We take your privacy seriously

Student & Educational Records Privacy Policy

Effective Date: September 1, 2025
Last Updated: February 18, 2026

  1. Introduction

Crania Schools (“Crania”, “we”, “our”, or “us”) is committed to protecting the privacy and personal information of our students, parents/guardians, staff, and community members.

This Privacy Policy describes how we collect, use, disclose, store, and protect personal information in accordance with:

  • The Personal Information Protection and Electronic Documents Act (PIPEDA)
  • The Canadian Standards Association (CSA) Model Code for the Protection of Personal Information
  • Ontario Ministry of Education requirements
  • The Education Act (Ontario), where applicable

This policy is publicly available and applies to all personal information collected in the course of operating Crania Schools, including our secondary school credit programs.

 

  1. Accountability

Crania Schools is responsible for personal information under its control.

A designated Privacy Officer is responsible for ensuring compliance with privacy legislation and responding to privacy-related inquiries.

Privacy Officer Contact:
Privacy Officer, Crania Schools

admin@crania-schools.com

  1. Personal Information We Collect

We collect personal information necessary for educational, administrative, safety, and regulatory purposes, including but not limited to:

  • Student full name
  • Date of birth
  • Gender
  • Ontario Education Number (OEN)
  • Academic records and assessments
  • Ontario Student Record (OSR) documentation
  • Parent/guardian contact information
  • Emergency contact details
  • Medical information (where necessary for safety)
  • Attendance records
  • Disciplinary records
  • Citizenship or residency documentation (if required)
  • Financial information for tuition processing
  • Digital activity related to school platforms

Personal information is collected directly from parents/guardians or students, except where authorized or required by law.

 

  1. Purpose of Collection

We collect, use, and disclose personal information for the following purposes:

  • To deliver educational programming
  • To evaluate and report student achievement
  • To grant Ontario Secondary School Diploma (OSSD) credits
  • To establish and maintain Ontario Student Records (OSRs)
  • To assign, update, validate, and manage Ontario Education Numbers (OENs)
  • To submit required student data to the Ontario Ministry of Education through OnSIS
  • To communicate with parents/guardians
  • To ensure student safety and well-being
  • To comply with legal and regulatory requirements
  • To administer tuition and related services

Personal information is collected only for purposes that a reasonable person would consider appropriate in the circumstances.

 

  1. Ontario Education Number (OEN)

Where applicable, Crania Schools assigns and maintains Ontario Education Numbers (OENs) in accordance with Ministry policy.

The OEN and associated personal information may be exchanged with the Ontario Ministry of Education for the purposes of:

  • Assigning new OENs
  • Validating existing OENs
  • Updating student records
  • Reporting required student data through OnSIS

Such exchanges are conducted securely and in compliance with applicable legislation.

 

  1. Consent

We obtain meaningful consent prior to collecting, using, or disclosing personal information, except where collection or disclosure is authorized or required by law.

For students under 18 years of age, consent is obtained from a parent or guardian.

Consent may be withdrawn at any time, subject to legal or contractual restrictions.

 

  1. Limiting Collection

Collection of personal information is limited to what is necessary for identified purposes.

Crania Schools does not collect personal information indiscriminately or for unrelated purposes.

 

  1. Limiting Use, Disclosure, and Retention

Personal information is:

  • Used only for the purposes identified
  • Disclosed only where required or permitted by law
  • Retained in accordance with Ministry of Education retention schedules and applicable legal requirements

Ontario Student Records (OSRs) are maintained and retained in accordance with Ministry guidelines.

When personal information is no longer required, it is securely destroyed using appropriate methods.

 

  1. Ontario Student Record (OSR) Management and Transfer

Crania Schools establishes and maintains an Ontario Student Record (OSR) for students enrolled in OSSD credit courses in accordance with Ministry of Education requirements.

Access to OSRs is restricted to authorized school personnel with legitimate educational interest.

When a student transfers to another Ontario school, the OSR will be transferred directly and securely to the receiving school upon written request.

If a student withdraws and no receiving school is identified, records are retained in accordance with Ministry retention policies.

 

  1. Safeguards

Crania Schools protects personal information using appropriate physical, administrative, and technical safeguards, including:

  • Locked storage of physical OSRs
  • Restricted office access
  • Password-protected digital systems
  • Role-based access controls
  • Encryption of sensitive information where appropriate
  • Secure data transmission methods
  • Staff confidentiality agreements

Access to personal information is limited to authorized personnel who require it to perform their duties.

 

  1. Accuracy

Crania Schools strives to ensure personal information is accurate, complete, and up-to-date.

Parents/guardians and students are encouraged to notify the school of any changes.

 

  1. Individual Access and Correction

Individuals have the right to request access to their personal information and request corrections where appropriate.

Requests must be submitted in writing to the Privacy Officer.

 

  1. Openness

This Privacy Policy is publicly available on our website and available upon request.

We are transparent about our privacy practices and procedures.

 

  1. Challenging Compliance

Any concerns regarding privacy practices may be directed to the Privacy Officer.

If concerns are not resolved, individuals may contact the Office of the Privacy Commissioner of Canada.

 

  1. Website and Digital Platforms

Crania Schools may collect limited technical information through its website (e.g., cookies, analytics) for operational purposes.

Personal information is not sold, traded, or shared for marketing purposes.

 

  1. Privacy Breach Protocol

In the event of a breach involving personal information under the custody or control of Crania Schools, the school will:

  • Take immediate steps to contain the breach
  • Assess the sensitivity and scope of affected information
  • Notify affected individuals where there is a real risk of significant harm
  • Report the breach to the Office of the Privacy Commissioner of Canada where required under PIPEDA
  • Document the breach and corrective actions taken
  • Implement additional safeguards where necessary

All staff are required to report suspected privacy breaches immediately to the Privacy Officer.

 

  1. Updates to This Policy

This Privacy Policy may be updated periodically.

The most current version will always be available on our website.