Privacy and Freedom of Information (FOI)

The Halton District School Board (HDSB) is committed to being open and transparent about the information we hold, and to protecting the privacy of students, families and staff. This page explains your right to access information, how to make a request, and how we will help you through the process.

Before you make a formal request, please contact us. Much of the information people look for can be shared without a formal application, and we are glad to point you in the right direction or help you narrow a request so it costs less and reaches you sooner.

As a public school board, HDSB is an “institution” under Ontario’s Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) . The Act is built on a simple principle: information held by government should, in general, be available to the public, with only limited and specific exceptions.

Under MFIPPA you have the right to:

Access general records
Request access to general records held by the board (for example, board reports, policies or statistics);

Access your personal information
Request access to your own personal information (or, as a parent/guardian, your child’s, subject to the child’s age and privacy rights); and

Request a correction
Ask us to correct your own personal information if you believe it is inaccurate.

You do not need to give a reason for your request, and anyone can make one.

Often, no. Some of the most commonly requested information is available more quickly through another route.

Your child’s Ontario Student Record (OSR)
You can usually arrange to view the OSR by contacting the school principal directly; this is often faster than a formal request. Contact the school office to make an appointment.

Routine information
Policies, procedures, board reports and many other records are already published or can be shared on request. Ask us first: we may be able to provide what you need without any application or fee.

Your own personal information
If you are asking for your own records (or your child’s), tell us. There is no search or preparation fee for your own personal information.

Not sure whether you need a formal request? Contact Access, Privacy and Records at privacy@hdsb.ca. Helping you find the fastest, lowest-cost route is part of our job.

If a formal request is the right route, here is how it works.

1

Put your request in writing

You can use the board’s FOI request form or simply write a letter. Describe the records you want as specifically as you can: the subject, the type of record, the people or programs involved and the time period. The clearer the request, the faster we can respond. If you are not sure how to describe what you need, contact us before you file and we will help you frame it. A request is considered incomplete if it requires additional clarification or is missing the mandatory fee. 

2

Include the $5 application fee

This mandatory fee (set by law) must accompany a formal request and cannot be waived. It can be paid by cheque payable to the Halton District School Board. We do not accept e-transfer.

3

Send your request to Access, Privacy and Records

Mail
Access, Privacy and Records
Halton District School Board
2050 Guelph Line
Burlington, ON L7P 5A8

Email: privacy@hdsb.ca

4

We help clarify, if needed

If your request is unclear or very broad, we will contact you as soon as possible to help you refine it. Under MFIPPA we are required to make reasonable efforts to help you formulate and clarify your request.

45 business days

For complete requests received on or after July 1, 2026, the board will respond within 45 business days (i.e., Monday to Friday only). In some cases the law allows this time to be extended (e.g., where a request covers a very large volume of records or requires consultation with others). If an extension applies, we will tell you and explain why.

Beyond the $5 application fee, additional fees may apply to requests for general records (e.g., staff time to search for and prepare records ($7.50 per 15 minutes) and photocopying ($0.20 per page). There is no search or preparation fee for your own personal information.

Before additional costs are incurred

  • If your request is likely to cost more than $25, we will give you a fee estimate first, so there are no surprises
  • For estimates of $100 or more, we will ask for a 50% deposit before we begin
  • You can ask us to reduce the cost by narrowing your request
  • You may request a fee waiver; the law allows fees to be waived, in whole or in part, where it is fair and equitable to do so (e.g., on grounds of financial hardship or public interest) but you will need to provide evidence of need 

If a request is unusually large or complex, the law now allows the board to extend the response period where the statutory criteria are met (e.g., a large volume of records, or necessary consultations). In addition, effective July 1, 2026, a limited second extension (MFIPPA s. 20(1.1)) is available in defined circumstances after a first extension has been taken. Any extension is applied and communicated by Access, Privacy and Records in writing, with the length and new due date clearly stated, and the requester’s appeal rights noted.

The board may also propose a staged access plan, releasing records in scheduled installments rather than all at once. If we propose a plan, we will set out what will be released and when, and you will have an opportunity to respond, suggest changes or narrow your request. We will always try to discuss options with you first.

If you believe personal information the board holds about you (or your child) is inaccurate, you can ask us to correct it. If we are unable to make the correction, you have the right to have a statement of disagreement attached to the record noting the correction you requested.

You have the right to appeal the board’s decision on your request, including a refusal, a fee or a time extension, to the Information and Privacy Commissioner of Ontario (IPC), an independent body that oversees MFIPPA.

Appeal deadline: 30 days
An appeal must be filed within 30 days of the board’s decision.

Information about how to appeal, and the applicable appeal fee, is available from the Information and Privacy Commissioner of Ontario .

The board maintains a Directory of Records that describes the classes and types of records in its custody or control. This can help you identify and describe the records you are looking for. To request a copy or ask which records might contain what you need, contact Access, Privacy and Records:

Mail
Access, Privacy and Records
Halton District School Board
2050 Guelph Line
Burlington, ON L7P 5A8

Email
privacy@hdsb.ca

Most records are available on request, but the law sets out limited and specific exemptions and exclusions. Examples include, but are not limited to, the protection of the personal privacy of others or legal advice. If we withhold a record or part of one, we will tell you which provision of the Act applies. You may appeal that decision to the IPC.

Notably, certain cyber security records prepared or collected under the Enhancing Digital Security and Trust Act, 2024 (EDSTA) are excluded from MFIPPA effective July 1, 2026. The EDSTA exclusion is applied operationally by Access, Privacy and Records in consultation with the appropriate Information Services staff; the specific categories are not catalogued in public-facing materials.

We are here to help you at any stage before, during or after a request.

Mail
Freedom of Information, Information Services
Halton District School Board
2050 Guelph Line
Burlington, ON L7P 5A8

Email: privacy@hdsb.ca

Phone: 905-335-3663

Toll-free: 866-786-6120

Student Personal Health Information - Electronic Storage and Security

How HDSB manages and protects student personal health information.

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 standards and responsibilities

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.

How student health information is used

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.

Student personal health information is used and shared only when necessary to support safety, care and learning.

Purpose-limited use
Only for the purposes of safety, care or educational support.

Need-to-know access
Shared on a “need-to-know” basis with school staff involved in your child’s care.

Sharing with outside partners
With outside partners, such as health units or emergency responders, only with consent or as authorized by law.

Urgent situations
In urgent situations, we may disclose information without consent to reduce a serious risk of harm.

HDSB uses layered safeguards to protect student personal health information.

Controlled access
Role-based access and staff confidentiality training.

Secure technology
Secure systems with encryption and audit logging.

Privacy by design
Minimum-necessary collection, routine reviews and privacy impact checks for new tools.

Retention and secure disposal
Information is retained and securely disposed of in accordance with the OSR Guideline and HDSB records schedule.

HDSB uses practical safeguards to protect student information throughout its lifecycle.

Controlled access
Role-based access and staff confidentiality training.

Secure systems
Secure systems with encryption and audit logging.

Privacy-focused collection and review
Minimum-necessary collection, routine reviews and privacy impact checks for new tools.

Retention and secure disposal
Retention and secure disposal per the OSR Guideline and our records schedule.

Questions or privacy concerns?

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

Safe and Secure Use of Technology

Protecting student and staff information while supporting safe, secure and responsible use of technology.

Our commitment

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.

Monitoring and network security

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.

More information

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.

Privacy when using HDSB technology

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 and 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.

6

Monitor the use of electronic communication and information systems.

Authorized review of student technology use


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.

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.

Need privacy for personal information?
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.