Privacy Policy
Ontario International College (hereinafter as “OIC”) complies with the privacy provisions of Ontario’s Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31.
In accordance with section 39(2) of the Freedom of Information and Protection of Privacy Act, this is to advise you that the personal information collected on this website or through e-mail is shared among the faculty and staff of OIC for relevant College activities and will be used for statistical and administrative reporting purposes of the College to improve the services and quality of educational experience for our students. No personal information will be made available to third parties except as required by law or in the event of an emergency. Submission of personal information is voluntary. Any questions concerning the collection of and access to personal information as well as protection of privacy at OIC should be directed to the Registrar and the Principal of Collège Ontario College.
OIC’S commitment to respecting private data use is in accordance with the federal Personal Information Protection and Electronic Documents Act (PIPEDA) legislation and the Canadian Anti-Spam Legislation (CASL) standards, and the following privacy policy provides information on how the College collects and processes personal data.
For further information, please contact Mr. Andrew Jiang, Executive Director, Information and Innovation, at ceo@oicedu.ca or (416)836-4886.
TYPES OF PERSONAL DATA COC PROCESSES
OIC keeps and uses personal information from the point of inquiry to the College through enrolment to a student concluding his time at the College. This includes day and boarding students as well as participants in other programs associated with the College, such as Summer Camps and the Future Global Leaders program. OIC keeps data on students and their parents or guardians, staff, vendors, donors, contractors, agents, business partners, homestay providers, volunteers, alumni and friends of the College, and other individuals connected to the school. The personal data kept is listed below, although not all types of data are kept for each individual. The personal data stored about individuals depends on their roles and the business and operational needs of the College.
The personal data kept by the College Includes:
Name, date of birth, addresses, telephone numbers, e-mail addresses, marital status, custody status, and other contact/family details
Information needed to support individuals within the College such as health card number and social insurance number
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, examination reports, grades and evaluations, and any data needed to support the educational success of our students
Education and employment data
Images and audio and video recordings
Financial information, if received
Courses, meetings, and events attended
As a College, there is a need to keep and process special categories of data such as health and financial information. OIC does so 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 data is protected by internal data policies and is accessed only by appropriate staff to perform necessary business tasks. This data is guarded by user privilege sets as well as backup processes and procedures. Personal data is only shared externally when needed for the business purposes of the College (e.g. Toronto Public Health and the Ontario University Application Centre). OIC does not otherwise share or sell personal data to other individuals or organizations without expressed permission.
OIC works with third-party vendors to minimize private student data usage. We ensure that the companies comply with the expectations of the College with regard to privacy practices, data storage and backup, data residency, and retention. This is true for all students from JK to Year 12.
As part of our secure parent portal, alumni portal and recruitment partner/agents portal, family, alumni and agents’ contact information are shared within the OIC parent, alumni, and agents’ communities. To request to have this contact data removed from the directory, please send a written notice to OIC School Administration.
PROCESSING PERSONAL DATA
Personal data is kept and processed to support the academic and business operations of the College. We process personal data to support daily operation which includes:
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
Compliance with PIPEDA (The Personal Information Protection and Electronic Documents Act, a Canadian federal law that governs how private sector organizations collect, use, and disclose personal information in the course of commercial activities. PIPEDA sets out rules for the management of personal information and establishes guidelines for consent, access to personal information, and the handling of complaints), and CASL (The Canadian Anti-Spam Legislation, a federal law in Canada that regulates commercial electronic messages (CEMs), such as emails, text messages, and social media messages. CASL aims to prevent spam, phishing, and other electronic threats by requiring organizations to obtain consent before sending commercial electronic messages, to provide identification information in those messages, and to offer an unsubscribe mechanism).
Employee administration including recruitment of employees, administration of payroll, pensions and sick leave, review and appraisal of employee performance, conduct of any grievance, capability or disciplinary procedures; and the maintenance of appropriate human resources records for current and former staff; and providing references.
Promotion of the College through the OIC 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 OIC’s legal obligations (including those under parent and employee contracts).
ADVANCEMENT AND KEEPING IN TOUCH
OIC may utilize various types of systems and tools in conjunction with Blackbaud’s Education Management Systems, Financial Edge, and Raiser’s Edge systems. These additional systems and tools could include:
Education Management System (EMS) – This system, also known as a Student Information System (SIS) or School Management System, is utilized by educational institutions to oversee student data, academic records, course schedules, grades, attendance, and other administrative functions.
Financial Edge (FE) and Raiser’s Edge (RE) Systems:
Financial Management System: This software manages an organization’s financial operations, encompassing accounting, budgeting, invoicing, financial reporting, and asset management.
Fundraising Management System: Employed by non-profit organizations and educational institutions, this system handles fundraising campaigns, donor relationships, donations, grants, and associated activities.
Additional systems and tools may comprise:
Customer Relationship Management (CRM) system: Designed for managing interactions with current and potential customers or constituents.
