Digital tools and online services are an important part of teaching, learning and school board operations. As technology continues to evolve, the Catholic District School Board of Eastern Ontario is committed to providing students and families with clear, accessible information about how digital tools may be used and how personal information is protected.

This page provides a general overview of the types of digital tools used across the Board, the purposes they support and the types of personal information they may require. The information involved will vary depending on the tool, its purpose and how it is configured or used.

Definitions

Personal information is recorded information about an identifiable individual. This may include a person’s name, identifying number or symbol, contact information, educational information, work or assessment information, or other information that can be connected to that individual.

Digital tools include software, applications, online platforms, web-based services, browser extensions and other technologies used to support education and Board operations.

How Digital Tools Are Used

The Board uses digital tools to administer educational programs and related services and to deliver them efficiently, securely and effectively.

Digital tools may be used by teachers, support staff, administrators, students, parents and guardians to:

• support instruction and differentiated learning;
• provide access to educational resources and learning activities;
• facilitate communication and collaboration;
• collect student work and provide feedback;
• assess and evaluate student learning;
• support accessibility and individual learning needs;
• maintain attendance, registration and student records;
• support transportation, facilities and other operational services;
• communicate information to students and families; and
• meet administrative, reporting and legal requirements.

The Board’s use of digital tools generally falls within the following areas.

1. Board Administration and Student Services

Digital tools may support:

• student registration, enrolment and class placement;
• parent, guardian and emergency contact information;
• attendance and safe-arrival programs;
• student assessment, evaluation and report cards;
• special education programs and student support services;
• student transportation;
• student health, safety and well-being requirements;
• home-to-school communications and family portals;
• payment processing for school activities;
• the management of Board-issued devices and technology;
• facilities, operations and administrative services; and
• required reporting to the Ministry of Education and other authorized organizations.

2. Instruction, Assessment and Evaluation

Digital tools may support:

• learning management systems;
• classroom instruction and learning activities;
• online learning;
• video conferencing and collaboration;
• assignment submission and teacher feedback;
• assessment and evaluation;
• digital portfolios;
• student reflection and goal setting; and
• reporting on student progress and achievement.

3. Learning, Communication and Content Creation

Teachers may use approved digital tools to support:

• reading, writing and numeracy;
• research and access to digital reference resources;
• coding and computational thinking;
• communication and collaboration;
• presentations and content creation;
• music, video and multimedia projects;
• critical thinking and problem-solving;
• creativity and student engagement; and
• organization, planning and study skills.

4. Experiential and Pathway Learning

Digital tools may also be used to support:

• simulations and virtual learning experiences;
• virtual field trips and guest speakers;
• cooperative education;
• Specialist High Skills Major programs;
• career and pathway planning; and
• community-connected learning.

Types of Personal Information That May Be Involved

Depending on the purpose and functionality of a digital tool, limited student information may be required to provide access or deliver an educational, administrative or operational service.

This may include:

• student name;
• Board-provided username or email address;
• student number or another account identifier;
• school, grade, class or course information;
• parent, guardian or emergency contact information;
• attendance and registration information;
• assignments, assessments and other learning content;
• student progress, achievement or participation information;
• communications or content submitted through the tool;
• accessibility or accommodation information, where required;
• information about use of the tool; and
• technical information necessary to operate, secure or support the service.

Not every digital tool uses all of these types of information. The information involved depends on the purpose of the tool and the functions being used. The Board works to limit personal information to what is reasonably necessary for the intended purpose.

Third-Party Digital Services

Some digital tools are owned or operated by third-party service providers. Personal information may be disclosed to or processed by a service provider when this is necessary to deliver or support an educational, administrative or operational service on the Board’s behalf.

Where a third-party service is used, the Board takes steps appropriate to the nature of the tool and the information involved. These may include reviewing:

• the purpose and intended use of the tool;
• the types of personal information involved;
• where and how information is stored and processed;
• privacy and security practices;
• access controls and account-management processes;
• information retention and deletion practices;
• contractual terms and provider responsibilities; and
• potential privacy, cybersecurity and technology risks.

Third-party service providers are expected to handle personal information in accordance with their agreements with the Board and applicable legal requirements. Where personal information is shared with a third-party service provider, the Board will conduct detailed cyber security assessments, including Privacy Impact Assessments.

Protecting Personal Information

The Board uses administrative, technical and contractual safeguards to help protect personal information from unauthorized collection, access, use, disclosure or disposal.

Depending on the tool and the information involved, safeguards may include:

• limiting access to authorized individuals who require the information to perform their duties;
• using Board-managed accounts and access controls;
• limiting or anonymizing the personal information entered into a tool;
• reviewing privacy, security and contractual requirements;
• providing staff with guidance on the appropriate use of digital tools;
• establishing retention and deletion requirements;
• monitoring approved technologies and service arrangements; and
• assessing privacy and security risks.

Students and staff are also expected to use digital tools responsibly and in accordance with Board policies, procedures and acceptable-use requirements.

Reducing the Amount of Personal Information Used

Where appropriate and practical, the Board may use strategies to reduce or avoid the disclosure of identifiable personal information. These may include:

• using Board-generated usernames or account identifiers;
• limiting profile information;
• disabling unnecessary features;
• using access codes or teacher-managed accounts;
• using pseudonyms or anonymous access where appropriate; and
• configuring tools to collect only the information needed for the intended purpose.

The appropriate approach will depend on the tool, the educational or operational need, and the nature and sensitivity of the information involved.

Legal Authority and Privacy Requirements

The Board collects, uses and discloses personal information in accordance with applicable Ontario legislation, including the Education Act and the Municipal Freedom of Information and Protection of Privacy Act, as well as Board policies and procedures.

Personal information is used for the purpose for which it was collected, for a consistent purpose, as otherwise authorized by law, or with consent where consent is required. Information may also be disclosed where necessary to provide educational and related services or where the disclosure is otherwise authorized or required by law.

Additional Information

This page provides a general overview of how the Board uses digital tools. The specific information involved and the way it is handled will depend on the tool, its purpose and the circumstances in which it is used.

Where additional information, consent or a separate communication is appropriate, the Board or school may provide further information directly to the student or their parent or guardian.

Questions or Concerns

Questions about the use of a particular digital tool in a school or classroom may be directed to the school principal.

Questions about the Board’s privacy practices or the collection, use or disclosure of personal information may be directed to:

Privacy Officer
Catholic District School Board of Eastern Ontario
privacy@cdsbeo.on.ca
613-258-7757

Additional information is available on the Board’s Privacy and Personal Information webpage.