📜 Privacy Policy – Open World School

Last Updated: January 25, 2025
 Effective For: Students, parents/guardians, staff, applicants, website visitors, and third-party service users.

1. Introduction

Open World School (“the School”, “we”, “us”, “our”) is committed to protecting the privacy and security of personal information in accordance with applicable Canadian privacy law (including the Personal Information Protection and Electronic Documents Act — PIPEDA — where it applies) and best practices for online educational providers in Ontario. We collect and manage personal information only as necessary to provide educational services, support student success, operate our programs, communicate with our community, and meet legal/regulatory obligations.

2. Scope

This Privacy Policy applies to:

  • Current, former, and prospective students and their parents/guardians;

  • Employees, contractors, volunteers and job applicants;

  • Website visitors and users of our digital platforms;

  • Third parties providing services to the School.

3. What Personal Information We Collect

“Personal information” means any information about an identifiable individual. Types of information we may collect include, but are not limited to:

  • Identifying information: name, date of birth, contact details (email, phone, address);

  • Academic records: enrolment status, course grades, transcripts, learning progress;

  • Authentication data: usernames, passwords, login activity for School platforms;

  • Communications: correspondence with staff, support requests;

  • Usage data: IP address, device/browser information; and

  • Health or safety-related data: where necessary for support services or compliance.

Where sensitive information is necessary (e.g., health/learning support), we collect it only with knowledge of the individual and appropriate consent.

4. How We Use Your Personal Information

We collect, use, and disclose personal information for purposes that are reasonable and directly related to the operation of the School, including:

  • Delivering educational programs and services;

  • Managing enrolment and student records;

  • Issuing credentials (e.g., credits and transcripts);

  • Communicating with students, parents/guardians, and staff;

  • Providing academic and administrative support;

  • Improving our programs, technology, and services;

  • Meeting legal, regulatory and accreditation requirements;

  • Facilitating online platform access and security.

We do not use personal information for secondary purposes without your consent unless permitted or required by law.

5. Consent

By interacting with the School (registering, using the website, enrolling in courses, submitting information), you consent to the collection, use, and disclosure of your personal information as described in this policy. Where required, we will seek express consent in writing or electronically before collecting or using particularly sensitive information.

Parents/guardians provide consent for minors where applicable.

6. Disclosure to Third Parties

We may disclose personal information to:

  • Service providers (e.g., learning platforms, cloud storage, IT support) acting on our behalf, under contract, and only to the extent necessary to perform their functions;

  • Regulatory authorities as required (e.g., reporting to the Ontario Ministry of Education in compliance with inspection/licensing obligations);

  • Legal authorities where required by law, court order, subpoena or other legal process.

We do not rent, sell, or trade personal information to third parties for commercial marketing.

7. Safeguards and Security

We protect personal information through reasonable technical, administrative, and physical safeguards designed to prevent unauthorized access, disclosure, loss, or alteration. These include:

  • Encryption and secure servers for online systems;

  • Access control and authentication measures;

  • Employee training on privacy and data protection; and

  • Regular review of security practices.

8. Access, Correction, and Retention

Individuals have the right to request access to their personal information held by the School and to request correction of inaccuracies, subject to legal and operational limitations.

We retain personal information for as long as necessary to fulfill the purposes for which it was collected or in accordance with legal retention requirements.

9. Children’s Personal Information

For children or minors, consent is obtained from a parent or legal guardian as required. We treat student data with particular care and only collect what is necessary for educational and safety purposes.

10. Online Platforms and Cookies

Our website and learning platforms may use cookies and similar technologies to improve functionality, security, user experience, analytics, and authentication.

Users may manage cookies through their browser settings; however, disabling some cookies may affect the functionality of our services.

11. Policy Changes

We may update this Privacy Policy from time to time to reflect regulatory changes or improvements in our practices. The latest version will always be published on our website with a “Last Updated” date.

12. Contact Information

For questions, access requests, complaints, or more information about this policy, contact:

Privacy Officer
Open World School
 Privacy@openworldschool.ca
 780.953.2744