Communication and Marketing Tools: These encompass email marketing platforms, social media management tools, and other communication channels utilized for outreach and engagement.
Data Integration and Analytics Tools: These tools enable the integration of data from diverse sources and provide analytics and reporting capabilities to derive insights and facilitate data-driven decision-making..
The College’s technology infrastructure is primarily supported by the Department of Information Technology on the technical side. A Data Governance Committee, overseen by the College Management Team (CMT), ensures that all departments adhere to policies and procedures regarding data usage. The College’s Advancement and Communications Department holds a significant role within this Committee.
The OIC’s Advancement and Communications Department focuses on cultivating relationships with alumni, donors, and other stakeholders to advance the institution’s objectives. They undertake key functions such as fundraising, alumni relations, donor relations, strategic planning, external relations, marketing, and communications. This department is instrumental in securing financial resources, fostering connections, and enhancing the college’s reputation both locally and globally.
The configuration, management, and operation of RE primarily fall under the responsibility of the Advancement and Communications Department. The Executive Director of Advancement and Communications, who specializes in RE, leads database-related tasks, training, and user profile implementation. Prospect research is currently conducted by individual fundraisers, with the Dean of Advancement and Communications overseeing prospect assignments.
It’s noteworthy that detailed CASL processes and procedures can be found at this link.
HOW LONG IS PERSONAL ACADEMIC DATA 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 is deleted from software systems under certain circumstances, including when the student(s) no longer use the system, when the College is no longer in a contract with the software vendor, or when the student is no longer enrolled at the College. This is done to ensure the protection of student’s personal information and to comply with data retention policies.
YOUR RIGHTS
You have rights under various data protection legislation and standards to access and understand the personal data OIC holds about you. These rights include the ability to request for data erasures or data correction or to request OIC stop processing your data. OIC 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 OIC to stop processing it, but subject to certain exemptions and limitations.
You have the right to withdraw consent, where given, at any time, or otherwise object to receiving generic or fundraising communications. Please be aware however that the College may have lawful reasons to process the personal data 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 parent contract, or because a purchase of goods, services or membership to one of our societies).
If you would like to access or amend your personal data please contact the appropriate school office or the Advancement and Communications Department directly.
CHANGE OF DETAILS
OIC tries to ensure that all personal data held and processed by the College is as up-to-date and accurate as possible. Please log into Parent Portal or the Partner Portal to check your contact card in the profile area. Any changes should be sent to the appropriate school office.
THIS POLICY
OIC’s privacy policy should be read in conjunction with other College policies and terms and conditions which make reference to personal data including, but not limited to, OIC’s family handbooks and academic program guide.
TERMS AND CONDITIONS
OIC operates and maintains this website, www.oicedu.ca including all content thereon (the “Site”). By accessing, browsing or using the Site, you accept and agree to, without limitation or qualification, these terms and conditions (the “Terms”), and acknowledge that any other agreements between you and OIC are superseded with respect to this subject matter. OIC may amend the Terms at any time without notice. It is your responsibility to review the Terms each time you use the Site. Please exit the Site immediately if you do not accept or agree to these Terms of Use without limitation or qualification.
Ownership of the Site and Its Content
The Site and all of its contents including, but not limited to, all texts, images, designs, graphics, pictures, illustrations, software, artwork, video, sound, names, words, titles, phrases, logos and marks (“Content”) displayed on the Site are owned by OIC , its licensors, or the party accredited as owner, and protected by copyright, trade-mark and intellectual property laws, and treaty provision laws.
Use of the Site and Its Content
You shall not, without our prior written permission, use the Site for purposes other than your own personal, non-commercial use. Further, you may not frame the Site or any part thereof on any internet website. You acquire absolutely no rights or licenses to the Site other than the limited right to use the Site in accordance with the Terms. You shall not use the Site for any purpose except as expressly provided herein.
Permission of Limited Use of the Site and Its Content by Signatory Agents
To be an official agent of the products and services of OIC , you must have signed a formal and valid student recruitment agency agreement with the executive directors of OIC .
As our signatory agents, OIC grants you permission to use the Site and its content as follows:
- With the exception of images of people or places that are located outside of the “Image Library” section of the Site, you may download Content, but only for non-commercial, personal use and provided that you also retain all copyright and other proprietary notices contained on the Content;
- You may not use images of people or places that are located outside of the “Image Library” section of the Site without our written permission;
- Content within the “Image Library” section of the Site may be reproduced, with our written permission, solely for editorial purposes in daily newspapers, general circulation news magazines, trade publications, interactive and broadcast new media that are purported to market and promote the products and services of OIC ;
- You may not distribute, modify, copy (except as set forth above), transmit, display, reuse, reproduce, publish, license, create derivative works from, transfer, sell or otherwise use Content without our written permission;
- You are prohibited from using the Site to post or transmit any infringing, threatening, false, misleading, abusive, harassing, libellous, defamatory, vulgar, obscene, scandalous, inflammatory, pornographic, or profane material or any material that could constitute or encourage conduct that would be considered a criminal offence, give rise to civil liability, or otherwise violate any law – we will fully cooperate with any law enforcement authorities or any court order requesting or directing us to disclose the identity of anyone posting or transmitting any such information or materials; and
- You are prohibited from using the Site to advertise or perform any commercial solicitation.
