Privacy Policy

1. Introduction & Scope

This Privacy Policy outlines how St. Clement's Early Learning School, operating in Ontario, Canada (the "School"), collects, uses, discloses, and safeguards personal information. Our privacy practices are designed to comply with Canada's federal Personal Information Protection and Electronic Documents Act (PIPEDA), as well as relevant provincial guidelines under the Child Care and Early Years Act, 2014 (CCEYA).

This policy applies to all students, parents, legal guardians, employees, and visitors whose personal information is collected by the School.

2. Personal Information We Collect

We only collect personal information that is necessary for the administration of educational programs, ensuring student health and safety, managing billing, and maintaining required operational records. This includes:

• Student Records: Name, date of birth, home address, immunization records, medical histories, allergies, developmental observations, and emergency contact details.
• Parent/Guardian Information: Names, phone numbers, email addresses, employment details (for emergency contact), and financial/billing details for tuition payment processing.
• Media Consent Data: Photographs, video recordings, and learning observations captured during daily activities.

3. Third-Party Platform Integration: Storypark

Our School utilizes Storypark, a secure third-party digital documentation platform, to manage student learning portfolios, track developmental milestones, and communicate directly with parents. By using this service:

• Data Processing: We securely upload student first names, photos, videos, and educator observations to Storypark's platform to share updates with authorized family members.
• Separate Media Consent: Parents must provide explicit, separate written consent during registration before any visual media of their child is uploaded to Storypark. This consent can be modified or revoked at any time.
• Account Ownership: Parents retain primary control over their child's Storypark account profile. Parents determine which extended family members or specialists are granted access to view their child's portfolio.
• Access Management: The School actively manages employee access permissions. Staff access to a child's digital profile is immediately revoked upon a staff member's departure or a student's withdrawal from the School.

4. How We Use and Disclose Information

Personal information is used solely to provide early childhood education, protect student well-being, process tuition, and meet provincial licensing rules. Information is only shared on a strict 'need-to-know' basis. We do not sell, rent, or trade personal data.

We will only disclose personal data to third parties without consent when required by law, such as in emergency medical situations or under mandatory child protection reporting obligations.

5. Security Safeguards and Data Retention

We employ robust technical, physical, and administrative measures to secure files against loss, theft, or unauthorized access. Paper records are stored in locked filing cabinets with restricted access. Electronic data, including cloud services and platform access logs, are secured with industry-standard encryption, strong passwords, and multi-factor authentication where available.

Records are retained only for as long as needed to fulfill educational obligations and provincial childcare licensing retention mandates. Once the statutory period expires, all physical documents are shredded and digital assets are permanently deleted.

6. Accessing and Correcting Records

Parents and legal guardians have the right to request access to the personal information we hold about their child or family. You may request corrections to inaccurate or incomplete records by submitting a formal request to our designated contact.

7. Questions and Complaints

For any questions regarding this Privacy Policy, or to file an inquiry regarding how your family's personal data is handled, please direct your communication to our designated contact officer:

Attention: Privacy Officer

Email: mainoffice@scels.ca

Phone: (416) 489-0822

Mailing Address: St. Clement's Early Learning School, 70 St. Clements Avenue, Toronto, Ontario M4R 1H2

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