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.

Student Info Solutions Inc. provides the Services to school boards through my.studentinfo.ca under a written Data Protection Agreement. Where personal information is provided to us by a school board, that board remains the lawful custodian and owner of the information, and we collect, use, disclose and retain it solely as a service provider acting on the board’s instructions and only for purposes the board has authorized. We do not use it for any other purpose.

Privacy Policy Last updated: June 20, 2026

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 all student and staff personal information on servers located in Canada, within Amazon Web Services’ Canadian infrastructure. This information is not transferred to, stored in, or disclosed to individuals resident in any other country without the express written approval of the school board that owns it.
• 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 encryption in transit, multi-factor authentication, network isolation within a private cloud environment, cross-site request forgery protections, and access controls to data and servers) and physical safeguards. We maintain an audit trail identifying access to personal information and the individual who accessed it.
• 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 the permission of your school or school district to do so and, in some cases, you have 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 not 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 two cookies on my.studentinfo.ca. The first stores a session identifier that links your browser to your authenticated session on our server and keeps you signed in while you use the Services. The second is used only when a teacher composes a letter of intervention: it stores that teacher’s preferred salutation (for example Mr., Mrs., Ms.) so that it does not have to be re-entered for each letter. We do not use advertising, tracking, or analytics cookies on the Services.

Student Info Solutions Inc. records the name and email address associated with your Google account, together with the date, time and originating IP address, each time you sign in to the Services. These records are used to measure usage trends, to support access control, and to identify unauthorized access attempts. Login counts are reported to schools in aggregate by month, and the most recent 500 logins at a school may be viewed in log form by that school’s principal or their designate. IP addresses are not disclosed to schools and are used only for security purposes.

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 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;
• 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;
• 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

We do not use Google Analytics or any other third-party analytics service on my.studentinfo.ca or studentinfo.ca. Analytics tracking was removed from the my.studentinfo.ca portal in 2026. Login statistics are generated internally and reported to schools in aggregate only.
Our corporate marketing website (studentinfosolutions.ca) uses Google Analytics for general web traffic measurement. No student personal information is processed by that site.

Information Sharing and Disclosure

Extensive access control measures are in place to ensure that information is made available on an as-needed basis. 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 extent permitted by applicable law, Student Info Solutions Inc. may disclose your PII in the following circumstances:

Service Providers

We may engage affiliates or third-party organizations or individuals to support the purposes listed above, such as hosting providers. Any such service provider is bound by confidentiality requirements no less protective than those set out in this policy and is given access only to what is necessary to perform its function.

Where personal information is owned by a school board, we do not retain any subcontractor to perform the Services without that board’s express prior written consent, and any such subcontractor is required to execute a data protection agreement in substantially the same form as our agreement with the board.

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. Where such a demand concerns personal information owned by a school board, we notify that board unless we are legally prohibited from doing so.

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 Solutions Inc.’s assets, financing or 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). This paragraph does not apply to personal information owned by a school board. That information remains the property of the board at all times, is not an asset of Student Info Solutions Inc., and may not be transferred in any such transaction except as the board expressly authorizes in writing.

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.

Personal information is stored in a private cloud environment hosted by Amazon Web Services in Canada, which is not publicly accessible. Our database systems are isolated within a private network and are reachable only through our own application servers; all traffic between your browser and the Services is encrypted in transit using HTTPS. Access by our personnel is limited to what is necessary to deliver and support the Services, every individual with such access has executed a confidentiality agreement, and we maintain an audit trail identifying access to personal information and the individual who accessed it.

Security Incident and Breach Notification

We maintain incident response procedures for the detection, investigation and reporting of security and privacy incidents. Where an incident affects personal information belonging to a school board, we report it to that board immediately upon becoming aware of it and in no event later than forty-eight (48) hours, providing all information available to us at the time of the initial report and continuing to update the board as our investigation proceeds. Because the school board is the custodian of that information, the board leads any notification to affected individuals, and we provide reasonable assistance in support of it.

We also monitor authentication activity on an ongoing basis. Every attempt to access the Services by a user who does not currently hold access rights generates an automated notification to our development team, which allows us to respond promptly both to legitimate access requests and to potential intrusion attempts.

