Information and Privacy Management Plan

As required under section 76.1(a) of the Freedom of Information and Protection of Privacy Act, the Board designates the Superintendent of Schools/CEO as the official head of the School District for the purposes of the Act.

 

The Superintendent designates the Secretary Treasurer as the District Privacy Officer. 

 

For any privacy related matters, please contact the Privacy Officer at [email protected] or by calling (250) 498-3481.

 

When would you need to contact the Privacy Officer?

• Question or concern on the accuracy and/or correction of personal information
• Permitting individuals to access their own personal information (held by the School District)
• Consent
• Collection Notices
• Reasonable security for the personal information in the public body’s custody or under its control
• Completing or obtaining privacy impact assessments (PIAs)

• A PIA is an in-depth review of any new or significantly revised initiative, project, activity or program to ensure that it is compliant with the provision of the ACT. 
• An Information Sharing Agreement (ISA) sets conditions on the collection, use or disclosure of personal information by parties to an agreement.
• Employees who wish to add new iPad apps will be required to complete a request form at this link: SD53 iPad App Request Form (office.com) 

Privacy training and awareness helps employees identify personal information, understand their privacy obligations, and are an important part of breach prevention.

 

What is considered personal information? (BC Government Personal Information )

 

Personal information includes information that can be used to identify an individual through association or inference. Some examples are:

• Name, age, sex, weight, height.
• Home address and phone number.
• Race, ethnic origin, sexual orientation.
• Medical information.
• Human Resources information.

 

The following privacy topics for education activities are relevant for most public bodies:

• An understanding of what constitutes personal information.
• Appropriate collection, use and disclosure of personal information.
• Reasonable security measures and access controls to protect personal information.
• Identification and reporting of privacy breaches and privacy complaints.

 

Training on the following topics may also be included:

• Privacy impact assessments.
• Privacy and security requirements for storage of sensitive personal information outside of Canada.

 

Employees in School District employees with access to student or employee personal information are required to complete FOIPPA training and final test. These employees include: 

• Administrative Secretaries
• Payroll Assistants
• Administrators 
• Excluded District Staff  

 

Privacy related policies or procedures are published on the School District’s website

 

See  Policy G-2 Public Access to Information and Protection of Privacy

See top right of this page for the Directory of Personal Information Banks.

When service providers handle personal information related to the provision of services for a public body, the public body must inform them of their privacy obligations. Contracts are one way to demonstrate privacy obligations for service providers. (See Information Sharing Agreements above)

 

PIAs are another useful tool to demonstrate how public bodies and service providers can meet their privacy obligations. By completing a PIA, a public body can assess the services, confirm compliance for such things as collection, use and disclosure of personal information under FOIPPA, and identify privacy risks.

 

Privacy training, policies and procedures will also support a service provider in complying with their privacy obligations when providing services for a public body. (See sections above)