Information Access and Protection of Privacy

The 嫩芽视频 (HCDSB) is committed to protecting the right to privacy for students, staff, and families.

Personal information is collected under the authority of the Education Act and in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

For more information, please read the Notification of the Routine Collection, Use & Disclosure of Student Personal Information鈥�.

What is the Education Act?

The Education Act is the provincial law that governs education in Ontario and authorizes school boards to:

  • Collect personal information for the purpose of planning and delivering educational programs and services;
  • Report on their activities to the Ministry of Education.

Under the Education Act, the Principal of the school is required to compile a student record, known as the Ontario Student Record (OSR).

How Does the Board Collect and Use Personal Information?

Personal student information is collected directly from parents, guardians or students under the authority of the Education Act. Information collected will be used in accordance with MFIPPA for:

1. Planning and delivering educational programs and services;
2. By Board employees who need to access the information in order to do their job;
3. To comply with legislation or law enforcement; or
4. In compelling circumstances affecting the health or safety of students

Notification of the collection and use of student information is indicated on student registration forms and updated annually. Personal information collected and used for any other purpose requires the consent of a parent/guardian or the adult student.

How Do I Access My Child(s) Personal Information?

Parents/guardians can request access to information held by the HCDSB by contacting the Principal of their school, or the school that the student last attended. While an individual has access to their own personal information and general records, they do not have a right to access personal information about any other student, unless they are the parent or guardian.

How Do I Correct my Personal Information Held by the Board?

Parents/guardians and students over 18 years of age may request a correction be made to their records. HCDSB is required to make the correction when the student record is incomplete or inaccurate. However, the Board is not required to correct a professional opinion, an observation made in good faith, or a record that was not originally created by the Board.

How Do I Get a Copy of my High School Transcript
(Ontario School Transcript)

Transcripts and Diploma Requests are 

Important Notes When Requesting a Transcript/Diploma:

  • If you would like to receive a digital copy, select the 鈥�Include a digital copy (PDF) version of my transcript, emailed to me鈥� checkbox.
  • Requesting a digital copy means you are accepting responsibility for the digital version of your transcript. HCDSB will make every effort to securely provide the digital version of your transcript. You will either receive a secure link or an encrypted email containing the attached PDF. If you are not able to access your transcript through either of these methods, HCDSB will send your transcript via standard email.
  • If your child has graduated and is over the age of consent (18 years), you may not request or receive a transcript without the written authorization from your son or daughter.

Delivery Details:

  • Once your order is received and completed, you will receive a confirmation email.
  • All transcripts and diplomas will be sent to you via regular postal mail or may be picked up at the Catholic Education Centre (802 Drury Lane, Burlington, ON). 
  • If you choose to pick up your transcript and/or diploma, it will be kept at the Catholic Education Centre for one month. If you do not pick up your transcript and/or diploma after one month of receiving a notification email, your order will be destroyed securely, and you will be required to submit a new request.
  • If you would like to receive your transcript or diploma using a third-party courier service (as opposed to Canada Post), you must choose that mailing option. You or someone you know should be available to sign for it. If you are not available, follow the instructions provided to you by that service provider for picking up your mail at that service provider鈥檚 Service centre. Service providers are not able to hold onto your transcript for an extended period.
    • If you choose to use courier service, you will receive your transcript within 3 days of the date in which HCDSB arranges the service. You will not receive your transcript or diploma within 3 days of submitting the request.
  • HCDSB does not forward transcripts or diplomas to Colleges or Universities in Ontario. Those requests must follow  and  submission processes. If you do not see the Ontario college or university on the list of post-secondary institutions, contact OCAS or OUAS.
  • HCDSB will, however, mail transcripts to post-secondary institutions outside Ontario. You will be required to provide the student number assigned to you by that institution and the correct mailing address. Send that information to records@hcdsb.org after you submit your request. In the subject of your message, you must include your transcript request order number. Not doing so may delay our ability to send your transcript to that post-secondary institution.
  • HCDSB does not mail transcripts to more than one mailing address unless the requester submits a separate request.

Estimated Delivery Times:

  • Transcript digital copies will be delivered in 1-2 weeks.
  • Transcript hard-copies will be delivered in 2-3 weeks. 
  • Delivery of diplomas can take up to 6-8 weeks. If you request a diploma, the diploma will be mailed at later date.

IMPORTANT NOTE:

Please ensure that you are submitting a transcript request from a Catholic Secondary School in the Halton Region. There are secondary schools in surrounding regions with similar school names. Students requesting a document from another school board will not receive a refund if the request was accidentally submitted to HCDSB.

For questions about obtaining a student transcript or diploma, please contact Privacy, Records and Information Management Services at: records@hcdsb.org.

How Do I Access Specific Information?

For access to specific information, please contact the Board office at: 905-632-6300 and you will be directed to the department responsible for the records you are seeking. Staff at the Board office will assist you in determining if the records you are requesting can be released to you through a routine disclosure process, or you must complete a Freedom of Information (FOI) access request, under MFIPPA.

How Do I Make a Formal Freedom of Information (FOI) Request Under MFIPPA?

Method 1: Online Submission (Digital)

This is the most direct method if you prefer to handle the process electronically.

  • Process: Complete the FOI Online Request Form.
  • Payment: Paid via credit card directly through the online portal.
  • Details: Ensure you provide specific details about the records you are seeking to help the Board locate them efficiently.

Method 2: Printed/Manual Submission (Mail)

Use this method if you prefer to submit a physical paper application or pay by cheque.

FOI Request Form HCDSB (manual paper submission)Download
  • Process: Download and print the FOI Request Form HCDSB.
  • Payment: A $5.00 cheque made payable to the 嫩芽视频.
  • Mailing Address: Send the completed form and the cheque to:
    Privacy, Records and Information Management Services 
    嫩芽视频
    802 Drury Lane
    Burlington, ON L7R 2Y2

Need Help?

If you have questions before submitting, you can contact the Manager, Privacy and RIM at 905-632-6300.

Please review the FOI Request page for more information鈥�.

Frequently Asked Questions

Can I Appeal a Decision Made by HCDSB?

You may appeal a decision made by the Board regarding your request for access to records. The Information and Privacy Commissioner of Ontario (IPC), is appointed by the Ontario Legislature and is independent of the government. The IPC acts as the overseeing body to school boards.

If you request the IPC to review your access request, you must complete an application form at or contact them at 1-800-387-0073.

If you would like additional information from HCDSB’s Records and Information Management Services, please contact the Board office at 905-632-6300 or through email at: privacy@hcdsb.org or records@hcdsb.org.鈥嬧赌嬧赌嬧赌嬧赌嬧赌嬧赌嬧赌嬧赌嬧赌嬧赌嬧赌嬧赌嬧赌嬧赌嬧赌�

Why do I need to disclose whether I used AI to draft my FOI request?

We鈥檝e added this brief disclosure to help the Privacy & Access Office understand how requests are being prepared. Some requests drafted using AI tools have contained factual errors or unclear wording, which can slow down processing, cause confusion, or lead to unnecessary clarification requests. This disclosure is not a requirement under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and using AI does not disqualify you from making a request. It鈥檚 simply a tool to support transparency in the request process and help us serve you better.