Privacy Policy

THE ROSEDALE DAY SCHOOL - PRIVACY POLICY

The Rosedale Day School (RDS) is committed to protecting the privacy of its community
members’ personal information. This Privacy Policy provides detailed information about how
RDS collects, uses, and discloses the personal information of its community members. It should
be read in conjunction with our other School policies. RDS’s commitment to respecting privacy
personal data use is in accordance with PIPEDA and CASL standards and the following provides
information on how the School uses personal data.

THE PERSONAL INFORMATION THAT WE COLLECT

RDS collects personal data and information about its prospective, current and past students and
their families; current and former faculty, staff, volunteers, suppliers and contractors; donors,
friends and supporters; Governors; community affiliates and partners; website visitors; and other
individuals connected to or visiting RDS.

The personal information that RDS collects takes different forms – it may include factual
information, images, or other recorded information which identifies or relates to an individual.
Some of this information may be publicly available; some of it may be provided through
individuals’ interactions with RDS. It may have been collected before or after this Policy was
first published.

Examples of the personal information that RDS may collect about its community members include:
○ Names, addresses, telephone numbers, email addresses, and other contact details;
○ Family information;
○ Admissions application and open house information;
○ Fundraising, communication, and advancement information;
○ Academic information such as attendance, grades, progress reports and special educational needs;
○ Employment data;
○ Images, audio, and video recordings;
○ Financial information;
○ Courses, meetings, or events attended;
○ Website visitor information;
○ Health information; and
○ Police reference check information.

RDS will limit the amount and type of personal information it collects to that which is necessary
for the purposes of School operations.

HOW WE USE AND STORE PERSONAL INFORMATION

RDS uses personal information as required in order to carry out its educational mission and
provide related services to its students and other community members.
For example, RDS may use personal information collected from its prospective, current, and past
students and their families for the following purposes:
● To teach and evaluate students, monitor their progress, and provide them with
individualized academic and other support as appropriate;
● To accommodate students with particular educational needs;
● To administer its admission and financial aid programs;
● To communicate with current, former, and prospective students and their families about
School events and activities, volunteer opportunities, and fundraising efforts;
● To administer co-curricular and extra-curricular activities; and
● To supervise off-campus activities and trips.

RDS may use personal information collected from its current and former faculty, staff, and
volunteers to create and manage its employment and volunteer relationships, including, for
example, to solicit and evaluate applications, to hire and retain individuals, to administer
employment-related services such as payroll and benefits, and to monitor performance.
Only certain individuals within RDS are authorized to view and use personal information. Those
individuals are permitted to use the information only for the purposes for which the information
was collected. RDS has implemented policies on the appropriate handling and safeguarding of
personal information. It trains its faculty and staff on these policies, and requires their adherence
to these policies.

Some of the personal information collected by RDS is stored by outside hosted databases or
cloud storage providers. RDS requires these outside entities to maintain its personal information
securely and in accordance with RDS’s privacy policies and all applicable laws.
In some cases, personal information collected by RDS may be stored outside Canada. In such
cases, the personal information will be subject to the laws of other jurisdictions and may be
available to foreign government authorities under lawful orders and laws applicable therein.

HOW WE SHARE PERSONAL INFORMATION

RDS may disclose personal information to others outside of RDS where permitted by law. For
example, RDS may disclose personal information to outside organizations that provide services
to RDS, such as e-learning platforms, educational trip providers, employment profiles,
consultants, and communication services. In such cases, RDS discloses only the personal
information necessary for the provision of the service. The service provider uses the personal
information only at RDS’s direction and in accordance with RDS’s privacy policies and all
applicable laws.

RDS may also be required by law to disclose personal information in some cases. For example,
in certain circumstances RDS may be obligated by law to disclose personal information to the
Ontario Ministry of Education. From time to time, it may be compelled to disclose personal
information in response to a law, regulation, court order, subpoena, valid demand, search
warrant, government investigation, or other legally valid request or enquiry.
Except as required or permitted by law, RDS will not disclose personal information to others
outside of RDS without the consent of the individual.
RDS does not rent, sell, or trade personal information.

CHANGES OF PERSONAL INFORMATION

RDS makes efforts to ensure that all personal information held in relation to an individual is as
up-to-date and accurate as possible. All community members should notify RDS of any
significant changes to important information, such as contact details. Current families will be
asked to verify their demographic information on an annual basis.

THIS POLICY

If you have questions regarding your personal information or its use, please contact our Privacy
Officers by email at office@rds-on.com, by telephone at 4169234726.
RDS may amend this Policy from time to time. The date on which the Policy was last amended
is provided at the end of the Policy.

August 2019