Our Commitment to Privacy

Westmount Charter School (WCS) is committed to protecting the privacy of personal information and ensuring transparency in how it is collected.

We collect, use, and disclose personal information in accordance with Alberta’s Protection of Privacy Act (POPA) and provide access to records under the Access to Information Act (ATIA).

The information we collect helps us support student learning and well-being, communicate with families, and run the day-to-day operations of our school. It also helps us maintain a safe and respectful environment and meet our legal and reporting responsibilities.

All personal information is handled carefully and kept confidential.

Collection and Use of Personal Information

WCS gathers personal data under the Education Act and other relevant laws. This data may be used for various purposes, such as:

• Student Records – enrollment, assessments, reporting, and educational programs
• Student Well-Being – medical alerts, IPPs, and specialized supports
• Safety and Security – emergency contacts and maintaining a secure learning environment
• Communication – newsletters, updates, and parent engagement
• Administrative Services – transportation, fee collection, and school operations

In most cases, the information is collected directly from the individual or their parent/guardian, unless legally authorized to do otherwise.

Educational Technology (EdTech) Tools

WCS employs a range of digital tools to facilitate teaching and learning. These tools may:

• Require student accounts, such as name and school email
• Collect learning-related data like assignments, progress, and feedback
• Enable collaboration and communication

All EdTech tools are:

• Reviewed before use
• Evaluated for privacy and security concerns
• Used only when they serve educational objectives

Some tools might store or process data outside Canada and could be subject to foreign legal jurisdictions.

Privacy Management Program

WCS maintains a Privacy Management Program (PMP) to ensure adherence to legislation and best practices. This program involves:

• Conducting Privacy Impact Assessments (PIAs) for new or substantially modified programs, systems, or tools
• Providing staff training and guidance
• Continuously monitoring and enhancing privacy practices; and
• Responding effectively to privacy concerns or incidents.

Access to Information

Under the Access to Information Act (ATIA), individuals may request access to records held by WCS, subject to certain legal exceptions. Although WCS strives for transparency, some information may be withheld to safeguard personal privacy or other legal interests as outlined in the Act.

How to Obtain Information Without a Formal Request

In many cases, information can be obtained without submitting a formal request. Families are encouraged to:

• Contact their child’s school directly, and/or
• Access information on the WCS website.

School staff are often able to provide information quickly. If these options are insufficient, you may submit a formal request under ATIA.

Making an Access to Information Request

A formal request must be submitted in writing to the WCS Access & Privacy Office when the applicant believes WCS has custody or control of the requested information.

Your request should include:

• Your full name, mailing address, and daytime contact details;
• A clear description of the records you seek;
• The relevant time period, if known;
• The possible location of these records, if known; and
• Indicate whether you are requesting personal information (your own or that of an individual you are authorized to represent) or general information (all other records, including details about third parties).

Additional information may be needed to help identify the records.

Identity Verification

To safeguard your privacy, you may need to provide proof of identity when accessing your personal information or requesting corrections.

Fees

There is no initial fee for requests involving your own personal information. A $25 application fee applies to requests for general information. Additional fees may be charged for processing or copying records. If extra fees are necessary, you will be notified in advance and may be asked to provide a deposit.

When to Expect a Response

WCS will reply to requests within 30 business days after receiving a complete request, in line with ATIA. The reply will either:

• Provide access to the records, if allowed; or
• Explain why access is denied, fully or partially.

For requests to update personal information, the reply will:

• Confirm the correction was made; or
• Inform that the record remains unchanged but has been annotated.

Sometimes, the timeline may be extended, such as when:

• A large number of records are involved;
• More details are needed to locate records; and/or
• Consulting with third parties is required.

You will be notified if an extension is necessary.

Your Rights

You have the right to:

• Request access to your personal information
• Ask for corrections to your personal data
• Inquire about how your information is collected, used, or shared
  
  

Website Privacy

When you visit our website:

• Some information, such as IP addresses and browser types, may be collected for system management and analysis.
• Cookies might be used to enhance your experience.
• Personal details are collected only if you voluntarily provide them, such as through forms or email.

Related Administrative Procedures

For more detailed information on how WCS handles and safeguards personal data, please visit the Administrative Procedures section on our website at https://www.westmountcharter.com/about/admin-procedures/:

• AP 180 – Records Management and Protection
• AP 360 – Student Records
• AP 403 – Personnel Records

These procedures detail WCS’s policies for collecting, using, disclosing, retaining, and safeguarding personal information.

Contact Us

For questions about privacy or to request Access to Information (ATIA), please contact:

• WCS Access & Privacy Office
• Name: Konstantin Gregovic
• Email: treasurer@westmountcharter.com

Privacy Concerns

If you have concerns about how your personal information is handled, contact the WCS Access & Privacy Office. If the issue remains unresolved, you can request a review by the Office of the Information and Privacy Commissioner (OIPC) of Alberta.

Additional Information

For more information about Alberta privacy legislation:

• Protection of Privacy Act (POPA)
• Access to Information Act (ATIA)
• Personal Information Protection Act (PIPA)
• Protection of Privacy (Ministerial) Regulation