Section 25.1 of the Protection of Privacy Act (POPA) requires all public bodies to establish, implement and have publicly available a Privacy Management Program (PMP). A Privacy Management Program consists of an evolving set of documented policies and procedures that ensure privacy is protected and promotes the public body’s compliance with their duties under the POPA.
High Prairie School Division (HPSD) is committed to protecting the privacy of our students, staff, and community. Our PMP is the formal framework that brings together the policies, procedures, and safeguards used to handle personal information responsibly and serves as our framework for ensuring compliance with the Protection of Privacy Act. As HPSD handles high-sensitivity information respecting minors, our PMP is designed to meet enhanced legislative requirements.
Why does this matter to you?
The PMP ensures your information—and especially student information—is handled transparently and securely. It explains your privacy rights and identifies who to contact with questions or requests.
What is included in the PMP:
- Board Policies: Establish accountability, set responsibilities and decision-making authority, and set the standard for legislative compliance.
- Administrative Procedures: Define, and legislate, operational best-practice approaches to effectively administer Board policy.
- Operational Processes: Guide the day-to-day operations and compliance.
- Forms & Resources: Templates, forms, checklists, and resources.
- Staff Training: All HPSD employees complete annual mandatory privacy training.
For more information, contact:
Sandra Cairns, Director of Corporate Services
(780) 523-3337
scairns@hpsd.ca
WHO DO I CONTACT WITH QUESTIONS OR TO REPORT A CONCERN?
Privacy Access Officer (PAO)
Email: scairns@hpsd.ca
The Board of Trustees delegates the authority for privacy compliance to the Superintendent, who further delegates specific duties to designated officers.
- Privacy Access Officer (PAO): Sandra Cairns, Director of Corporate Services. The Privacy Access Officer is responsible for overseeing the PMP and ensuring compliance with the Act.
- Site Coordinators: Principals and Department Directors are responsible for assisting with managing privacy at the school or department level.
WHAT PERSONAL INFORMATION DOES HPSD COLLECT?
HPSD collects only the information specifically authorized by legislation (such as the Education Act) or information necessary to provide educational/operational programs and services. This includes student records, attendance, health information for individual care plans, and employment history for staff.
HOW DOES HPSD PROTECT YOUR PERSONAL INFORMATION?
HPSD uses administrative, technical, and physical safeguards, such as secure network access and locked facilities to protect your information. An internal Security Classification System is used to categorize personal information according to its level of sensitivity, ensuring that appropriate safeguards are applied based on the data's classification.
HOW DOES HPSD USE OR DISCLOSE PERSONAL INFORMATION?
HPSD uses information for the purpose it was collected or compiled or for a use consistent with that purpose, such as ensuring student/staff safety, educational purposes, or program evaluation. Information may be disclosed to government bodies where required by law or shared with law enforcement only if they provide a signed disclosure form.
HOW DO I MAKE A REQUEST FOR INFORMATION?
Access to information requests under ATIA must be submitted in writing to the PAO and may require completion of the Access to Information Form (applicable fees may apply).
Straightforward requests for your own personal information: Parents/guardians may request access to their child’s student or attendance records directly through the school the student currently attends without a formal fee or official request. Staff may request their own personnel files through the Human Resources Department.
HOW LONG DOES IT TAKE HPSD TO RESPOND TO A REQUEST FOR INFORMATION?
HPSD must respond within 30 business days of receiving a completed request. Extensions may apply as permitted under legislation, and the reason for the extension must be communicated to the applicant.
HOW DO I ASK FOR A CORRECTION TO INFORMATION?
You may ask to correct errors or omissions in your personal information. Requests for the correction of information can be made by directly contacting the department or school holding the information or through the PAO.
WILL I BE NOTIFIED ABOUT A PRIVACY BREACH?
Yes, if a privacy breach (unauthorized access, loss, or disclosure) involves your personal information and HPSD determines there is a real risk of significant harm (RROSH), we are legally required to notify you without unreasonable delay. The notice will include a description of the circumstances, the type of information involved, and the steps HPSD has taken to reduce the risk of harm. HPSD will also notify the OIPC and the Minister in these circumstances.