Privacy Policy | Upper Canada College

INTRODUCTION

UCC is committed to respecting the privacy of all its community members including employees, parents, students, alumni, donors, stakeholders and other individuals about or from whom we collect personal information. The following privacy policy provides information on how the College collects and processes personal information.

TYPES OF PERSONAL DATA UCC PROCESSES

UCC collects, keeps and uses data on prospective and enrolled students and their parents or guardians, employees of the College, alumni, participants in programs such as Summer Camp and Summer Life, vendors, donors, contractors, volunteers and friends of the College, and other individuals connected to the school. The types of information depends on their roles and the business and operational needs of the College.

Types of personal information collected, kept and used by the College include, but are not limited to:

Name, date of birth, address(es), telephone number, email address, marital status, custody status, and other family details
Information needed to support individuals within the College such as health card number and social insurance number
Demographic data from prospective and admitted students, as relevant for the College’s diversity, equity, and inclusion, and community building initiatives
Admission references, examination reports and any other data required to support the admissions process
Academic, disciplinary and other education-related records, information about special educational needs, references, grades and evaluations, and any data needed to support the educational success of our students
Education and employment data
Images, audio and video recordings
Course rosters, meetings, and events attended
Special categories of data such as health and financial information, in accordance with regulations applicable to this 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 information is protected by internal data policies and is accessed only by appropriate staff who require access to the data to perform their necessary business tasks, as described below (see “Processing Personal Data”). This data is guarded by user privilege sets as well as backup processes and procedures. Personal information is only shared externally when required for academic or business processes or under specific circumstances including, but not limited to: Toronto Public Health (TPH) requirements, Ontario Universities’ Application Centre (OUAC) processing, or if required by law. UCC does not otherwise share or sell personal data to other individuals or organizations without expressed permission.

UCC works with third-party vendors to minimize private student data usage. We ensure companies comply with the expectations of the College with regard to privacy practices, data storage and backup, data residency, and retention. As part of our secure parent portal (Bluenet), family contact information is shared within the UCC parent community. To request to have this contact data hidden in the directory, please send a written notice to Prep or Upper School Administration.

PROCESSING PERSONAL INFORMATION

Personal information is collected, kept and processed to support the academic and business operations of the College. We process personal information to support daily operation which includes but is not limited to:

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 College
Understand the College’s prospective and enrolled student populations
Engage in community building and outreach, including planning student activities, providing access to student support, and developing academic programs
Employee administration and record processing
Promotion of the College through the UCC website and social media channels, prospectus and other publications and communications
Maintaining relationships with alumni and the school community by communicating with students and families and organising events

The above process is carried out to fulfil UCC’s legal obligations (including those under enrolment and employee contracts).

DATA GOVERNANCE

UCC uses Blackbaud’s Education Management System, Financial Edge (FE) and Raiser’s Edge (RE) systems, together with many other systems and tools. The College’s technology infrastructure is generally supported on the technical side by the Department of Information and Innovation. The College is supported by a Data Governance Committee which ensures that all departments follow policies and procedures regarding the use of data at the College. The College's Advancement department plays an important role on this Committee.

ADVANCEMENT AND KEEPING IN TOUCH

Configuration, management and operation of RE is largely the responsibility of the Office of Advancement. The Executive Director, Advancement Operations is an RE specialist and is the lead on database issues, training, and user profile implementation. The Advancement Office at Upper Canada College is committed to keeping our alumni, parents and friends connected to the College. The data collected allows us to keep in touch and share relevant updates from the College.

With respect to generic or fundraising communications, you have the right to withdraw consent, where given, at any time, by contacting advancement@ucc.on.ca.

Of particular note is the CASL process and procedure found at this link.

HOW LONG IS PERSONAL ACADEMIC INFORMATION KEPT?

Student academic data is kept as required by the Ontario Student Record (OSR) record keeping policies as outlined by the Ontario Ministry of Education. Student transcripts and supplementary OSR information, for those who graduated from the College, are kept for 55 years. This information is available by request through the Registrar’s Office if the student graduated from the College and the OSR was not moved for other reasons (e.g. usually enrolling in another school).

Non-academic personal data of students may be deleted from software systems under certain circumstances.

YOUR RIGHTS

You have rights under various data protection legislation and standards to access and understand the personal information UCC holds about you. These rights include the ability to request for data erasures or data correction or to request UCC stop processing your data. UCC may be bound by legal obligations or business limitations that may prevent data requests from being fulfilled, and in some cases to ask for it to be erased or amended or for UCC to stop processing it, but subject to certain exemptions and limitations.

Please be aware that the College may have lawful reasons to process the personal information in question even without your consent. That reason will usually have been asserted under this privacy policy, or may exist under some form of contract or agreement with the individual (e.g. an employment or student registration contract, or because a purchase of goods, services or membership to one of our societies).

If you would like to access your personal information, please contact privacy@ucc.on.ca.

CHANGING PERSONAL INFORMATION

UCC tries to ensure that all personal information held and processed by the College is as accurate as possible.

Employees should log in to ADP to make changes to personal information.
Current families can log into Bluenet to check their contact card in the profile area. Any changes should be sent to the appropriate school office.
Alumni can update their personal information here or email association@ucc.on.ca.

THIS POLICY

UCC’s privacy policy should be read in conjunction with other College policies and terms and conditions which make reference to personal information.

For further information, please contact privacy@ucc.on.ca.