Privacy policy
1. PURPOSE AND LEGAL FRAMEWORK
The purpose of this Policy is to inform individuals about their rights and how their personal information is collected and used by the Eastern Shores School Board (ESSB) when they visit the ESSB website.
This Policy stems from the ESSB’s obligation under section 63.4 of the Act respecting Access to documents held by public bodies and the Protection of personal information to publish on its website a privacy policy written in plain and clear language when it collects personal information by technological means.
This Policy is consistent with other guidelines applicable to the ESSB.
This Policy applies to all personal information collected by the ESSB through technological means. If the technological means refers to a website or technological tool belonging to another organization, the privacy policy of that website or other technological tool applies. In such cases, please refer to that privacy policy.
2. INTENDED AUDIENCE
This policy applies to all ESSB staff and to anyone who uses or accesses the ESSB website.
3. CONSENT
When you visit our website for the first time, we will display a pop-up window explaining cookies. By clicking “Accept,” you consent to our use of all cookies and extensions as described in the pop-up window and this Cookie Policy. You can disable cookies through your browser settings, but please note that our website may no longer function properly.
4. TECHNOLOGICAL MEANS BY WHICH THE CSES COLLECTS PERSONAL INFORMATION ON THE ESSB WEBSITE
4.1. PERSONAL INFORMATION COLLECTED AUTOMATICALLY ON THE ESSB WEBSITE:
When a user accesses the ESSB website, certain information is collected automatically, namely:
- the Internet service provider’s domain name;
- the IP address (a number automatically assigned to the visitor’s computer by the Internet service provider for the purpose of browsing the Internet);
- the browser type (Explorer, Google, Firefox, etc.);
- the operating system the visitor is using (Windows, macOS, etc.);
- the date and time the visitor accesses the site;
- the pages viewed and the duration of those visits;
- the address of the referring site if the visitor accesses our site from another site.
This transfer of information results from the technological requirements inherent in browsing the Internet and is used for statistical purposes (e.g., compiling visitor statistics and identifying the most frequently visited pages on the organization’s website).
No cookies are permanently stored on the visitor’s hard drive.
The following categories of individuals will have access to this personal information:
- Staff members of the Information Resources Department.
4.2. PERSONAL INFORMATION COLLECTED AUTOMATICALLY ON THE INSTITUTIONS’ WEBSITES
When a user accesses the institutions’ website, certain information is collected automatically, namely:
- the Internet service provider’s domain name;
- the IP address (a number automatically assigned to the visitor’s computer by the Internet service provider for the purpose of browsing the Internet);
- the browser type (Explorer, Google, Firefox, etc.);
- the operating system the visitor is using (Windows, macOS, etc.);
- the date and time the visitor accesses the site;
- the pages viewed and the duration of these visits;
- the address of the referring site if the visitor accesses our site from another site.
This transfer of information results from the technological requirements inherent in browsing the Internet and is used for statistical purposes (e.g., compiling visitor statistics and identifying the most frequently visited pages on the organization’s website).
No cookies are permanently stored on the visitor’s hard drive.
The following categories of individuals will have access to this personal information:
- Staff of the Information Resources Department.
4.3. PERSONAL INFORMATION VOLUNTARILY PROVIDED BY THE USER
If the user voluntarily provides personal or otherwise confidential information via an online form, only the information necessary to process the user’s request or respond to the user’s message will be collected and used.
The following categories of individuals will have access to this personal information:
- ESSB staff members who initiated the request for information and those who need this information to perform their duties;
- The access administrator as part of their duties.
5. MEASURES TAKEN TO ENSURE THE CONFIDENTIALITY AND SECURITY OF PERSONAL INFORMATION
The ESSB is committed to protecting the personal information entrusted to it, in accordance with its obligations and with the Directive on the Rules Governing the ESSB’s Handling of Personal Information.
Personal information is retained for the period necessary to carry out the ESSB’s activities and in accordance with applicable legal provisions.
To this end, the ESSB implements security measures to adequately protect the confidentiality of the personal information it collects, such as computer software and strict procedures for accessing this information, as well as control and verification measures.
The ESSB also has a Privacy Breach Policy designed to minimize the impact of such incidents. The ESSB also ensures that personal information is securely destroyed to safeguard its confidentiality.
All ESSB staff members are required to respect the confidentiality of the personal information collected.
6. RIGHT OF ACCESS AND RECTIFICATION
Any user may request access to personal information concerning them that is held by the ESSB, in accordance with the provisions of the Act respecting Access to documents held by public bodies and the Protection of personal information. They may also request the correction of personal information concerning them when such information is inaccurate, incomplete, or ambiguous, or when the collection, disclosure, or retention of such personal information is not authorized by law.
This request must be submitted in writing to the Access to Information and Privacy Officer:
M. Denis Gauthier, Secretary General
Eastern Shores School Board
40 Mountsorrel
New Carlisle, Quebec G0C 1Z0
Phone: 418-752-2247, ext. 1241
Email: denis.gauthier@essb.qc.ca
7. COMPLAINT PROCESS
The person responsible for access to documents and the protection of personal information is also responsible for ensuring compliance with this Policy, in accordance with the Directive on the Rules Governing the ESSB’s Governance with Respect to Personal Information.
To submit comments or a complaint regarding non-compliance with this Policy, the request must be addressed in writing to the person responsible for access to information and the protection of personal information:
M. Denis Gauthier, Secretary General
Eastern Shores School Board
40 Mountsorrel
New Carlisle, Quebec G0C 1Z0
Phone: 418-752-2247, ext. 1241
Email: denis.gauthier@essb.qc.ca
8. INFORMATION REGARDING THIS POLICY
For any questions regarding this Policy, visitors may contact:
M. Denis Gauthier, Secretary General
Eastern Shores School Board
40 Mountsorrel
New Carlisle, Quebec G0C 1Z0
Phone: 418-752-2247, ext. 1241
Email: denis.gauthier@essb.qc.ca
9. CHANGES TO THE POLICY
The ESSB may amend this Administrative Privacy Policy at any time and at its sole discretion by posting a notice of amendment on its website. Amendments generally cannot take effect until 15 days have elapsed from the date of publication of the notice. The notice must indicate the general purpose of the amendments to the Administrative Privacy Policy, which must be specified in a section dedicated to this Policy on the website and indicate the effective date of the amendments.
Users are therefore advised to regularly check the ESSB website and this Policy to see if any changes have been made.
All users are deemed to have read, accepted, and acknowledged the validity of this Policy. Users are deemed to have accepted any changes if they continue to use the websites or participate in ESSB activities after the changes take effect.
10. EFFECTIVE DATE
This administrative policy was approved by the Access Committee on April 20, 2026, and adopted by the Executive Director on May 1, 2026.
It takes effect on June 1, 2026.