Personal Information Collection Privacy Policy

Effective Date of Policy: September 2009

Admission Representative and Senior Education Administrator: Julie Anne Lee

CAHM collects students' personal information for the following reasons:

• to keep students/graduates informed of activities of the school; and
• to issue T2202As in accordance with Canada Revenue Agency.

CAHM retains a full student file for a period of seven (7) years following the student's withdrawal, dismissal or graduation. After seven years, the full student record is destroyed using a secure destruction method.

CAHM uploads a copy of the student's contracts, transcripts and credential (if any) to an approved third-party vendor. These records are retained for a period of fifty-five (55) years by the third-party vendor.

Procedure for maintaining student files:

1. A student's personal information is collected throughout the student's attendance at the institution. All required information regarding the student is placed in the student's file.
2. Student files containing personal information are safely stored in locking file cabinets, and access to the student files is limited to the appropriate administrative staff and the Senior Education Administrator/School Owner.
3. When a student leaves the school either by withdrawal, dismissal or graduation, a transcript is prepared showing the marks achieved in the courses completed. If the student has completed all courses within the program of study, a program credential is also prepared. These documents are signed by a representative of CAHM and copies of the signed documents are placed in the student file.
4. Within 30 days of the student permanently leaving school, copies of the Student Enrolment Contracts, transcripts (if any) and credentials (if any) are sent to the third-party vendor for long term storage.
5. After documents are sent for long term storage, the full student file is placed in "inactive" student storage for one year.
6. At the end of one year, the student file is placed in "closed" storage for a further six years.
7. At the end of the seven year period, the full student file will be destroyed using a secure destruction method.

Procedure for student access to the information on file:

1. Students wishing to access the information in their student file must make the request to CAHM in writing.
2. The Senior Education Administrator will provide copies of any document the student requests from their student file.
3. The student will pay $0.25 per page for the documents copied for him/her.

Procedure for authorizing release of information:

1. If a student wishes to authorize a third party to access information in his/her student file, he/she must do so in writing.
2. The school will not release information to any person other than the people authorized by the student to access information, unless required to do so by legislation, a subpoena, court order or if release of information is necessary as part of an ongoing police investigation.