Fr

  1. Application

This policy is in part a result of the obligation of the Sir Wilfrid Laurier School Board (hereinafter referred to as the “SWLSB”) under section 63.4 of the Act respecting access to documents held by public bodies and the protection of personal information (hereinafter referred to as the “Act”) to publish a clear and simple privacy policy on its website when it collects personal information through technological means. This policy is part of the other frameworks applicable to SWLSB.

This policy applies to the SWLSB’s websites, including those of its schools, and to any personal information collected by the SWLSB through technological means.

In the event that the website refers to another organization’s website or technology, the privacy policy of that website or other technology applies. Please refer to that privacy policy.

 

  1. Personal information collected automatically

When a visitor or user (hereinafter “visitor”) accesses SWLSB sites, an exchange of information takes place between their computer and our server, automatically and without any intervention from the visitor. This information does not identify the visitor personally and is collected as follows:

  • the domain name of the Internet provider;
  • the IP address (number automatically assigned to the visitor’s computer by the Internet service provider for the purpose of browsing the Internet);
  • browser type (Edge, Google, Firefox, etc.);
  • the operating system used by the visitor (Windows, MAC OS, etc.);
  • the date, time and duration when the visitor accessed the site;
  • the pages consulted and the duration of such consultations;
  • the address of the original site if the visitor accesses our site from another site;
  • type and model of device (e.g., iPhone 11);
  • the screen resolution of the device;
  • the region or municipality, as determined by the IP address.

This transfer of information results from the technological requirements inherent to Internet navigation and is used for statistical purposes (examples: compilation of the number of visitors and identification of the most visited pages on the organization’s website). Under no circumstances will we use them to compile visitor lists.

This information will only be available to the relevant staff of the administrative departments and institutions of the SWLSB (e.g., Information Resources Department staff, Communications Department staff, management of the establishment concerned).

The SWLSB websites do not place any permanent cookie files (cookies) on visitors’ hard drives, but they do place a temporary cookie file required to improve the performance of certain site features.

Acceptance of cookies can be deactivated at any time by using the browser’s options. However, this may affect the ability to use some advanced features of the website. For general cookie management in a specific browser, see:

Microsoft Edge

Safari on Mac

Chrome

Firefox

The use of cookies can also be managed by adjusting smartphone settings:

Apple

Android

 

  1. Personal information provided voluntarily by the visitor

In the event that the visitor voluntarily provides personal or otherwise confidential information by means of an online transferable form (in particular the Document Request Form and the School Tax Choice Form), only the information required to respond to the visitor’s request or to respond to the visitor’s message will be collected and used. As for the “Contact Us” forms, all of the information that is submitted by the visitor will be collected. Please limit the information provided to what is strictly required for the SWLSB to respond.

Only SWLSB staff members who are affected by this collection of personal information will have access to it (e.g., Information Resources, Human Resources, etc.).

Visitors can communicate with the SWLSB using a variety of secure tools, including telephone and online services.

The transmission of information by e-mail is not fully secure. This is why the SWLSB advises against disclosing sensitive personal information, such as a social insurance number, by e-mail. The SWLSB advises its personnel to exercise the same caution when transmitting sensitive personal information is involved.

 

  1. Personal information collected through applications

SchoolMessenger

The SWLSB uses the SchoolMessenger app to inform students and parents of emergency situations (school closures, storms, etc.) and for other important communications as well.

The only information that is collected is the information necessary to transmit the various alerts.

This information is not used for any purpose other than to transmit alerts based on the preferences of the visitor.

The only people who have access to this information are the relevant staff members of the departments that manage the application (e.g.: Information Resources Department, Communications Department, Human Resources Department).

 

ATLAS Workland

The SWLSB uses the ATLAS application to publish its job postings and manage applications for its open positions. Without providing consent, an individual will not be able to submit their application for an open position.

The only information collected by the SWLSB is for managing applications for vacancies.

This information is not used for any purpose other than the management of applications for vacancies and communication with candidates.

The only people who have access to this information are the relevant staff of the supplier and the SWLSB services that manage the applications and candidates (e.g.: Human Resources Department).

When using this application, the privacy policy of the supplier applies: https://www.workland.com/privacy-policy/.

 

  1. Measures taken to ensure the confidentiality and security of personal information

The SWLSB is committed to ensuring the protection of personal information it receives, in accordance with its obligations.

Personal information is retained for as long as necessary to carry out the activities of the SWLSB and in accordance with applicable legislative provisions.

To this end, the SWLSB shall put in place security measures that adequately ensure the confidentiality of the personal information it collects, such as computer software or strict procedures to access this information as well as controls and verification measures, including:

  • Secure Sockets Layer (SSL) protocol
  • Access Management – authorized person
  • Access Management – person concerned
  • Network monitoring software
  • Penetration Testing
  • Computer backup
  • Firewalls

The SWLSB ensures that personal information is destroyed in a secure manner to ensure confidentiality. In the event of a confidentiality incident, the SWLSB will act promptly to limit the consequences of such an incident in conformity with its policies, directives and procedures.

All SWLSB staff are required to respect the confidentiality of personal information that is collected.

 

  1. Requests related to this policy

Rights of access and rectification

Any visitor may request access to personal information that is held by the SWLSB in accordance with the provisions of the Act. They may also request the rectification of their personal information if this information is inaccurate, incomplete, or misleading or where the collection, disclosure, or retention of such personal information is not permitted by law.

This request must be made in writing to the person responsible for the protection of personal information of the SWLSB.

Complaint process

The person responsible for the protection of personal information is also responsible for ensuring compliance with this policy. The person concerned by the personal information can file a complaint by following the process outlined in the Directive relating to the governance rules of the Sir Wilfrid Laurier School Board regarding personal information.

Contact information for the person responsible for the protection of personal information

If you have any comments or complaints regarding non-compliance with this policy, your request must be submitted in writing to: personal_information@swlauriersb.qc.ca.

 

  1. Amendment of the policy

The SWLSB may amend this policy at any time and in its sole discretion by posting a notice of amendment on its website. Amendments generally come into effect 15 days after the date of publication of the notice. The notice must indicate the date of publication, the general purpose of the policy amendments, and the effective date of the amendments.

Any visitor is deemed to have read, accepted, and acknowledged the validity of this policy. Visitors are deemed to have accepted the amendments if they continue to use the sites or participate in SWLSB activities after the amendments come into force.

 

  1. Entry into force or update

This directive comes into force on July 3, 2025, after consultation with the Committee on Information Security and the Access and Protection of Personal Information of the SWLSB.

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