Sarah McLachlan School of Music Society Privacy Statement
INTRODUCTION
Welcome to the Sarah McLachlan School of Music Society (the “School”). The School is a free music program designed to engage children and adults with music programming and learning resources. We strive to do so in a way that is fun, educational, inclusive and community-oriented. This Privacy Statement describes what personal information the School collects through online registration, virtual classrooms and through our student portal (the “School Sites”), how we may use and disclose personal information, and the steps we take to keep it secure.
We have designed the School’s program to minimize the collection of personal information. There are parts of our sites that you can use without providing any information, but to participate in the School we do require some personal information.
By registering for the School, you consent to the collection and use of your personal information and the personal information of your child/children, by the School in accordance with this Privacy Statement . We may change this Privacy Statement at any time, and your continued use of our School sites indicates your agreement to the revised terms. The most recent date of revision will be indicated at the top of the Privacy Statement .
This Privacy Statement applies to the School. This Privacy Statement does not apply to other websites operated by third parties. The School webpages may contain links to other sites and to third party sites. Please read the terms of use and policies of such third party sites or applications when you access them.
Please also read the School’s Terms of Use. By registering for the School, you agree to this Privacy Statement and our Terms of Use. If you do not agree, please do not register as a user on our registration Site.
PRIVACY OF CHILDREN
Some of the School Sites are intended to be used by parents, others by the student. The portal is a website which enables you and your child to view your child’s class schedule and change or update your account information. This portal is protected by a password chosen by you. The virtual classroom allows teachers to conduct lessons online through virtual channels. It is also protected by a password chosen by you that is encrypted. Your password cannot be viewed by SoM staff and cannot be set by a SoM staff member.
The School encourages parents and guardians to be aware of and participate in their children’s online activities. Minors (persons under the age of majority in their province or territory of residence; in BC, the age of majority is 19) may not use the School Sites without the permission of their parent or guardian.
WHAT INFORMATION DO WE COLLECT?
We collect the following types of personal information (information about an identifiable individual).
To register on your own behalf or on behalf of your child for the School, you will be asked to provide your name, address, phone number and email address, and your child’s name, birth date, email address, school and grade level, the reason for applying, allergies and/or dietary restrictions, languages spoken at home, whether your child has any medical conditions we should be aware of, any learning or behavioural supports your child may need, and your child’s preferred pronoun.
During the course of our classes, we may collect information about routine matters such as student attendance at classes and events, participation, interests, level of knowledge and skill, in order for our teachers to be able to create content that is suitable for each particular class.
Social Media: Our School’s social media channels and School Sites enable us to connect with the community and to promote the School. From time to time we may collect, use, share or promote the creative work of students and teachers, including images, photographs, audio and video recordings, music produced, soundtracks, artwork and film or video footage, from live performances, classes or other events. This may include images or recordings of you or your child. For these purposes, we get the consent of the parent or guardian at the time of registration. You have the choice not to consent and if you don’t we will not use your child’s identifiable personal information.
If you send an e-mail to us, we will collect your e-mail address and the full content of your e-mail, including attached files, and any other information you provide.
personal information may also be collected, used and disclosed in the course of the operation of building security systems, including video surveillance systems.
More information about how and why we use personal information is below in the next section.
WHY DO WE COLLECT, USE OR DISCLOSE PERSONAL INFORMATION?
As explained below, we collect, use and disclose personal information to enable students and families users to participate in the School, to better understand individuals’’ needs and preferences; to improve the content and format of the School’s program; to administer individual accounts; to provide support to parents and children as necessary; for business administrative purposes, and as otherwise permitted or required by law.
We collect personal information at registration to enroll your child and family with the School and in the specific classes the child will take, to manage and administer the child’s participation as a student at the School, to enable parents and children to use the portal and to enable the School to create classes that are suitable for its students.
To help us understand how the School is being used, and how we can improve it, we use some personal information to create aggregate statistical reports. There is no identifiable information about any individual in these reports. These reports help us better understand our student population, including such things as grade, age range, average level of need (social/emotional/financial) in a given location, types of interests. This helps us meet current needs and predict future growth and student needs, such as the demand for certain classes or certain times of day or times of the week, so we can make budgeting and planning decisions.
With your consent, we will use your personal information to send you information about contests, special events, surveys, and reminders to re-enroll next year.
