This notice is to advise you that TDSB will be collecting personal information belonging to our students and their parents/caregivers to provide educational services. This notice outlines how TDSB uses digital learning tools to fulfil its objectives and provides additional information about the categories of digital learning tools approved for use.
Definitions and Use of Digital Learning Tools
Personal information (PI) has the same meaning as personal information in section 2(1) of MFIPPA and means recorded information about an identifiable individual. This includes information such as a name, unique identifying number or symbol, or other information that identifies an individual either on its own or when combined with other information. Examples could include a name, student number, picture, address, gender, grades, or assessment information. It does not include information that has been de-identified or anonymized.
Digital learning tools include software, applications (apps), web services, browser extensions, etc.
Purpose of Third-Party Digital Learning Tools
TDSB uses digital learning tools to administer educational programs and associated services.
The collection of personal information using digital learning tools is for the purpose of providing education and education-related services such as instruction, assessment, and evaluation, as well as for ancillary and administrative services, such as attendance, transportation and facilities. The collection of personal information is necessary for TDSB to deliver the services that we are mandated to provide by the Education Act (sections 169.1(1)(c) and 170(1), and Ministry of Education policies and Program/Policy Memoranda (PPMs) that authorize school boards to collect and use personal information for the delivery of educational programs and related services.
To support teaching, learning, assessment, and school operations, TDSB uses a variety of digital learning tools and software applications, including tools provided by approved third‑party vendors. These digital learning tools are used for educational, administrative, and operational purposes, and support both in‑person and online learning. Digital learning tools used by TDSB generally fall into the following categories and may involve limited student personal information, depending on the purpose of the tool.
Our educators use digital learning tools to assist with differentiated instruction, to provide learning platforms for students and offer parents tools for engagement. Digital learning tools are also used to gather student work, for assessment of a student’s knowledge, learning skills, work habits, behaviour, learning style, learning strengths and weaknesses, engagement, and achievement.
Our employees and contractors use digital learning tools to make the management of data more efficient and secure, and to assist with reporting requirements to parents and the Ministry of Education.
Categories of Digital Learning Tools Used by TDSB
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Category of Digital Learning Tool
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Reason for Use
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Student Information That May Be Involved
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Learning management and classroom platforms
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Learning Management Systems and Digital Portfolios used to deliver instruction, manage classroom activities, distribute materials, and collect student work
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Student name, grade level or age, class or course information, and student work or submissions
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Assessment and evaluation tools
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Assessment and evaluation platforms used to administer assessments, track progress, and record results
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Student name or identifier, grade level or age, assessment responses, and grades or results
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Communication and collaboration tools
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School-to-home communication tools, parent portals, and classroom collaboration tools
used to support engagement between students, educators, and families. This includes the creation of student work and collaboration between students
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Student name, school-issued account information (such as a school email address or username), and class or group membership
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Student information and administrative systems
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Student registration and class placement systems; attendance and safe-arrival programs; transportation systems; device distribution tracking; payment processing tools; reporting to the Ministry of Education, Medical Officer of Health, Ontario Federation of School Athletic Associations (OFSAA), and other authorized third parties; used to support school and board operations, including enrolment, scheduling, reporting, and compliance with legal and Ministry requirements
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Student identifiers, demographic information, grade level, course enrolment, attendance data, medical plans of care (if required), and other administrative records
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Education, enrichment, and experiential learning tools
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Coding tools; blogging platforms; digital math tools; word processing and presentation tools; music and media creation software; simulations; virtual field trips; guest speaker platforms; cooperative education supports; used to support content creation, collaboration, organization, communication, critical thinking, and experiential learning opportunities
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Student name, class or group membership, and student-generated content
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Student accommodation platforms
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Systems that are used to support the creation, management and tracking of student education plans, such as IEPs
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Student identifiers, grade level, course enrolment, individual education plans and progress
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Authority to Use Third-Party Digital Learning Tools
The Education Act authorizes school boards to collect and use personal information to provide the services that we deliver to students and their families.
Regulatory Requirements for the Collection, Use and Disclosure of Personal Information
The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) regulates how a school board collects and manages personal information. Additionally, the Enhancing Digital Security and Trust Act (EDSTA) applies to the school board’s use of digital technology affecting students under the age of 18, and establishes additional requirements related to transparency.
- Authority to Collect Personal Information The Education Act and Ministry of Education provide the authority for school boards to collect personal information about you and your children attending school.
- Use of Personal Information We will only use the personal information collected for the reason it was collected, for a reason that is consistent with the reason it was collected, or with your consent to use it for a different purpose.
- Disclosure of Personal Information We will only disclose the personal information collected for the reason it was collected or for a consistent reason that is necessary and proper in our efforts to provide educational services. In some cases, the board may disclose personal information to digital learning tool providers as agents, and they might be engaged to collect, use and/retain personal information on behalf of the board for the board’s purposes. In such cases, the digital learning tool providers are providing the board with services to fulfil the board’s mandate and in a manner that meets the board’s legal responsibilities and policy requirements. When personal information is disclosed to digital learning tool providers, the board retains control and ownership of the personal information. The board contracts with vendors to limit use and disclosure of student personal information and to ensure vendors use appropriate safeguards to protect student personal information.
- Protection of Personal Information We use reasonable security measures must be used to protect personal information from inadvertent or unauthorized access or disclosure:
- only those individuals who require access to information to fulfil their job or contractual duties may have access;
- service providers cannot directly or indirectly disclose, sell, share, destroy, exploit or use any personal information (except as permitted by law); and
- industry standard security measures are required to be used to protect personal information.
- Risk Mitigation Strategies to Protect Personal Information TDSB has policies and procedures that provide guidance for staff and service providers about when and how they can use digital learning tools that collect personal information. This includes:
- Your Rights Parents/caregivers, and students 16+ years of age and older, have the right to raise concerns if they believe personal digital information has been improperly collected, used, retained, or disclosed. You can contact TDSB's Freedom of Information and Privacy Office or the Information and Privacy Commissioner.
Questions or Concerns
Any questions you have about how TDSB collects, uses or discloses personal information can be referred to the Freedom of Information and Privacy Office at [email protected].
Any questions you have about TDSB's use of digital learning tools can be referred to Kevin Bradbeer, Senior Manager, Application and Digital Solutions at [email protected].
Any questions about a particular digital learning tool used in your child’s classroom can be referred to your child’s school principal.