Information and Privacy
The qathet School District is governed by the British Columbia Freedom of Information and Protection of Privacy Act (FIPPA) or FOIPPA. If you need to access resources regarding information and privacy, visit the Office of the BC Information and Privacy Commissioner website here.
If you wish to make a Freedom of Information request, please review the information below for instructions, or email: info@sd47.bc.ca
Privacy Management Plan
A Privacy Management Plan is a set of policies, procedures, and tools developed by a public body, such as a school district, to ensure privacy protection. As a public body that is subject to the British Columbia Freedom of Information and Privacy Act (FIPPA) , the qathet School District is committed to upholding the principles of privacy, transparency, and accountability. The School District recognizes the importance of maintaining the security of the personal data it collects and uses. The District also supports transparency with the community by facilitating access to records and information in accordance with the act.
The qathet School District PMP is as follows:
Designating a Privacy Officer
As required under section 76.1(a) of the Freedom of Information and Protection of Privacy Act, the Board designates the Superintendent of Schools/CEO as the official head of the school district for the purposes of the Act. As permitted under section 76.1(b) of the Freedom of Information and Protection of Privacy Act, the Secretary-Treasurer is authorized to fulfill the role of Privacy Officer and to administer the Act and make operational decisions. For any privacy related matters, please email info@sd47.bc.ca.
Privacy Impact Assessments and Information Sharing Agreements
COMING SOON!
Privacy Complaints and Privacy Breaches
COMING SOON!
Privacy Awareness and Education Activities
Privacy training and awareness helps employees identify personal information, understand their privacy obligations, and are an important part of breach prevention. Personal information includes information that can be used to identify an individual through association or inference. Some examples are:
- Name, age, sex, weight, height
- Home address and phone number
- Race, ethnic origin, sexual orientation
- Medical information
- Human resources information
The following privacy topics and training for education activities are relevant for most public bodies:
- An understanding of what constitutes personal information.
- Appropriate collection, use and disclosure of personal information.
- Reasonable security measures and access controls to protect personal information.
- Identification and reporting of privacy breaches and privacy complaints.
- Privacy impact assessments.
- Privacy and security requirements for storage of sensitive personal information outside of Canada.
Making Privacy Practices and Policies Available
Privacy related administrative procedures (AP) are listed below and also available on the qSD Board Administrative Procedures page.
Informing Service Providers of Privacy Obligations
When service providers handle personal information related to the provision of services for a public body, the public body must inform them of their privacy obligations. Contracts are one way to demonstrate privacy obligations for service providers. (See Information Sharing Agreements above)
PIAs are another useful tool to demonstrate how public bodies and service providers can meet their privacy obligations. By completing a PIA, a public body can assess the services, confirm compliance for such things as collection, use and disclosure of personal information under FOIPPA, and identify privacy risks.
Privacy training, policies and procedures will also support a service provider in complying with their privacy obligations when providing services for a public body. (See sections above)
Monitoring and Updating
The school district will continue to review its PMP and ensure its relevancy each year. New or updated information from the Province of B.C. or the Office of the Information and Privacy Commissioner will added as it becomes available.
Personal Information Directory
The purpose of the Personal Information Directory is to document the management of personal information holdings of the qathet School District and to assist the public in locating information about individuals that is held by the District.
British Columbia Freedom of Information and Privacy Act defines a personal information bank or directory as a collection of personal information organized or retrievable by an individual's name, identifying number, symbol, or other particular data.
qSD Personal Information Directory
Records Available to the Public Without a Request
Consistent with its obligations under FIPPA, the qathet School District supports openness and transparency with its stakeholders and the community. As outlined under section 71(1) of the FIPPA, there are a number of categories which are made available publicly without an information request. Specifically: Board Policies, Board Agendas and Minutes, District Calendars; Strategic Plan, Financial Statements, and Budgets, all of which are available on sd47.bc.ca.
Freedom of Information Requests
British Columbia’s Freedom of Information and Protection of Privacy Act (FIPPA) enables the public to request and obtain copies of records held by public bodies when those records are not routinely available.
How to Submit a Request
To request records or information from qathet School District, you can make a formal request. All requests must be done by completing the form below and sufficient detail must be provided to assist staff in locating the records you are seeking.
Freedom of Information Request Form
When submitting a request:
- Try to provide sufficient details of the records you are seeking. Broad requests, or requests “for all records” take longer to process and increases the likelihood of longer timelines for information delivery.
- Use specific dates of records you are requesting.
All formal requests must be made by completing and submitting the form to the qathet School District’s Privacy Officer by email: info@sd47.bc.ca
Alternatively, formal requests for information can be made by completing and submitting the form by mail:
Attention: Steve Hopkins, Privacy Officer
4351 Ontario Ave, Powell River, BC V8A 1V3
Fees
In accordance with the Freedom of Information and Protection of Privacy Act, there is no cost to access personal information. As per FIPPA, public sector organizations are permissible to charge fees for formal Freedom of Information requests. The qathet School District waives initial fees for Freedom of Information requests.
Section 75 of FIPPA permits school districts to charge additional fees for:
- Locating, retrieving and producing the record
- Preparing the record for disclosure
- Shipping and handling the record
- Providing a copy of the record
You will be notified of the additional costs associated with your request once these costs have been determined.
Timeline
Public bodies have 30 business days to respond to requests for records. In some instances, the public body may take an extension of 30 business days. Individuals submitting a request will receive an acknowledgement of the request within 10 business days. The school district will respond to the request within 30 business days, unless an extension is required.
Such circumstances include:
- Where you have not given the public body enough detail to identify a requested record.
- There is a large number of records and meeting your request within the time limit would unreasonably interfere the operations of the public body.
- More time is required to consult with a third party or another public body.
If you have any questions about Freedom of Information requests, please email the District’s privacy officer: info@sd47.bc.ca.