If you register for a special event we will use that personal information to administer the event, unless otherwise specified when you register for that event. Where appropriate, we may keep track of which events a student is registered for. We may also send reminders to particular segments of the School’s members depending on the nature of the event.
If a survey collects personal information we will tell you at the time of the survey what the purpose of the collection are.
If necessary, we may use or disclose personal information to comply with applicable law, enforce our School Site policies, or protect ours or others' rights, property, or safety.
User consent to collect, use and disclose personal information can be updated or changed by logging in to your or your child’s account at any time.
You may opt-out from receiving communications from the School at any time, which would remove your email address from any future communication, including the above mentioned communications about special events, surveys, and reminders. We will still communicate with you by email about matters to do with your child’s attendance and participation in the classes they are registered in.
We may also collect some personal information for security purposes, including through video surveillance in some places. A sign is posted letting people know that the location is monitored by a surveillance camera.
COOKIES
Cookies are small pieces of information that are stored by your browser on your computer’s hard drive. Cookies used for tracking are anonymous. Most web browsers automatically accept cookies but you can control cookies through your browser preference settings, however please be aware that your settings choices may affect how you can use the site.
We use cookies to allow us to automatically collect your domain name and keep track of the pages on our sites that you access or visit, the number of times you visit the Site, the average length of time you spend each visit. This information is not connected to your name or registration information. We use the information to track overall usage behaviour patterns that will allow content and service improvement. We use Google analytics to collect these aggregate statistics. No personal information is stored in or gathered from these methods and there is no connection to display ads.
WITH WHOM DO WE SHARE INFORMATION?
We do not sell or trade your personally identifiable information for marketing, advertising, or promotional purposes. We may disclose personal information to third party contractors including service providers who assist us in delivering services for the School, including our Site host providers. We use contracts to ensure that those parties agree to keep this information secure and use it only for the specified purposes.
SECURITY
We use technical , administrative and contractual measures to protect personal information in our custody or under our control. Access to personal information is limited to those employees, contractors, service providers and volunteers who need access to carry out the purposes for which the information was collected and otherwise as described in this Privacy Statement.
Your password controls access to your Portal. You are responsible for protecting the security of your passwords. Please be aware that, despite our best efforts, no security measures are perfect or impenetrable. To help ensure the privacy of your information, we strongly recommend you store your password in a safe place, change it frequently, and not share your user name and password with others.
ACCURACY
We take reasonable efforts to ensure that we maintain the accuracy of personal information, but we rely on you to ensure the accuracy and completeness of the personal information you provide. Please ensure you update your contact information with us if you move, and if you believe that information we have about you or your child is inaccurate please contact the privacy officer at the address below.
STORAGE, RETENTION AND DISPOSAL
We retain information for as long as necessary for the identified purposes and as otherwise required by law. Our database is kept active with your child’s registration information from year to year so you do not need to re-register your child each year. If your child graduates or chooses to no longer attend the School, their status will become inactive. We will securely dispose of personal information when it is no longer needed for identified purposes or as required by law.
ACCESS, CORRECTION, WITHDRAWAL OF CONSENT
Individuals have the right to request access to the personal information that the School holds about them, and to request that any information you consider to be inaccurate be corrected. Individuals also have the right to withdraw consent, and the right to ask us to delete your personal information, subject to certain legal limitations. You may exercise these rights by writing to our privacy officer at the address below.
LINKING TO THIRD PARTY CONTENT/WEBSITES
Please keep in mind that this Privacy Statement applies only to the School and the School Sites. The Sites may contain links from and to third party websites whose privacy practices may be different from ours. Once you leave our School Sites, our Privacy Statement does not apply. Please review the linked website’s and third party content provider’s privacy policies, and do not use or further visit these sites if you do not agree with the terms of these policies. We are not responsible for the privacy policies and practices or the content of the websites operated by third parties or of any linked site or subsequent links from that website.
For information about online safety and tips on how to protect your children’s privacy, please visit the BC Government’s page Online Safety.
CONTACT OUR PRIVACY OFFICE
If you have any questions about our Privacy Statement or our information management practices, or if you wish to exercise your rights, please write to us at:
Privacy Officer, Sarah McLachlan School of Music
200-138 E 7th Ave
Vancouver, BC V5T 1M6
Or email us at privacy@sarahschoolofmusic.com