Legislative and Regulatory Compliance

Student Info Solutions Inc. provides the Services to Ontario school boards under written Data Protection Agreements. Where a school board provides personal information to us, that board remains the lawful custodian and owner of the information and we act solely as its service provider. Our collection, use, disclosure and retention of that information is governed by the following legislation and regulatory guidance.

Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), R.S.O. 1990, c. M.56

School boards are municipal institutions within the meaning of MFIPPA and are the lawful custodians of the student personal information we process. We collect, use and disclose that information only for purposes the board has expressly authorized, and we limit it to what is necessary to perform the contracted educational services. We do not use student personal information for commercial purposes, targeted advertising, profiling, or product development.

Education Act, R.S.O. 1990, c. E.2, and the Ontario Student Record (OSR) Guideline

Where the Services involve information derived from an Ontario Student Record, access is restricted to authorized personnel and is governed by the confidentiality provisions of section 266 of the Education Act and the Ontario Student Record (OSR) Guideline issued by the Ministry of Education. We do not independently collect, retain or disclose OSR-sourced information beyond the scope authorized by the school board, and our systems are designed to support the board’s obligations regarding record integrity, access rights, and secure disposal.

Personal Health Information Protection Act (PHIPA), S.O. 2004, c. 3, Sched. A

The school boards we serve are health information custodians within the meaning of PHIPA. To the extent that any personal health information is processed through the Services, we handle it in accordance with PHIPA and only as expressly authorized in writing by the board.

Canada’s Anti-Spam Legislation (CASL), S.C. 2010, c. 23

Electronic messages sent through the Services on behalf of schools are transactional in nature — appointment confirmations, late sign-in notifications, attendance notices, and letters of intervention — and do not constitute commercial electronic messages. We send no marketing email of any kind, and we do not share email addresses with any third party. Requests to stop receiving these messages are honoured by updating or removing the relevant contact information held by your school board, either through the board’s parent portal or by request to the board or the school.

Personal Information Protection and Electronic Documents Act (PIPEDA), S.C. 2000, c. 5

Our privacy practices conform to the ten fair information principles set out in Schedule 1 of PIPEDA: accountability, identifying purposes, consent, limiting collection, limiting use, disclosure and retention, accuracy, safeguards, openness, individual access, and challenging compliance. We are monitoring the progress of Bill C-27 and the proposed Consumer Privacy Protection Act, with particular attention to its provisions governing the personal information of minors, and we will update this policy and our practices as required.

Information and Privacy Commissioner of Ontario (IPC) Guidance

Our practices reflect applicable guidance issued by the Information and Privacy Commissioner of Ontario, including guidance on cloud computing in the Ontario public sector and the associated data residency requirements; Privacy by Design principles, which are embedded in our development lifecycle, system architecture and data governance practices; and guidance on de-identification. Login statistics are compiled in aggregate only, and no information that could reasonably identify an individual student is used for internal product analytics or reporting without the prior written authorization of the school board.

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.

Where a student is eighteen (18) years of age or older and has not consented to the sharing of parent or guardian contact information, we work with the school board to ensure that such contact information is not transmitted to us in the nightly update from the board’s student information system.

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 is deleted during our annual cleanup, which runs between mid-July and late August (timetable data, course change requests, guidance appointment requests, and similar records). Other data is kept for the duration of a student’s enrolment with a school or school board we provide Services to (achievement data, individual education plan information, and similar records). When a student graduates or otherwise leaves a school we serve, all of their personal information is removed from our servers as part of the cleanup following that school year. This process is carried out centrally, across all schools we serve, so that it is applied consistently and completely.

Schools may also delete an individual student and all of their associated data at any point during the year using the Delete a Student feature, and may request a mid-year cleanup at any time.

Certain records are purged on a shorter cycle. Letters of intervention are retained for the semester in which they are created and remain available until the end of that reporting cycle, after which they are purged before the following semester begins.

Where our agreement with a school board is terminated, or at the board’s written request, we securely destroy all personal information belonging to that board and provide the board with written confirmation of the date, time, location and method of destruction no later than thirty (30) days after the destruction is complete.

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.

Because your school board is the custodian of most of the personal information we hold about you, a formal request to access or correct that information should be directed to the board, which will process it under the Municipal Freedom of Information and Protection of Privacy Act. We provide reasonable assistance to boards in responding to those requests. If you are not satisfied with how a request or a privacy concern has been handled, you may contact the Information and Privacy Commissioner of Ontario at www.ipc.on.ca.

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