Most personal information is collected, used and disclosed for the purposes of establishing, managing, and terminating the employment relationship. In most cases, consent is not required. In other cases, consent will be sought or implied where reasonable to do so.

Principle 4 – Limiting Collection

CHeS will limit the personal information collected to that information necessary for the purposes identified by the school.

Principle 5 – Use, Disclosure, and Retention

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

How is Information Used:

Personal information about employees is used for the purposes identified under Principle 2. If, for any reason, personal information is required to fulfill another purpose, the school will notify the employee of that purpose.

CHeS may use anonymous information, such as information collected through surveys or statistical information, about employees, to improve the school’s operations.

When May Information Be Disclosed?

CHeS 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.

• Personal information about employees is disclosed to third parties for the purposes related to the employment relationship, including to:

• Government departments, bodies, and agencies, such as Canada Revenue Agency, Worksafe BC, Ministry of Education

• Payroll outsourcers

• Financial institutions for payroll related purposes

• Insurance companies and benefit administrators

• Teacher certification information as per I-2001 filed with the Ministry of Education

• Advisors to CHeS including accountants, lawyers and consultants

• When required or permitted by law

  The school does not sell, lease, or trade information about employees to any other parties.

Outside Service Providers

At CHeS, the school sometimes contacts outside organizations to perform specialized services such as printing, market research, or data processing. Suppliers of specialized services are given only the information necessary to perform those services, and CHeS takes appropriate steps to ensure that such information is securely transferred and stored, and is used only to fulfill the purposes for which it was disclosed to the service provider.

Restricting Sharing Information

If an individual wishes to limit the sharing of personal information as permitted by law, the individual must submit to the Privacy Officer a written letter specifying which items of personal information are limited and to whom these items are to be restricted. The Privacy Officer will notify the individual whether the requested information can be restriced in the manner requested.

How Long Is Personal Information Retained?

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 legal or business purposes, it will be destroyed or made anonymous.

Principle 6 – Accuracy

CHeS will take appropriate steps to ensure that personal information collected by CHeS is as accurate and complete as is reasonably required in connection with the purposes for which it was collected, used or disclosed. Employees are responsible for providing up-to-date personal information to the school.

Principle 7 – Safeguarding Personal Information

CHeS will protect personal information by security safeguards that are appropriate to the sensitivity level of the information.

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

An employee’s failure to abide by school policies may result in discipline, up to and including termination of employment.

Employee Files: Electronic Files and Information Security

The school manages electronic files appropriately with passwords and security measure that limit access to unauthorized personnel. The school’s security practises are reviewed periodically to ensure that the privacy of the personal information is not compromised.

Principle 8 – Openness

CHeS makes information available to individuals concerning the policies and practices that apply to the management of personal information. Individuals may direct any questions or enquiries with respect to the school’s privacy policies or practices to the Privacy Officer of CHeS.

Principal 9 – Individual Access

CHeS will inform an individual, upon the individual’s request, 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.

How May I Access My Personal Information?

Employees may access and verify any personal information with appropriate notice so that the office is able to supply the information required. A lot of information can be accessed directly on the CHeS website, using the Employee’s personal LOGIN and Password

Principle 10 – Complaint Process

Individuals may question compliance with the above principles.

Questions, Concerns, Complaints

Questions, concerns, and complaints about privacy, confidentiality and personal information handling policies and practices of the school should be directed to the school’s Privacy Officer by calling the school office. If necessary, individuals will be referred to use the school’s complaint procedure and appeals policies.