Privacy Policy

About This Policy

Ontario Online Schools (OOS) is a Ministry-inspected private secondary school operating under BSID #885338. Our principal address is in Mississauga, Ontario, Canada. We operate ontarioonlineschools.ca and the Moodle-based learning platform through which students access their courses.

This Privacy Policy explains what personal information OOS collects from students, parents, and website visitors, why we collect it, how we use and protect it, and with whom we may share it. It applies to all interactions with OOS — including enrollment, course delivery, transcript management, and use of our website.

As a private school engaged in commercial activity, OOS is subject to Canada's federal Personal Information Protection and Electronic Documents Act (PIPEDA). We are also bound by the Ministry of Education's Ontario Student Record (OSR) Guideline, 2000 and the Ontario Student Transcript (OST) Manual in all matters relating to official student records.

Information We Collect

We collect only the information needed to enroll students, deliver courses, issue official credits, and comply with Ministry of Education requirements.

Type of informationWhy we collect itHow it is used

TypeFull name, date of birth, contact detailsWhyStudent identification and enrollmentHowCreating your OEN, OSR, and enrollment record

TypePrevious school history and academic recordsWhyPlacement and credit assessmentHowConfirming prerequisites and prior credits

TypeCourse enrollment and grade informationWhyIssuing credits and official transcriptsHowOST preparation, OUAC/OCAS reporting

TypePayment informationWhyProcessing tuitionHowHandled securely through our payment processor; not stored by OOS

TypeCommunication records (email, Moodle messages)WhyTeacher-student interaction and supportHowRetained as part of the course record during enrollment

TypeDevice and browser data (IP address, session info)WhyPlatform security and functionalityHowNot linked to personal identity; used only for technical diagnostics

A note on minors.Many of our students are under 18. Where a student is a minor, we require a parent or guardian to complete enrollment on their behalf and to consent to the collection of the student's personal information. Parents and guardians may contact us at any time to review, correct, or request access to their child's information.

Official Student Records

As a Ministry-inspected school with credit-granting authority, OOS is required to maintain an Ontario Student Record (OSR) for each student and to issue an Ontario Student Transcript (OST) upon successful course completion. These are formal Ministry-mandated records, not internal school documents.

What the OSR contains— Your enrollment dates, course history, report cards, and any documentation relevant to your academic record at OOS. OSRs are maintained in accordance with the Ministry's OSR Guideline, 2000.
What the OST contains — An official record of all credits earned through OOS, including course codes, titles, grades, and credit values. This is the document universities, colleges, and other institutions receive when you apply.
Who can access your records — You — or your parent or guardian if you are a minor — have the right to access your OSR and OST at any time by contacting us. Staff access is restricted to those with a direct role in your education.
How long records are retained— OOS retains student records in accordance with Ministry guidelines. OSRs are maintained for a minimum of five years after a student's last enrollment. OSTs are retained indefinitely as permanent academic records.
Transfer of records — If you transfer to another school, OOS will transfer your OSR to your new school upon written request. Transcript copies are sent directly to institutions upon your written authorization, at no charge.

Reporting to the Ministry.OOS submits required statistical data to the Ontario School Information System (OnSIS) three times per year, as required by Section 16(5) of the Education Act. This includes enrollment numbers and course completion data. Data submitted to OnSIS is protected under Ontario's privacy legislation and the Ministry's controlled security systems. Individually identifiable student data is depersonalized before any public reporting.

How We Use Information

We use personal information only for the purposes for which it was collected. We do not use student data for marketing, advertising, or any purpose unrelated to the delivery of educational services.

Processing your enrollment and verifying eligibility for the courses you are registering for.
Acquiring your Ontario Education Number (OEN) and establishing your Ontario Student Record, where required.
Delivering course content and facilitating communication between students and teachers through Moodle.
Assessing and evaluating student work, recording grades, and issuing official report cards and transcripts.
Submitting grades to OUAC (Ontario Universities' Application Centre) or OCAS (Ontario College Application Service) on your written request, at no additional charge.
Sending your Ontario Student Transcript to postsecondary institutions or other schools on your written authorization.
Complying with our legal and regulatory obligations under the Education Act and PIPEDA.
Responding to your inquiries, providing academic support, and administering your account.

