Privacy and Freedom of Information
PERSONAL INFORMATION AND PRIVACY
The Grand Erie District School Board is committed to protecting the privacy of our staff and students.
Personal Information is defined as recorded information about an identifiable individual and recorded in any format.
Under the authority of the Education Act, the board collects, uses and shares personal information from, and about, parents/caregivers/students for the purposes of planning, administering, and delivering educational programs and services.
The Municipal Freedom of Information and Protection of Privacy Act (the Act) regulates the way personal information is administered with a view to protect each individual’s right to privacy.
In accordance with legislation, the Grand Erie District School Board shares the personal information it collects as follows:
- for the purpose for which it was obtained or a consistent purpose (a purpose consistent for the reason collected);
- with board officers or employees who need access to the information in the performance of their duties if necessary and proper in the discharge of the board’s authorized functions;
- to comply with legislation, a court order or subpoena, or to aid in a law enforcement investigation conducted by a law enforcement agency; and
- in compelling circumstances affecting health or safety.
It is our practice to include a Notice of Collection Statement on forms used to collect personal information to advise you how our board will use and disclose the information.
FREEDOM OF INFORMATION REQUEST
The Act establishes a general right of access to records held by school boards. Any individual may make a Freedom of Information request for the following purposes:
- access to general records;
- access to own personal information and/or personal information of students; and
- correction to personal information.
Requests for information made under the Act must be made in writing and accompanied by an administration fee. To make an access request under MFIPPA complete this form and forward it to:
Kelly Ireland-Aitken
Privacy Officer
Grand Erie District School Board
349 Erie Avenue
Brantford, ON N3T 5V3
(519) 756-6306 ext. 281178 or fax (519) 759-0895
privacy@granderie.ca
What is the time frame for completing a request?
The board responds to requests within 30 days of receiving the form and appplication fee. Requests requiring an extensive search, a large number of records, and/or consultation with an external third party may require an extension to the 30 days. If an extension is required, the requester will be notified as outlined in Secion 20 of the Act.
The requester will be notified when:
- furhter information or clarification is needed;
- a time limite has been extended, giving a reason;
- record-serving is required, giving a reason;
- access is denied, giving a reason; and
- the estimated fee exceeds $25.00.
The process assures the requester’s anonymity. The requester does not have to explain why the information is required. The requester’s residency, age, or citizenship does not restrict right of access.
FEES
There is a mandatory $5.00 application fee that must be paid when submitting a Freedom of Information request. Please be advised that the $5.00 application fee cannot be waived and is non-refundable.
| Application Fee: | $5.00 |
| Search Time: | $7.50 per ¼ hour |
| Record Preparation: | $7.50 per ¼ hour |
| Photocopying: | $0.25 per page |
| Computer Programming: | $15.00 per ¼ hour |
| Disks: | $10.00 per disk |
Fees can be paid by cash/cheque or e-transfer to cashreceipts@granderie.ca. If sending by e-transfer please include name and note fee for FOI request.
RIGHT TO APPEAL A DECISION
If you are not satisfied with the response you have received from the board, you can appeal it with the Information and Privacy Commissioner of Ontario. You may also lodge a complaint with the Commissioner if you feel the board has breached your personal privacy. They may be reached by calling 1-800-387-0073 or faxing (416) 325-9195. For further information, visit the IPC/O website.