Disclaimer
Your use of the Site is at your sole risk. The Site is provided “as is” and without warranties of any kind, whether express or implied, including but not limited to the implied warranties of merchantability, non-infringement or third party rights and fitness for a particular purpose, and any warranties that access to the Site is uninterrupted or error-free, that the Site is secure or free of viruses or other harmful material, or that information on the Site is complete, accurate or timely.
Without limiting the foregoing, OIC neither warrants nor represents that your use of any Content will not infringe the rights of any third parties nor that the Content will be accurate, complete or up-to-date. Additionally, with reference to any brochure copy, statements, testimonials and the like that may be on the Site, OIC assumes no responsibility or liability arising from any infringing, threatening, false, misleading, abusive, harassing, libellous, defamatory, vulgar, obscene, scandalous, inflammatory, pornographic, or profane material or any material that could constitute or encourage conduct that would be considered a criminal offence, give rise to civil liability, or otherwise violate any law, contained in any such locations on the Site.
Limitation of Liability
OIC , its subsidiaries, affiliates, its Board of Directors, officers, employees and agents are not liable to you for any damages, harm or injury whatsoever including without limitation direct, indirect, incidental, special, consequential or punitive damages, lost profits, damages resulting from lost data or business interruption, arising from or relating to the use of or inability to use the Site, whether based on warranty, contract, tort or other legal theory, regardless of whether any of OIC , its subsidiaries, affiliates, its Board of Directors, officers, employees or agents has been negligent or has been advised of the possibility of such damages.
Indemnification
You shall defend, indemnify, and hold harmless OIC , its Board of Directors, officers, employees and agents from and against any claim or demand made by an third party, and all liabilities, damages, costs and expenses (including but not limited to reasonable legal fees) arising out of or relating to your browsing or use of the Site, content that you transmit to the Site, or your breach of any of the Terms.
Third Party Sites
The Site may contain links to third party websites. These links are provided solely as convenience to you. OIC is not responsible for the content of any third party website and does not endorse the information contained therein or guarantee its quality, accuracy, reliability, completeness, currency, timeliness, non-infringement, merchantability or fitness for any purpose.
Security
Any information sent or received over the internet is generally not secure. OIC does not guarantee the security of any communication to or from the Site.
Termination
OIC may in its sole discretion restrict or terminate your access to the Site at any time, without notice. In the event of termination, you are no longer permitted to access the Site. OIC is not liable to any party for such termination.
Governing Law
The Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, and these laws apply to the use of the Site, notwithstanding your domicile, residency or physical location. You hereby attorn to the exclusive jurisdiction of the courts of the Province of Ontario and all courts competent to hear appeals therefrom. The Site is intended for use only in jurisdictions where it may lawfully be offered for use.
General Provisions
The Terms including any documents referenced herein, constitute the entire agreement between you and OIC relating to your use of the Site.
Any failure to insist upon or enforce strict performance of any provisions of the Terms is not to be construed as a waiver of any provision or right. If any of the provisions contained in the Terms is determined to be void, invalid, or unenforceable, then such determination does not affect the remaining provisions.
The Terms are binding upon you, your heirs, executors, administrators, successors and permitted assigns.
COPYRIGHT AND TRADE-MARK NOTICES
© Ontario International College, 1996-2024. All rights reserved. No part of the Site may be reproduced, modified, distributed, sold, published, broadcast, retransmitted in any form without the prior written consent of the Board of Directors of Ontario International College.
The Collège Ontario College name, ONTARIO COLLEGE (in English) and COLLÈGE ONTARIO (in French), COC (an acronym from COLLÈGE ONTARIO COLLEGE), ONTARIOCOLLEGE.CA, COLLÈGEONTARIO.CA, ONTARIOCOLLEGE.CN, ONTARIOCOLLEGE.COM.CN, ONTARIOCOLLEGE.ORG, ONTARIOCOLLEGE.NET, COCEDU.CA, COCEDU.COM, COCEDU.ORG, COCEDU.NET, COCEDU.CN, COCEDU.COM.CN, OCEDU.CA, OCEDU.ORG, OCEDU.NET are marks, badges, crests and emblems of Collège Ontario College. Other names, words, titles, phrases, logos, designs, graphics, icons and trade marks displayed on the Site may constitute marks, badges, crests and emblems of Collège Ontario College or marks of third parties.
Please click the following official documents to view the status of OIC’S authority to grant OSSD credits and diploma.