This policy applies to personal information, i.e., any information about an identifiable individual as further defined under BC’s Personal Information Protection Act or other applicable laws.

Personal information excludes work information and the name, position name or title, business telephone number, business address, business email, and business fax number of an individual as well as any publicly available information as designated under applicable laws, such as information available from a public telephone directory or from a public registry.

Employee personal information is separately defined as personal information about an employee that is collected, used or disclosed solely for the purposes reasonably required to establish, manage or terminate the employment relationship.

WPGA collects, uses and discloses personal information for the following purposes:

WPGA is responsible for maintaining and protecting the personal information under its control. WPGA has designated the Director of Human Resources as the school's Privacy Officer.

4125 West 8th Avenue, Vancouver, B.C.

Phone: 604-222-8750, x. 1519

WPGA will maintain and protect the personal information under its control and will protect personal information by security safeguards that are appropriate to the sensitivity of the level of the information.  This includes locking file cabinets and training and reminding employees about the protection of personal information, appropriate computer passwords and screen savers to prevent unauthorized access and other reasonable safeguards.

All electronic information will be stored in confidential and secure databases and restricted to authorized staff.

WPGA will, before or at the time personal information is collected, identify the purposes for which the information is collected, used, and disclosed. The personal information collected will be limited to that information necessary for the purposes identified.

WPGA will only use, disclose and retain personal information for the purpose for which it was collected unless the individual has otherwise consented, or when the information’s disclosure, use, or retention is required or permitted by law.

WPGA will take appropriate steps to ensure that personal information collected, disclosed, used or retained by WPGA is as accurate and complete as is reasonably required in connection with the purposes for which it was collected, used or disclosed.

WPGA will outline in the Employee Handbook the policies and practices that apply to the management of personal information.

WPGA will inform an individual, upon the individual’s request in writing, of the existence, use and disclosure of the individual’s personal information, and shall give the individual access to it in accordance with the law.

Upon request, WPGA will provide individuals with copies of their personal information, information on how their personal information is being used, and/or names of individuals and organizations to whom their personal information has been disclosed, in accordance with the law.

WPGA will exercise its right to deny access to some information contained in student or employment files where the disclosure of information may threaten someone else's safety, mental or physical health, or where disclosure could be harmful to personal privacy of a third party (pursuant to the Personal Information Protection Act).

Personal information may be collected, used and disclosed in the course of the operation of the school's security systems, including video and other surveillance systems.  
 

Personal information about students, parents, employees and alumni (including photographs and biographical information) may be collected, used and disclosed in the course of WPGA’s activities such as publications (yearbooks, newsletters), electronic bulletins and websites. The collection of student information and its storage, use, disclosure and protection is addressed in “Student Records Requirements and Best Practices Policy.”

 

Personal information collected, used and disclosed in the hiring process, including information on resumes and application forms results of criminal records checks, and information collected from references. Information will be collected, used, retained and disclosed as is necessary for normal business operations and as required by law, with notice given to employees.

 

Information includes payroll and information required to process payroll and to administer benefits, social insurance number, rate of pay, hours of work, deductions, bank information, court orders, medical information, marital status, etc.

WPGA will obtain consent of the individual for the collection, use or disclosure of personal information except where the law states exemptions, grants permission, or creates a requirement for collection, use, retention or disclosure of personal information.

 

Requirements for consent to collection, use or disclosure of personal information vary depending on circumstances and on the type of personal information that is intended to be collected, used or disclosed.   In determining whether consent is required and, if so, what form of consent is appropriate, WPGA will consider both the sensitivity of the personal information and the purposes for which the information will be used. Consent may be expressed, implied (including through use of “opt-out” consent where appropriate) or deemed.

For students and families, consent will be obtained as part of continuous enrolment.

For alumni, consent will be obtained every 24 months.

On giving reasonable written notice to WPGA, an individual may withdraw consent to the collection, use or disclosure of their personal information. Upon notice of withdrawal of consent, WPGA will notify the individual of the likely consequences of withdrawing their consent and, except where otherwise required or permitted by law, WPGA will stop collecting, using or disclosing the personal information as requested.

 

If a person provides WPGA or its service providers or agents with personal information about an individual, the person represents that it has all necessary authority and/or has obtained all necessary consents from such individual to enable WPGA to collect, use and disclose such personal information for the purposes set forth in this Privacy Policy.

WPGA does not sell, lease, or trade information to other parties.
If, for any reason, personal information is required to fulfill another purpose, the school will notify you of the new purpose before proceeding with the collection, use or disclosure.

WPGA may disclose an individual’s personal information to others in connection with the purpose for which it was collected, as consented to by the individual, or as required or permitted by law.

WPGA may disclose personal information as follows:

WPGA contracts outside organizations to perform specialized services such as payroll services or printing. For example, the school gives its yearbook publisher the information required to produce the annual yearbook. Service providers or contractors are given only information necessary to perform those services. WPGA takes appropriate steps to ensure that such information is securely transferred, stored and used only to fulfill the purposes for which it was disclosed to the service provider.

 

If a parent chooses to limit the sharing of personal information, the individual must submit to the Privacy Officer a written request specifying which items of personal information are to be limited and to whom these items are to be restricted.  The Privacy Officer will advise the individual whether the requested information can be restricted in the manner requested.

 

Employees may restrict the sharing of their personal information by contacting the Human Resources office.

 

Certain agencies, by law, have access to certain types of personal information.

 

Personal information will only be retained for the period of time required to fulfill the purpose for which it was collected. Once the personal information is no longer required to be retained to fulfill the purposes for which it was collected and is no longer required or permitted to be retained for administrative, legal, business or historical purposes, it will be destroyed or made anonymous in a secure manner. 

WPGA will, to the best of its ability, endeavor to ensure that all personal information is accurate. However, it is the individual’s responsibility to ensure that the information maintained by WPGA is accurate and updated. 

 

Parents/guardians should update the personal information for themselves and their children or wards through their WolfNet account. Alternatively, an individual may, upon written request to WPGA, request that WPGA correct an error or omission in any personal information that is under WPGA’s control.  WPGA will, as appropriate, amend the personal information as requested.

 

Employees should update their personal information through the Human Resources office. Examples of when personal information should be updated include changes in residence, marital status or banking information.

In the course of daily operations, access to personal information is restricted to authorized employees who have a legitimate reason for accessing it. For example, teachers will have access to personal information about students but not financial information.

 

Employees are appropriately educated about the importance of privacy and are required to follow the school’s policies and procedures regarding handling of personal information.

 

Personal information about employees (social insurance numbers, medical information) is confidential and restricted to authorized employees who have a legitimate reason for accessing it (Payroll/Human Resources).

Student files are stored in secured media (filing cabinets, secure and confidential databases). Access is restricted to those employees (teachers, counselors, registrar) who, by nature of their work, are required to see them.  

 

The school manages electronic files with passwords and other security measures (e.g. encryption) that limit access by unauthorized personnel. The school’s security practices are reviewed periodically to ensure that the personal information is not compromised.

Individuals may access and verify any of their personal information with appropriate notice so that WPGA is able to supply the information required.

   

Most of the student information is available in the registration forms and other forms that parents complete when enrolling a student. A parent may make an appointment during regular school hours to access and verify student records held by the school. Parents or guardians may verify their personal information at any time through their WolfNet account.

 

Employees may access their personal information through the Human Resources office.

 

In limited circumstances, WPGA may exercise its right to deny access to some information contained in student or employment files. In considering disclosure exception, WPGA will take into consideration legal requirements and obligations, and relevant circumstances.

 

Examples of denying access to information could include: