General

This privacy policy describes the policy of Student Info Solutions Inc. regarding the collection, use, storage, sharing and protection for your personal information (“Privacy Policy”). This Privacy Policy applies to the studentinfo.ca and my.studentinfo.ca websites and all related websites, applications, services and tools where reference is made to this policy (“Services”).

At Student Info Solutions Inc. (“My Student Info”), we provide school staff and students a platform to interact with the school in order to simplify various administrative tasks. This Privacy Policy describes our policies and procedures on the collection, use, disclosure, sharing or otherwise processing of your personally identifiable information (“PII” or “personal data”) when you visit our website or use our Services. The categories of information we collect and how it is used will depend on your interactions with us.

By using my.studentinfo.ca and related Services, you give explicit consent to Student Info Solutions Inc. for the collection, use, disclosure and retention of your personal information by us, as described in this Privacy Policy.

Privacy Policy Last updated: August 10, 2024

Our Commitment to Privacy

Student Info Solutions Inc. is committed to the following principles with respect to your personal information:

• We take the protection of your information seriously.
• We do not use the personal information of K-12 students for any marketing or targeted advertising.
• We store user data on dedicated servers located in Canada.
• We maintain strict security practices reasonably designed to protect the privacy, security and confidentiality of your personal information against risks through administrative, technological (such as firewalls, data encryption, physical and administrative access controls to the data and servers), and physical safeguards.
• We do not sell your personal information to third parties.
• We do not own your personal information.
• We do not share your personal information with others unless we have your permission to do so and, in some cases, if your school or school district has approved it.

What Personal Information Do We Collect and How Do We Collect It?

Student Info Solutions Inc. collects student information such as your school, name, student number, email address, parent/guardian email addresses, student achievement data, information about a student’s individual education plan and attendance data directly from the school board’s student information system.

Student Info Solutions Inc. collects and stores any information you enter on our Website, including but limited to, locker combination, exam accommodation requests, progress report data to be sent to parents and guidance services request details.

Student Info Solutions Inc. uses Cookies to track session information and generally enhance the functionality of the Services.

Student Info Solutions Inc. monitors login information including ip address and login time in order to measure traffic and usage trends in connection with the Services.

Student Info Solutions Inc. uses Google Analytics to collect certain technical data, including, but not limited to device type, geo-location information, computer and connection information.

Student Info Solutions Inc. processes these analytics in aggregate form such that they cannot reasonably be used to identify any particular individual.

Why Do We Collect Your Personal Information and How Do We Use It?

We collect, use and disclose your personal information in order to provide you with our Services. We also collect, use and disclose your personal information to comply with legal and regulatory requirements and as otherwise may be permitted or required by applicable laws. We will only use the personal information that we collect for the purposes for which it was collected. We collect your personal information for the following purposes and in accordance with applicable laws:

• to provide you with access to our Website and Services;
• to establish and maintain commercial relations with you;
• to identify and contact you when you request our Services;
• to respond to your questions that you send by email or through our Site;
• to contact you about the Website and Services, including notifying you about updates;
• subject to applicable law, to notify you about other Website and services provided by Student Info Solutions Inc., which may be of interest to you;
• subject to applicable law, to provide you with newsletters and articles;
• to customize the appearance of the Website and Services displayed to you;
• to obtain your feedback regarding our Website and Services, including our surveys;
• to improve the Website and Services and help us develop new services, apps, tools and Site features;
• to support our business functions such as internal business processes; and 
• to meet any legal or regulatory requirements.

We may also compile statistical or anonymized, non-personally identifiable information and use or transfer such information for any purposes; provided, however, that such data has been fully de-identified and cannot in any way be traced back to the customer or user and does not contain any personally identifiable information. We may also use such anonymized information to show trends about the general use of our Services.
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Third-Party Online Analytics Services

In connection with our Website and emails, we may use third-party online analytics services, such as those of Google Analytics. These analytics services use automated technologies to collect information (such as email address, IP address, and device identifiers) to evaluate, for example, use of our products and services and to diagnose technical issues. To learn about how Google Analytics collects and processes data, you may visit https://policies.google.com/technologies/partner-sites. 

Information Sharing and Disclosure

Extensive access control measures are in place to ensure that information is made available on an as-needed basis to users of our Services. In general, information disclosed is digitally provided through our platform as an alternative to how it may have traditionally been provided by other means. For instance, timetable data is provided to students on login whereas this information may have previously only been available as a printed copy to students on the first day of school. Locker combination data is collected from students and that student’s homeroom teacher where that information would have been collected in a shared google sheet or paper collection method in the past. Guidance appointment requests can be made online rather than on a paper list in the office and are only available to the guidance team to see. Information is shared and disclosed to users in order to make these processes more efficient whilst also improving security and privacy in many circumstances.

To the extend permitted by applicable law, Student Info Solutions Inc. may disclose your PII in the following circumstances:

Service Providers

We may engage our affiliates or third-party organizations or individuals to support us in connection with the purposes listed above, such hosting providers, subcontractors, and third-party payment processors.

Law Enforcement

It may be necessary − by law, legal process, litigation, and/or requests from public and governmental authorities within or outside your country of residence − for Student Info Solutions Inc. to disclose your PII. We may also disclose your PII if we determine disclosure is reasonably necessary to enforce our terms and conditions or protect our operations or users.

Business Transfer

We may share your PII if Student Info Solutions Inc. engages in a merger, acquisition, bankruptcy, dissolution, reorganization, sale of some or all of Student Info Solution Inc.’s assets, financing acquisition of all or a portion of our business, a similar transaction or proceeding, or steps in contemplation of such activities (e.g., due diligence).

Prior Consent

We may also disclose your PII in other circumstances with your prior informed consent. Service providers acting on our behalf are obliged to adhere to confidentiality requirements no less protective than those set forth herein and will only receive access to your PII as necessary to perform their functions.

How We Protect Your Data – Security

We are committed to protecting the security of information received via the Services, including PII. If we collect PII from you, we provide reasonable and appropriate administrative, technical, and physical security controls designed to protect your PII from unauthorized access, use, or disclosure. Despite our efforts, no security controls are 100% risk-free, and Student Info Solutions Inc. does not warrant or guarantee that your PII will be secure in all circumstances. You are responsible for keeping your account credentials and passwords secure and not allowing others to use your account.

PII of Minors 

We are committed to protecting the privacy of children and we do not knowingly solicit personal information from children under the age of 13 who do not have the appropriate consents to use the Website or Services in accordance with applicable privacy laws. If you are aware Student Info Solutions Inc. is collecting information from a child under age 13 without appropriate consents, please contact your school, your school district or us immediately at help@studentinfosolutions.ca.

Great care has been taken to ensure that any child under age 13 (likely only our grade 7 students) using our Service is safe and information disclosed is appropriate as we keep the best interests of the child in mind in this digital era.

Your Rights to Access, Correct, or Delete Your Personal Information

Some data stored on our servers is kept only for the applicable school year and deleted in August (timetable data, course change requests, etc.) with an annual summer database cleanup. Other data is kept for the duration of a student’s time with a school / school board that we provide Services to (achievement data, individual education plan status, etc.). When a student leaves a school / school board or graduates, all of their personal information is removed from our servers in August following the current school year.

You may edit any of your PII in your account on the Services, including contact information and/or notification settings, by editing your account profile where applicable or editing your data on partner (School Board) databases as most of our student information comes directly from the school board. You may have the right to make other requests under applicable law related to your personal data in our possession, and depending on applicable law, you may have the right to appeal our decision regarding your request. Contact us at help@studentinfosolutions.ca if you have questions or a request regarding your personal data.

Your rights may include a right to access your personal data that we process and transfer it, correct it, delete it (erasure), restrict it or object to its sale or use for direct marketing purposes, and to not be retaliated against for exercising your rights. We will do our best to honour your requests.

You may request that we delete your account information by sending an email to help@studentinfosolutions.ca, but please note that we may be required (by law or otherwise) to keep this information and not delete it (or to keep this information for a certain time, in which case we will comply with your deletion request only after we have fulfilled such requirements). Student Info Solutions Inc. will respond to such requests within thirty (30) days or sooner if required by applicable law. When we delete account information, it will be deleted from the active database, but may remain in our archives for a limited amount of time. We will otherwise retain your information for as long as your account is active, as needed to provide you with the Services you have requested, or as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Information Processed Under the Direction of Customers

If a school or other organization has registered for the Services (a “Customer”) and your PII has been collected by Student Info Solutions Inc. as a result of such organization’s use of the Services, Student Info Solutions Inc. collects and processes any such PII of yours under the directions of the relevant Customer. If these circumstances apply to you and you wish to access, edit, delete, or exercise any rights you may have under applicable data protection laws with respect to any PII that we have collected about you, please direct your query to the relevant Customer (likely School Board) as this may expedite the completion of your request. We nevertheless provide reasonable assistance to our Customers to give effect to data subject rights as appropriate and required by applicable laws.

Links to Third-Party Sites

Our provision of a link to any website or location outside of the Services is for your convenience and does not signify our endorsement of such other website or location or its contents. When you click on such a link, you will leave our site and go to another site. During this process, a third party may collect data, including PII, from you. Please be aware that the terms of this Privacy Policy do not apply to these outside websites or content, or to any collection of data after you click on a link to a third party. We encourage you to carefully read the privacy statement of any other website you visit.

Changes to Our Privacy Policy

Student Info Solutions Inc. reserves the right to change this Privacy Policy. Student Info Solutions Inc. will provide notification of the material changes to this Privacy Statement through our Website and, where appropriate, when you login to your account or by email to any email address of yours we may have on file, at least thirty (30) days prior to the change taking effect.

Contact Us

Student Info Solutions Inc. welcomes your comments, questions, and concerns regarding our Privacy Policy. Please contact us at help@studentinfosolutions.ca or at our mailing address below:
Student Info Solutions Inc.
10 Burnt Oak Dr.
Nepean, ON K2J 4X2