Privacy and Freedom of Information

Freedom of Information (FOI)

The Halton District School Board’s website contains many records that are available to the public without a formal freedom of information request. Key documents such as procedures, policies, press releases, agendas, and minutes are easily accessible.

If you can't find the information you're looking for on the Halton District School Board website, you can:

  • Email us with a question to determine whether a formal request of information should be submitted at privacy@hdsb.ca
  • Submit an information request (see below “How to submit an FOI Request”)
  • Phone us at 905-335-3663 or toll free at 1-877-618-3456

If an information request is complex or sensitive, it may require a more formal process called a Freedom of Information Request (FOI). In this case, you can get information through the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), which protects:

  • The public's right of access to information
  • An individual's right to protection of privacy

This includes most general records and any records containing an individual's own personal information. An individual only has access to their own personal information, and no access to personal information about other students/employees.

To submit for an FOI request:  

  1. In a letter, describe exactly the information you want and enclose a $5 application fee in cash or cheque payable to the Halton District School Board​. 
  2. Deliver the letter and application fee to Freedom of Information Manager c/o Information Services, Halton District School Board at 2050 Guelph Line, Burlington, ON  L7P 5A8

We charge the following costs for your request, according to FOI legislation:

  • $30 per hour of search and preparation time for general information
  • $0.20 cents/page for photocopying
  • Postage fees

Other charges could include computer programming time or any costs incurred by the Board in completing your request. If your request is likely to be more than $25, we will provide you with a cost estimate before we do the work.

FOI legislation allows us 30 days to respond to requests, but we will get back to you as soon as we've gathered the information.​

Not satisfied with our response to your request? You can file an appeal with the Office of the Information and Privacy Commissioner within 30 days of the Board's decision.

For more information about FOI requests, you can contact privacy@hdsb.ca or call 905-335-3663 or toll free at 1-877-618-3456 or visit one of the following websites:

Student Personal Health Information - Electronic Storage and Security​

As a public school board, the Halton District School Board is identified as an institution in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

In accordance with the Personal Health Information Protection Act (PHIPA), the HDSB is a Health Information Custodian (HIC) operating a group practice of health care practitioners including social workers, occupational therapists, behaviour analysts, speech-language pathologists and psychoeducational consultants. Individual health care practitioners are agents of the HDSB.
Professional Student Services Personnel (PSSP) staff follow policies and procedures set out by the Board and operate in accordance with Standards of Practice established by their regulatory bodies. Identifying and enabling compliance is the responsibility of the HDSB.

We collect and use limited health information to keep students safe and support their learning (for example: medical plans of care such as anaphylaxis, diabetes or epilepsy, injury reports and documentation supporting accommodations).
We manage student information under the Education Act, OSR Guideline and MFIPPA. When health information is handled in connection with a health service, PHIPA may also apply.

  • Only for the purposes of safety, care or educational support
  • Shared on a “need-to-know” basis with school staff involved in your child’s care
  • With outside partners (e.g. health units, emergency responders) only with consent or as authorized by law
  • In urgent situations, we may disclose without consent to reduce a serious risk of harm

  • Role-based access and staff confidentiality training
  • Secure systems with encryption and audit logging
  • Minimum-necessary collection, routine reviews and privacy impact checks for new tools
  • Retention and secure disposal per the OSR Guideline and our records schedule

  • Role-based access and staff confidentiality training
  • Secure systems with encryption and audit logging
  • Minimum-necessary collection, routine reviews and privacy impact checks for new tools
  • Retention and secure disposal per the OSR Guideline and our records schedule

Contact privacy@hdsb.ca. You may also contact Ontario’s Information and Privacy Commissioner for independent guidance.

Safe and Secure Use of Technology

The HDSB is committed to managing and protecting student and staff data responsibly, and being transparent with students about how we keep our schools safe, secure and efficient. Our goal is for students and families to have confidence that personal information is protected and used appropriately.

To support this, HDSB technology and networks are monitored to help keep them safe and secure in accordance with the HDSB Electronic Monitoring Administrative Procedure and the Cyber Security and Data Protection Administrative Procedure. This applies to files, documents, electronic communications and all use of the HDSB network to safeguard data. 

For more details on how the HDSB protects student information and records, please refer to the HDSB Privacy Statement for Students below.

The Halton District School Board provides technology and online tools to help students and staff work and learn. This includes the school network, email, file storage, learning websites, teamwork tools, social media, and other apps and devices. These tools are meant to support the work of teachers, staff, contractors and service providers.

Students should not expect privacy when using HDSB technology, networks or other systems. The HDSB may access these systems as needed and any information or data on them is not private. 

In accordance with the HDSB Electronic Monitoring Administrative Procedure and the Cyber Security and Data Protection Administrative Procedure, the HDSB routinely monitors electronic systems and may monitor and access any files, documents, electronic communications and the use of network infrastructure at any time to: 

  1. ensure compliance with the requirements of HDSB administrative procedures (APs) including but not limited to the Cyber Security and Data Protection AP and the Student Responsible Use of ICT AP;
  2. ensure the safety and security of HDSB students and staff;
  3. provide safeguards against vandalism, theft, damage, and/or loss of property;
  4. protect HDSB buildings from unauthorized access; 
    facilitate regular or special maintenance of and/or upgrades to electronic information and communication systems;
  5. comply with obligations to disclose relevant information in the course of a legal proceeding; and/or
  6. monitor the use of electronic communication and information systems. 

With proper authorization in accordance with the Information Services Investigation Standards & Protocols, Information Services may review student use of board technology and/or leverage Electronic Communication and Information Systems under the following circumstances:

  1. to ensure appropriate use of HDSB technology resources including I&IT and OT;
  2. to comply with the requirements of HDSB administrative procedures (APs)  including but not limited to the Cyber Security and Data Protection AP and the Student Responsible Use of ICT AP;
  3. when the board has a need to access a student’s board provided device and/or account; 
  4. in support of an authorized school or Safe Schools investigation; and/or
  5. to assist with the investigation of a privacy breach and/or cyber incident.

The HDSB reserves the right to review, retrieve, read and disclose any data, file, messages or communications that are created, sent, received or stored on the board’s technology resources for the purposes of ensuring the security of data and records.   

Reasonable personal use of communication systems by HDSB students is a privilege provided by the HDSB and may be revoked or restricted at any time for misuse. 

If you require privacy with respect to personal information, students are advised to use a personal device that is not connected to HDSB infrastructure including the board network.

Should you have any questions or concerns relating to privacy in the Halton District School Board, please contact privacy@hdsb.ca

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