Privacy and Confidentiality Policy
Effective Date: May 2025 Last Updated: May 2026
1. Introduction
École internationale Acadecap International School (AcadeCap) is committed to protecting the privacy, confidentiality, and security of the personal information of our students, parents, guardians, staff, and visitors. This policy outlines how we collect, use, disclose, and safeguard your information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and Ontario’s provincial privacy standards.
2. Accountability
AcadeCap is responsible for all personal information under its control. We have designated a Privacy Officer who is accountable for our compliance with this policy and applicable legislation. Any questions regarding this policy should be directed to info@acadecap.org.
3. Identifying Purposes
We collect personal information for purposes essential to providing a safe, high-quality educational environment, including:
- Admissions & Enrollment: Collecting application information.
- Online Forms: Enabling summer camp registration, open house registration and to contact us.
- Educational Services: Developing individual education plans, tracking academic progress, and providing reports.
- Health & Safety: Maintaining medical alerts, immunization records, and emergency contact information.
- Communication: Sending newsletters, school updates, and tuition billing.
- Website Usage: Improving our digital platform through cookies and usage data.
4. Consent
Consent is required for the collection, use, and disclosure of personal information, except where law requires or permits otherwise.
- Informed Consent: By enrolling a child at AcadeCap, parents/guardians provide consent for the collection and use of information necessary for the child’s education.
- Explicit Consent: We will obtain specific written consent for uses beyond standard operations (e.g., using a student’s photo in external marketing materials).
- Withdrawal: You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice.
5. Limiting Collection
AcadeCap only collects information that is necessary for the purposes identified. Information is collected by fair and lawful means directly from the individual or their parent/legal guardian.
6. Use, Disclosure, and Retention
- Internal Use: Access to personal information is restricted to employees who require it to perform their duties (e.g., teachers, administration).
- Third-Party Disclosure: We do not sell or trade personal data. We may share information with trusted service providers (e.g., educational software, school insurers) only if they adhere to strict confidentiality agreements.
- Legal Disclosure: We may disclose information without consent if required by law (e.g., child protection investigations under the Child, Youth and Family Services Act).
7. Accuracy and Access
We strive to ensure all personal information is accurate and up-to-date. Parents and staff have the right to:
- Request access to their personal information held by AcadeCap.
- Challenge the accuracy and completeness of the information and request amendments.
8. Safeguards
AcadeCap employs robust security measures to protect against loss, theft, and unauthorized access:
- Physical: Locked filing cabinets and restricted access to administrative and financial documentation.
- Technical: Password protection, encryption, firewalls, and secure servers for digital records.
- Administrative: Confidentiality agreements signed by all staff and training on privacy best practices.
9. Website and Cookies
Our website (acadecap.org) uses "cookies" to enhance user experience and analyze traffic.
- Usage Data: We may collect your IP address, browser type, and pages visited to improve our site performance.
- Third-Party Links: Our website may contain links to external sites. AcadeCap is not responsible for the privacy practices of those third parties.
10. Limits to Confidentiality (Safety Disclosure)
While we prioritize confidentiality, staff are legally and ethically obligated to break confidentiality in the following circumstances:
1. If there is a reason to suspect a child is at risk of harm or neglect.
2. If an individual poses a danger to themselves or others.
3. If ordered by a court of law.
11. Challenging Compliance
If you believe AcadeCap is not adhering to this policy, please contact our Privacy Officer. We will investigate all complaints and take appropriate measures to resolve them. If the concern is not addressed to your satisfaction, you may contact the Office of the Privacy Commissioner of Canada.
Contact Information
École internationale Acadecap International School
Attn: Privacy Officer
3448 Richmond Road
613-721-3872
info@acadecap.org
