Privacy Policy

Prairie Central Adventist Academy Privacy and Consent Policies

Welcome to pcaa.ca, the official website for Prairie Central Adventist Academy (PCAA). The privacy and safety of our students and their families are of utmost importance to us. This policy outlines how we collect, use, and manage personal information in compliance with:

Personal Information Protection and Electronic Documents Act (PIPEDA)
Manitoba’s Freedom of Information and Protection of Privacy Act (FIPPA)
General Data Protection Regulation (GDPR) for international users

Purpose of Data Collection
PCAA collects personal information to:
Facilitate enrolment, re-registration, bursary applications, and school administration.
Communicate with parents/guardians regarding school activities, tuition, and emergencies.
Process payments and determine financial aid eligibility.
Ensure student health, safety, and academic administration.
Personal Information We Collect
We may collect the following information:
Parent/guardian: Name, contact details, relationship to the student.
Student: Name, date of birth, grade level.
Emergency contact: Name, phone number.
Health information: Medical details relevant to student safety.
Financial data: Notices of assessment, pay stubs, pre-authorized payment details (for bursaries and tuition processing).
Consent preferences: Media release, third-party data sharing, and communication preferences.
Parental/Guardian Consent
By submitting an enrolment, re-registration, or bursary form, you confirm:
You are authorized to provide the student’s information.
You consent to the collection, use, and storage of your and your child’s personal data as outlined in this policy.
You understand and agree to specific consents provided within the application process.
Use and Sharing of Information
We do not sell or rent personal data. Information may be shared with:
Authorized school personnel (administrators, teachers, health staff).
Third-party service providers, such as payment processors or educational software, but only when necessary and with consent.
External academic systems, such as FACTS Management, used for student/parent records, though this data is not stored on our website.
Third-party developers assisting with internet technologies, marketing, and business operations, under strict confidentiality.
Data Retention & Removal
Enrolment and financial data may be stored for secure processing and retained via Microsoft mail servers before being delivered to a pcaa.ca email account.
Information collected through forms are stored briefly for secure transit via Microsoft mail servers to Microsoft 360 (or preferred) mail servers, after which it is automatically removed from the website.
Anonymous entry details (eg. entry ID, timestamp, guardian names, phones, and mailing addresses) may be retained for up to 2 years for record-keeping and support purposes.
Document Submission & Financial Data
Sensitive financial documents (e.g., pay stubs, notices of assessment) are encrypted during transmission and stored securely with restricted access to authorized personnel only.
Financial data is never shared with third parties without explicit consent.
Media Release
A separate consent option will be provided for:
Use of student photos, videos, or names in newsletters, websites, or social media.
Promotional materials or public events.
Declining media consent does not affect enrolment.
Cookies & Website Data
PCAA.ca uses cookies to improve functionality and user experience. We collect:
Non-personal data, such as IP addresses, browser types, and page visits.
Cookies: Essential for functionality, analytics (Google Analytics), and marketing (if applicable).
You can manage cookies through browser settings. GDPR-compliant users can customize preferences.
Third-Party Analytics & External Links
We use Google Analytics to monitor traffic. Please review Google’s privacy policy for details.
Our site may contain external links. PCAA is not responsible for third-party privacy policies.
Data Security
All data is encrypted during transmission and storage.
Access is restricted to authorized personnel only.
Regular security audits help prevent unauthorized access.
Data Transfers & International Processing
PCAA uses sophisticated cloud-based services, ensuring encrypted storage, access controls, and regular security audits. These services provide industry-standard encryption and compliance with PIPEDA, FIPPA, and GDPR.
Personal data is processed in Canada, with safeguards in place for any international transfers.
Your Rights
Parents/guardians have the right to:
Access, correct, or request deletion of their or their child’s data.
Withdraw consent for specific uses at any time.
Request details on how data is stored and secured.

For requests, contact info@pcaa.ca.

Updates to This Policy
Latest update February 10th, 2025. This policy may be updated periodically. The latest version is always available at pcaa.ca/privacy.