Disclosure

OOS does not sell, rent, or trade personal information. We do not share student information with third parties for commercial purposes. We disclose personal information only in the following limited circumstances:

Ministry of Education — We submit required statistical and enrollment data to OnSIS as required by law. Ministry inspectors may review student records, course materials, and OST documentation as part of a formal inspection.
Postsecondary application services — With your written authorization, we submit grades and transcripts to OUAC, OCAS, or directly to institutions you are applying to. This is always student-initiated.
Receiving institutions— If you request that your transcript be sent to a university, college, or other school, we send that record directly to the institution named. The receiving institution's own privacy policies govern how they handle your information once received.
Service providers — We use a small number of third-party service providers to operate our platform (including Moodle for course delivery and our payment processor for tuition transactions). These providers are contractually bound to protect your information and may not use it for any other purpose.
Legal requirements — We may disclose personal information if required to do so by law, court order, or at the request of a government authority with lawful jurisdiction.

We do not sell student data. OOS does not share, sell, or license student personal information to advertisers, data brokers, or any third party for commercial purposes. Student information collected in the course of delivering education is used solely for that purpose.

Security

OOS takes reasonable technical and organizational measures to protect personal information against unauthorized access, disclosure, loss, or misuse. These measures include:

Secure, password-protected access to the Moodle learning platform, with role-based permissions limiting staff access to only the information relevant to their function.
Encrypted transmission of data between your browser and our platform (HTTPS/TLS).
Restricted physical and electronic access to student records, maintained on secure servers.
Payment processing handled by a PCI-compliant third-party processor. OOS does not store credit card or banking details.
Regular review of our data handling practices to identify and address potential vulnerabilities.

No system is perfectly secure. While we take reasonable precautions, no internet transmission or electronic storage system is completely secure. If you have reason to believe that your interaction with us is no longer secure, please contact us immediately at principal@ontarioonlineschools.ca.

Your Rights

Under PIPEDA, individuals have the right to access the personal information an organization holds about them and to request corrections where that information is inaccurate or incomplete. As a student or parent of a student at OOS, you have the following rights:

Right of access — You may request a copy of the personal information OOS holds about you, including your student record. We will respond within 30 days of receiving a written request.
Right to correction — If any information we hold about you is inaccurate or incomplete, you may request that it be corrected. We will update our records and, where appropriate, notify any third parties to whom we have previously disclosed the incorrect information.
Right to withdraw consent — Where your consent is the basis for our use of personal information, you may withdraw that consent at any time. Please note that withdrawing consent may affect our ability to continue providing services to you.
Right to complain — If you believe that OOS has not handled your personal information in compliance with PIPEDA, you may file a complaint with the Office of the Privacy Commissioner of Canada at www.priv.gc.ca.

To exercise your rights, submit a written request to our Privacy Officer at principal@ontarioonlineschools.ca or by mail to Ontario Online Schools, Mississauga, Ontario. Please include your full name, the information you are requesting or the correction you are seeking, and a contact method so we can respond. We do not charge a fee for access requests.

Website & Cookies

When you visit ontarioonlineschools.ca, our web server automatically logs standard technical information including your IP address, browser type, pages visited, and the date and time of your visit. This information is used solely to monitor site performance and security. It is not linked to any personally identifiable information and is not shared with third parties.

Our website may use cookies — small text files stored on your device — to remember your session preferences and improve your browsing experience. You can configure your browser to refuse cookies, though some features of the site may not function correctly if you do so. We do not use tracking cookies for advertising purposes.

Policy Updates

OOS may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. When we make material changes, we will update the “Last updated” date at the top of this page. We encourage students and parents to review this policy periodically. Continued use of our services following a posted update constitutes acceptance of the revised policy.