St. Mary’s Academy Inc. and St. Mary’s Academy Foundation
Introduction
St. Mary’s Academy Inc. ("SMA Inc.") and the St. Mary’s Academy Foundation ("SMA Foundation") are committed to protecting the privacy and personal information of our students, parents, donors, alumnae, staff, and other stakeholders. This Privacy Policy outlines how we collect, use, disclose, and safeguard personal information in compliance with Manitoba's legislative requirements, including the Personal Information Protection and Electronic Documents Act (PIPEDA), The Education Administration Act, and any other applicable Manitoba education and privacy protection guidelines.
1. Scope
This policy applies to personal information collected by SMA Inc. and SMA Foundation. SMA Inc. and SMA Foundation are interconnected and share data for the purpose of fulfilling their mission to provide high-quality education and maintain the long-term financial health of the Academy.
By providing your personal information to either SMA Inc. or the SMA Foundation, you acknowledge and consent to the sharing of that information between the two entities, as necessary for the purposes outlined in this policy, or where otherwise required under applicable legislation.
2. Information SMA Inc. and SMA Foundation Collects
We collect various types of personal information (hereinafter referred to as "Personal Information"), which may include but is not limited to:
- Students and Parents: Name, address, email, phone number, student records, health information, emergency contact details.
- Donors and Alumnae: Name, contact information, donation history, event participation, and communication preferences.
- Employees and Volunteers: Employment records, performance evaluations, and background checks
3. How We Use Personal Information
Personal Information collected may be used for the following purposes:
- Educational Services: Managing student records, communicating with parents, and providing support services.
- Advancement and Alumnae Engagement: Maintaining donor records, issuing tax receipts, informing stakeholders of fundraising initiatives, and sharing news and events.
- Administrative Functions: Human resources management, processing payments, and ensuring compliance with legal and regulatory obligations.
- Safety and Security: Ensuring the safety of students, staff, and visitors, including managing security measures on campus.
4. Disclosure of Information
SMA Inc. and SMA Foundation will not sell, trade, give, or disclose Personal Information to third parties for marketing or other purposes without your explicit consent, except in the following circumstances:
- Internal Sharing: Information provided to one entity (SMA Inc. or SMA Foundation) may be shared with the other for integrated operations related to educational or advancement purposes.
- Legal Obligations: We may disclose Personal Information when required by law, court orders, or government regulations.
- Service Providers: We may share information with third-party service providers (e.g., cloud storage, payment processors) to assist in operations. These providers are bound by confidentiality agreements and are compliant with data protection regulations.
5. Safeguarding Personal Information
We take reasonable steps to protect Personal Information using a variety of security measures, including:
- Physical Security: Restricted access to offices, classrooms, and storage facilities.
- Digital Security: Firewalls, encryption, and password protections for electronic records.
- Administrative Controls: Policies and staff training to ensure the proper handling of sensitive information.
6. Access to Personal Information
Individuals have the right to access, correct, or update their Personal Information. Requests should be made in writing to the Privacy Officers listed at the end of this policy. We will respond within 30 days of receiving a written request.
7. Retention and Destruction of Information
We retain Personal Information only as long as necessary for the purposes for which it was collected, or as required by law. When no longer needed, personal information will be securely destroyed to prevent unauthorized access.
8. Consent
By providing your Personal Information to SMA Inc. or SMA Foundation, you are consenting to the use, storage, and disclosure of that information as outlined in this policy. You may withdraw consent at any time by contacting us in writing, but this may affect our ability to provide services.
9. Third-Party Links
Our website and communications may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage users to review the privacy policies of any third-party websites they visit.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in legal requirements or best practices. The most current version will always be available on our website, and significant changes will be communicated via email or newsletter.
11. Contact Information
If you have any questions or concerns about this Privacy Policy, or if you wish to access, correct, or withdraw your consent regarding your Personal Information, please contact one of our Privacy Officers:
Interim President/Executive Director – Teacher and Administrative records
Michelle Klus
mklus@smamb.ca
Principal – Student, Health, Resource and Guidance Clinic records
Carol-Ann Swayzie
caswayzie@smamb.ca
Director of Advancement and Development – Advancement and Alumnae records
Kate Hodgert-Fennell
khodgert-fennell@smamb.ca
Director of Finance – Financial, payroll, tuition and bursary records
Richelle Friesen
rfriesen@smamb.ca
St. Mary’s Academy and St. Mary’s Academy Foundation
550 Wellington Crescent, Winnipeg, MB R3M 0C1
204-477-0244