Privacy and Security Policy
Purpose
The purpose of this policy is to set out the following:
what personal information we collect;
the reasons we collect it;
how we use it, disclose it and share it;
who controls it and has access to it;
how we protect and safeguard it;
how long we keep it;
whom to contact to get additional information, to request that your information be destroyed, to correct or update your information, and/or to inspect what information we hold
Personal Information We Collect
Name
Age/DOB
Address
Phone Number(s)
Email Address
Social media contact details
Academic information (school, grade, achievement data, personal assessments completed by teachers or principal)
Health information (in accordance with The Personal Health Information Protection Act)
Family information
Other information deemed relevant for the provision of exchange services
Reasons for Collection
To personalize the exchange experience for each student
To facilitate exchange operations with partner travel organizations
To protect the health and safety of students participating in exchanges
Use, Disclosure and Sharing of Information
We use the personal information of students in the following ways:
to create a personal profile of exchange participants
to match them with appropriate exchange partners
to support travel requirements
ISE will not sell, trade, or transfer private information to any other organization except
trusted third-party organizations, which are our partners who assist in arranging the placement or travel of those individuals who apply to participate in our programs. These trusted parties have agreements with us to maintain the privacy of personal information. Information is shared with partner families for acceptance and school enrollment. European families also have privacy agreements in place before receiving our files. The transfer of information occurs on a secure server that is cloud-based and password-protected.
Lawful authorities to comply with legal requirements or to provide necessary medical care and services
Distribution of participation information to participating school boards
International Data Transfers
We transfer personal information to the following countries:
France;
Switzerland;
Italy;
Germany;
Spain; and
Ireland.
When we transfer user personal data, we will protect that data as described in this Privacy Policy and comply with applicable legal requirements for transferring personal data internationally.
Control and Access
All information provided to ISE is under the control of Mary Di Santo-Lawless, Executive Director. Access to information is limited to ISE employees responsible for supporting exchange experiences. Employees must sign a confidentiality agreement, and disclosure statements are included in our signatures.
Protection and Safeguarding of Information and Website Cookie Policy
ISE uses a secure server, password protection, data encryption, firewall and anti-virus software to protect all electronic information. Paper records are kept in a secure file area, in a locked filing cabinet with limited access. Any electronic files and equipment removal are done securely and supported with a certificate of destruction. ISE has invested in the services of an IT management company responsible for 24/7 support to oversee all necessary measures.
Electronic records are stored on a secure Canadian server with the following security certifications:
Hypertext Transfer Protocol Secure (HTTPS) certificate
Protection of Data
Privacy Protection—ISE complies with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and related Ontario Regulations.
PIPEDA and GDPR--ISE complies with the general principles of the Personal Information Protection and Electronic Documents Act (PIPEDA) and Europe’s General Data Protection Regulation (GDPR).
Applications are now submitted, stored, and shared with our partner offices via an online platform provided by Salesforce. Information regarding their privacy and security certificates is available on their Compliance Website.
Cookie Policy
A cookie is a small file stored on a user's hard drive by a website. Its purpose is to collect data relating to the user's browsing habits. You can choose to be notified each time a cookie is transmitted. You can also choose to disable cookies entirely in your internet browser, which may decrease the quality of your user experience.
We use the following kinds of cookies on our site:
Session (Essential Cookies): These cookies are used to ensure the site visuals remain consistent and do not store any information.
Retention Period
Paper applications are kept for two years before being destroyed. A database of files and email addresses is kept on a secure server, backed up daily and destroyed after seven years.
Changes to this Privacy and Security Policy
We may periodically update this Privacy and Security Policy to reflect changes in our practices or for legal reasons. Significant changes will be communicated by posting the revised policy on our website.
Contact Information
For additional information about this policy or for any questions/concerns about the personal information we collect, including requests to access, modify, challenge, or delete your personal information, please contact ISE as follows:
International Student Exchange-Ontario
92 Caplan Avenue
Suite 267
Barrie, Ontario
L4N 9J2
Email: info@iseontario.com
Phone: 705-722-9440