class placement
Parent and emergency contact information and medical plans of care, if required
Communication tools for school administrative purposes
Behaviour and safety tracking
Attendance reporting and safe arrival programs
Student evaluation tracking and report card programs
Special education and student services records (IEPs, behaviour plans)
Student transportation
Student photos, yearbook creation, etc.
Tacking the provision of devices and technologies to students
Reporting to the Medical Officer of Health, OFSSA, the Ministry of Education and other third-party providers, as authorized
School-to-home communication tools, parent portals, etc.
Payment processing, e.g. for field trips, etc.
|
|
Student instruction, assessment and evaluation including remote and online learning.
|
Learning management systems, e.g., Google Classroom
Video conferencing, communication and collaboration tools, e.g. Google Workspace for Education
Assessment and evaluation tools
Digital portfolios, e.g., myBlueprint
|
|
Education tools to support content creating, collaboration, creation, communication, and critical thinking and organizational.
|
Coding programs
Blogging
Digital math tools
Word processing/slides design
Music programs
Video and music editors
Organizational tools
Digital reference library and databases
|
|
Experiential learning
|
Simulations
Digital field trips
Guest speakers
Cooperative education
SHSM
|
The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) regulates how a school board collects and
manages personal information.
Authority to collect personal information
The Education Act and Ministry of Education provide the authority for school boards to collect personal information
about you and your children attending school.
Notice of collection
This notice is required to advise you that we will be collecting personal information belonging to our students and
their parents/guardians to provide educational services. This notice outlines how the board uses digital tools to fulfil its objectives.
Use of personal information
We will only use the personal information collected for the reason the it was collected, for a reason that is
consistent with the reason it was collected or with your consent to use it for a different purpose.
Disclosure of personal information
We will only disclose the personal information collected for the reason it was collected, or for a consistent reason
that is necessary and proper in our efforts to provide educational services.
In some cases, HPEDSB may disclose personal information to digital tool providers as agents, and they might be
engaged to collect, use and/retain personal information on behalf of HPEDSB for HPEDSB purposes. In such
cases, the digital tool providers are providing HPEDSB with services to fulfil the HPEDSB mandate and in a manner
that meets the HPEDSB legal responsibilities and policy requirements.
When personal information is disclosed to digital tool providers, HPEDSB retains ownership and control of the
personal information. The providers are only permitted to use the information to provide services for HPEDSB and
the digital tool providers must ensure that the personal information is secure from unauthorized access, use or
disclosure.
Protection of personal information
Reasonable security measures must be used to protect personal information from inadvertent or unauthorized
access or disclosure, as follows:
- only those individuals who require access to information to fulfil their job or contractual duties can have
access;
- service providers cannot directly or indirectly disclose, sell, share, destroy, exploit or use any personal
information (except as permitted by law); and
- industry standard security measures are required to be used to protect personal information.
Risk mitigation strategies to protect personal information
HPEDSB has policies and procedures that provide guidance for staff and service providers about when and how they
can use digital tools that collect personal information.
Strategies are used, when possible and appropriate, to prevent the collection of personal information that is not needed
for HPEDSB purposes. Examples include using teacher generated codes, pseudonyms, or anonymous user accounts
and/or minimization of personal information collected by the digital tool.
Questions or concerns?
Any questions you have about how HPEDSB collects, uses or discloses personal information may be referred to the Privacy Officer at [email protected]
Any questions you have about HPEDSB use of digital tools, or a particular digital tool used in your child’s classroom
may be referred to Curriculum Services at [email protected], or your child’s school principal.