Privacy & Freedom of Information

Privacy

 

The Simcoe Muskoka Catholic District School Board recognizes the importance of establishing and maintaining a privacy sensitive culture in its schools and administrative facilities. Under the authority of the Education Act, the Simcoe Muskoka Catholic District School Board collects, uses and shares personal information from, and about, parents/guardians/students for the purposes of planning, administering, and delivering educational programs and services.

 

In addition to the Education Act, the Freedom of Information and Protection of Privacy Act (FIPPA), the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Personal Health Information and Protection Act (PHIPA) governs the collection, use and sharing/disclosure of personal information.

 

In accordance with legislation and Board-related policies and procedures, the Simcoe Muskoka Catholic District School Board shares the personal information it collects as follows:

  • for the purpose for which it was obtained or a consistent purpose;

  • with Board officers or employees who need access to the information in the performance of their duties if necessary and the execution 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 we will use and disclose the information.  

 

How is my Personal Information Used/Shared?

In addition to the Education Act, the Freedom of Information and Protection of Privacy Act (FIPPA), the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Personal Health Information and Protection Act (PHIPA) governs the collection, use and sharing/disclosure of personal information.

 

In accordance with legislation and Board-related policies and procedures, the Simcoe Muskoka Catholic District School Board shares the personal information it collects as follows:

  • for the purpose for which it was obtained or a consistent purpose;

  • with Board officers or employees who need access to the information in the performance of their duties if necessary and the execution 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 we will use and disclose the information.  


How is Information Accessed?

The Municipal Freedom of Information and Protection of Privacy Act (the Act) establishes a general right of access to records held by municipal government, local agencies, school boards and commissions, using these principles:

  • Any information held by government should, in general, be available to the public;

  • Any exemptions from the right of access to information should be limited and specific;

  • Any decisions relating to access to information can be reviewed by the independent Information and Privacy Commissioner/Ontario; and

  • Any person may make a request for information held by a government institution covered by the Act.

Freedom of Information Requests

 

Overview of FOI Request Process


Important: The following is a very simple overview of the FOI request process. Each FOI request varies and the following process may be different depending on a number of variables, including but not limited to: the type of request made, the amount of information requested, and the accessibility of the information requested.


Process:


  1. Requester completes the SMCDSB FOI Request Form

  2. Requester prepares required fee payable to the Simcoe Muskoka Catholic District School Board

  3. Requester submits the form (with any supporting documentation necessary) and fee through mail to the Simcoe Muskoka Catholic District School Board

  4. Receipt of form and fee will be confirmed internally by the Privacy Officer and a FOI file will begin

  5. Requester will receive an initial communication via email or telephone to confirm receipt of all required documents and fee and to promote understanding and clarity of the request

  6. Privacy Officer will process the request

  7. A decision letter will be provided to the requester that, depending on the type of request, may outline released documents, corrections made, etc. This letter will also outline additional rights that you may have in accordance with the Act

 

How do I make a Freedom of Information (FOI) Request?

FOI requests are made using the SMCDSB FOI Request Form

 

Form and Application Fee are to be submitted by mail to:

 

Attention: Research, Information and Privacy Officer

Simcoe Muskoka Catholic District School Board

46 Alliance Blvd.

Barrie, ON L4M 5K3


How much does a FOI request cost?

There is a mandatory $5.00 application fee that must be paid when submitting the SMCDSB FOI Request Form. Make the fee payable to the Simcoe Muskoka Catholic District School Board. Please be advised that the $5.00 application fee cannot be waived and is non-refundable.

 

Additional fees for searching, photocopying, severing, etc., may apply as outlined in Section 45 of the Act.


What is the time frame for completing a FOI request?

The Board responds to a request within 30 days of receiving the form and application 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 you will be notified as outlined in Section 20 of the Act.


If I have questions or require more information, who do I contact?

For more information, email the Privacy Officer at privacy@smcdsb.on.ca.

 

Additional information about access to information may be obtained by visiting the Information and Privacy Commissioner of Ontario (IPC).