Privacy Code - FAQ
What is the College's Privacy Code?
The College collects, uses and discloses personal information during the course
of its legislatively mandated activities as the regulator of the teaching profession
in Ontario. Because these regulatory activities are not of a commercial nature,
they are not subject to the provisions of Personal Information Protection and Electronic Documents Act (PIPEDA).
However, in recognition of the important principles that underlie the PIPEDA,
its unique role as a regulator.
The College's policy describes the kind of information it collects, how the information
is used and under what circumstances members of the profession can access the
information the College holds about them.
What are the circumstances in which a member can get access
to their information?
The College will provide copies of documents related to a member
when the member fills out the appropriate
request form and pays the fee of
$24 per document.
There are instances when the College will not be able to fulfill
such a request. If that is the case, the College will inform the member of
the reasons why the request has been denied or only partially granted. The
person making the request may file a complaint about the decision with the
Registrar of the College.
Is the College required to follow any rules in the use of personal
The College may collect, use, and disclose personal information
within the meaning of the Personal Information Protection and Electronic
Documents Act ( PIPEDA ) in the course of fulfilling its statutory
duties (described in the Privacy Code) to govern the teaching profession in
Ontario in the public interest.
This information may relate to applicants to the College, members,
those who have a complaint with respect to a member, and persons who are engaged
in the administration of the Ontario College of Teachers Act.
Why might the College not be able to fulfill a request?
There are a number of reasons, which can be found on our website at
Voluntary Privacy Code - Ontario College of Teachers.
Some of the reasons are that providing the information may be
prohibitively costly, or the information may contain references to other people
and cannot be separated, or the College didn't create the record and it would
be more appropriate to direct the person to the organization that created it.
How long will it take for the College to provide the information?
The College will make every effort to respond to a request within
How may a member get access to their information?
A member can fill in a Request for Release of Personal Information form. The written request must
contain contact information, as well as sufficient information about the person
making the request to identify him or her.
They must specify which documents they want and sign and date
the request. Requests for access to personal information are subject to a fee
of $24 per document.
The College reserves the right to set a more appropriate fee
depending on the size of the documents that are being requested.
Why does a member of the College have to pay for their own information?
The College has collected the information in its possession in
order to carry out its legislated mandate. Its activities are funded almost
entirely through its members' annual fee. It is College policy to set fees
on a cost-recovery basis, which we have established in this case at $24 per
document. This is the minimum fee. If a request requires substantially more
work, the College may require a higher fee.
Does the College provide personal information to anyone else?
The College does not share personal information about an individual
with third parties.
In some cases, at the written request of the member, the College
may provide copies of documents to other institutions.
What safeguards do you have in place to protect personal information?
The College ensures that any personal information in its possession is securely
stored in electronic files that are accessible only by password and in physical
files that are kept in locked storage units. Access to such information is
restricted to authorized personnel.
Both orientation and ongoing employee training sessions include instruction
regarding the College's statutory duty of confidentiality.
The College ensures that any personal information that is no longer required
Is the College required to keep personal information confidential?
All employees of the College and members of Council are required to preserve
secrecy with respect to all information that comes to their knowledge during
the course of their duties. People found guilty of contravening this requirement
are liable to a fine of up to $25,000.
Who can I communicate with about the terms of the Privacy Code?
The Registrar is accountable for ensuring that the provisions of the Privacy
Code are met.
Questions with respect to the Code should be directed to the Registrar and
Chief Executive Officer, Ontario College of Teachers, 101 Bloor
Street West, Toronto, Ontario M5S 0A1.
Alternatively, inquiries may be made by telephone at 416-961-8800 or at firstname.lastname@example.org.