DECEMBER 8, 2022
Safeguarding personal information of employees is a fundamental concern of Christian Homelearners eStreams (CHeS). The school is committed to meeting or exceeding the privacy standards established by British Columbia’s Personal Information Protection Act (PIPA) and any other applicable legislation.
CHeS may add, modify, or remove any portions of this PIPP when it is considered appropriate to do so, and any such changes will be effective upon giving notice of the revised policy. You may ask for the most recent update of this PIPP, from the school Privacy Officer. (See Principle 1, below.). This PIPP may be supplemented or modified by agreements entered into between CHeS and an individual from time to time.
As part of CHeS’s commitment, the Ten Privacy Principles govern the actions of the school as they relate to the use of personal information. This PIPP describes the Ten Privacy Principles and provides further details regarding CHeS’s compliance with the principles.
In this PIPP, the following terms have the meanings set out below:
‘Personal information’ means any information about an identifiable individual, as further defined under British Columbia’s PIPA or other applicable laws. Personal information excludes 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 public registry.
CHeS is responsible for maintaining and protecting the personal information under its control. In fulfilling this mandate, the school designates an individual who is accountable for the school’s compliance with the Ten Privacy Principles. This individual is the Privacy Officer of the school.
CHeS will, before or at the time personal information is collected, identify the purposes for which the information is collected, used and disclosed.
CHeS collects, uses and discloses personal information about employees in order to establish, manage and terminate the employment relationship and for other purposes identified when the information is collected.
Set out below are some examples of personal information about employees collected, used and disclosed by CHeS:
Personal information collected, used and disclosed in the hiring process, including information on resumes and application forms (contact information, personal and professional history, qualifications, emergency contact information) results of criminal record checks, information collected from references.
Payroll and related information including social insurance number, rate of pay, hours of work, deductions, bank account information, any court orders
Benefit information including social insurance number, premiums or contributions, coverage information, date of birth, marital status, dependant information, medical information
Performance information, including work history, performance reviews, discipline and related notes and memorandums, documentation related to job qualifications (professional or technical qualifications), internal competition information
Personal information about employees (including photographs and biographical information) may also be collected, used, and disclosed in the course of the school’s activities including in publications such as newsletters, and websites.
Computer and email use is monitored, and personal information is collected in the operation and use of these systems.
Other personal information as required or permitted by law
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, CHeS will take into account both the sensitivity of the personal information, and the purposes for which CHeS will use the information. Consent may be express, implied (including through use of ‘opt- out’ consent where appropriate) or deemed.
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.
CHeS will limit the personal information collected to that information necessary for the purposes identified by the school.
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.
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.
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
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.
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.
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.
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.
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.
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.
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.
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.
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.
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
Individuals may question compliance with the above principles.
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.