SCS Privacy Policy

Steinbach Christian School values its relationship with students, alumni, donors and staff, and is committed to protecting the privacy rights of these stakeholders. We are therefore committed to maintaining the accuracy, confidentiality, and security of personal information. This privacy policy explains how we collect, use, disclose and safeguard the personal information you provide to us.
By providing personal information to us, you consent to our collection, use and disclosure of your personal information in accordance with this privacy policy.

As part of the Organization’s commitment to treat your personal information with respect, we follow these ten fair information principles (the “Principles”) as set out in Generally Accepted Privacy Principles (GAPP) developed by the Canadian Institute of Chartered Accountants and American Institute of Certified Public Accountants.

• Principle 1 – Management
• Principle 2 – Notice
• Principle 3 – Choice and Consent
• Principle 4 – Collection
• Principle 5 – Use and Retention
• Principle 6 – Access
• Principle 7 – Disclosure to Third Parties
• Principle 8 – Security for Privacy
• Principle 9 – Quality
• Principle 10 – Monitoring and Enforcement

Each of the Principles apply to the Organization’s practices as described below.

We will maintain and protect the personal information under our control. We have policies and procedures for ensuring privacy and security of data, which are strictly enforced to protect the individuals from whom we may collect personal information. We have a Privacy Officer who is responsible for ensuring our compliance with the Principles and this privacy policy. If you have questions about this privacy policy or our use of your information, or if you need help changing your personal information, please contact the privacy officer at Privacy@SteinbachChristian.ca.
We have implemented policies and procedures that implement this Privacy Policy which includes communication and providing training to our employees on these policies and procedures.

Steinbach Christian School will identify to you the purposes for which it will collect or use personal information before or at the time the information is collected.
The Organization collects the personal information of students, staff and donors for purposes of providing education services, managing payroll and benefits, and issuing receipts for gifts made to the Organization. In addition, the Organization also collects, uses and discloses your personal information to federal and provincial government agencies where required by applicable law.
If a new purpose is identified for the use of the information collected, the new purpose will be explained prior to its new use. Unless the new purpose is required by law, your consent is required before information can be used for that purpose. This consent will usually be obtained in writing; however, it may on occasion (depending on the circumstances) be obtained verbally, in person or by telephone.

Except where required or permitted by law, your informed consent is required for the collection, use or disclosure of your personal information. Should we wish to make use of your personal information for a secondary purpose (i.e. such as a mailing list), your consent will be obtained and you may opt-out of this secondary use whenever you wish.
By providing personal information to us, you consent to the collection, use and disclosure of your personal information in accordance with this privacy policy.
You may withdraw your consent at any time. However, by doing so, you may also place the Organization in a position where it is unable to provide to you services you have previously requested from the Organization.

The personal information collected by us shall be limited to those details necessary for the purposes identified to you. We may collect this information from you via the Internet, over the telephone, in person or from third-party sources such as credit reporting agencies.
The type of personal information we may collect depends on, and is related to, the reason (or purpose) such personal information was provided to us. Following are types of personal information we may request.

• Contact information, such as your name, mailing and/or e-mail address, and home telephone number in order to send you information requested, transcripts and tax documents.
• Credit card, bank account or other billing information for the purpose of processing your payment for services.
• Academic information from educational institution you have previously attended in order to confirm your suitability for the the grade level in which you are enrolled, or to confirm your qualifications for employment.
• Medical information for the purposes of protecting you from exposure to foods or substances to which you have an allergy.
• Financial information in order to determine your eligibility for financial assistance.

We will only use or disclose your personal information in accordance with the purposes for which it was originally collected unless you have otherwise consented, or when required or permitted by law. We will keep your personal information only for as long as is required to fulfill the purpose for which it was collected or as required by law.
Access
Upon your written request, we shall inform you of:

• The type of personal information we have collected
• How we have used your personal information in the past, and how we may in the future
• Whether or not we have disclosed your personal information to any third parties (and, if so, to whom).

You may ask about the accuracy and completeness of your personal information, and may request that it be changed, if appropriate.  
Please note that before we are able to provide you with any information or correct any inaccuracies we may ask you to confirm your identity and provide additional information to help us respond to your request.
Please submit your request to the Privacy Officer.

Except as explained in this privacy policy, as required by law or regulation or as otherwise consented to by you, we do not disclose any personal information to third parties. The following are the limited instances where we may disclose your personal information to the following third parties for the following uses:

• To Rotessa, our tuition management contractor, for the purpose of processing your payments for tuition and education fees.

The security of your personal information is a priority to the Organization. The Organization is responsible for protecting personal information under its control, including personal information that has been transferred to, or received from, a third party.
In the event that personal information is transferred to a third party, the Organization will take steps to ensure that such a recipient safeguards the Personal Information and uses the information only for authorized purposes.

• Physical security measures such as restricted access facilities and locked filing cabinets.
• Electronic security measures for computerized personal information such as password protection, database encryption and personal identification numbers.
• Organizational processes such as limiting access to such personal information to a selected group of individuals.
• Contractual obligations with third parties that require access to personal information, by agreements stipulating the confidentiality of the information and requiring them to protect and secure the personal information. 

Only staff with a business need to know, or whose duties reasonably so require, are granted access to personal information and shall be required to respect the privacy of that information.

In the course of daily operations, access to private, sensitive and confidential information is restricted to authorized employees who have a legitimate business purpose and reason for accessing it. As a condition of their employment, all employees of the Organization are required to follow this policy. Employees are informed about the importance of privacy and they are required to agree to a code of conduct that prohibits the disclosure of any personal information to unauthorized individuals or parties.
Unauthorized access to and/or disclosure of personal information by an employee of the Organization is strictly prohibited. All employees are expected to maintain the confidentiality of personal information at all times and failing to do so will result in appropriate disciplinary measures, which may include dismissal.  

We shall make every reasonable effort to ensure your personal information is accurate, complete and up-to-date. You are responsible for advising the Organization of any inaccuracies or changes to your personal information. Such inaccuracies or changes may be reported to our receptionist or school secretary.

If you have questions about this policy or our use of your information, or if you need help changing your personal information, please contact the privacy officer by email at Privacy@SteinbachChristian.ca.
Updated: December 28, 2022