Privacy Policy

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

For further information, please contact Rhona Birenbaum, CFO/Executive Director, at rbirenbaum@tanenbaumchat.org. 

TYPES OF PERSONAL DATA TANENBAUMCHAT PROCESSES
TanenbaumCHAT keeps and uses personal data from the point of inquiry to the school through enrolment to a student concluding their time at the school. TanenbaumCHAT keeps data on students and their parents or guardians, staff, vendors, current and prospective donors including alumni, contractors, volunteers and friends of the school, 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 personal data kept on individuals depends on their roles and the business and operational needs of the school.

The personal data kept by TanenbaumCHAT 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 school, there is a need to keep and process special categories of data (e.g. health). TanenbaumCHAT 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 school (e.g. Toronto Public Health and the Ontario University Application Centre). TanenbaumCHAT does not otherwise share or sell personal data to other individuals or organizations without expressed permission.

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

PROCESSING PERSONAL DATA

• Personal data is kept and processed to support the academic and business operations of the school.  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 school
• 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 school through its own websites, publications and communications (including through social media channels)
• Maintaining relationships with alumni and the school community by communicating with the students and families and organizing events.
• The above  process  is carried out to fulfill TanenbaumCHAT’s legal obligations (including those under parent and staff employment contracts).

IT SYSTEMS USED TO KEEP IN TOUCH

TanenbaumCHAT uses a number of software programs to keep in touch.  While the school has a number of systems and tools, the 3 key digital platforms in use are:

i) Edsby, a learning management system (LMS) used by students, parents and staff to access resources and enables the TanenbaumCHAT community to communicate, collaborate, and share documents and other information, 

ii) InResonance, a software system used for student enrolment and billing, and 

iii) Blackbaud's Raiser's Edge, a campaign management and donor database platform used by our Advancement department.  

The school’s technology infrastructure is generally supported on the technical side by the IT department.   Configuration, management and operation of Raiser's Edge (RE) is largely the responsibility of the Director of Advancement who is an RE specialist and is the lead on database issues, training, and user profile implementation. 

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 Guidance Department if the student graduated from TanenbaumCHAT 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 TanenbaumCHAT holds about you, and in some cases to ask for it to be erased or amended or for TanenbaumCHAT 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 school 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
TanenbaumCHAT tries to ensure that all personal data held and processed by the school is as up to date and accurate as possible. Current families can log onto the Parent Portal to update their contact card in the profile area. 

THIS POLICY
TanenbaumCHAT’s privacy notice should be read in conjunction with our other school policies and terms and conditions which make reference to personal data including, but not limited to TanenbaumCHAT’s School and Staff Handbooks and academic program guide.