Information Privacy and Security

Purpose

Any information collected by CiiAT from students is for the purposes of delivering CiiAT’s programs effectively, and to maintain compliance standards through reporting. CiiAT collects and holds a variety of information from its students before, during, and after their time within the program.

Types of Information Collected

• Personal: name, address, email, phone number, social insurance number, and correspondence
• Admissions: transcripts, criminal record check, personal writing, art portfolio, reference letters, and resume
• Academic: grades, reports, artwork, assignments, transcripts, letters of reference, evaluations, and attendance
• Work experience: contracts, evaluations, and client information (names, numbers, artwork, and file notes)
• Financial: student loans, payment statements, tax receipts, letters, and correspondence

How Information is Used

All information stays within the systems used by CiiAT, and will not be disclosed to any other party unless otherwise required by law. Student information is not publicly distributed nor sold under any circumstance.

CiiAT handles all personal information with care and in accordance with applicable privacy and information security laws and regulations. Personal information collected by CiiAT is used only for legitimate institutional, academic, clinical placement, and administrative purposes, and is not used for purposes unrelated to the individual’s relationship with CiiAT.

Personal information is handled carefully and is used only as necessary for institutional administration, record keeping, regulatory and administrative reporting, and other legitimate institutional functions. This may include reporting to regulatory or government bodies such as the Private Training Institutions Regulatory Unit (PTIRU) and the Canada Revenue Agency (CRA), where required.

Information provided during the admissions process is used to assess and administer applications, maintain institutional records, and fulfill applicable administrative and regulatory reporting requirements.

Academic information, including student records, grades, assessments, and progression information, is securely stored and used as necessary to support academic delivery, evaluation, student progression, credentialing, and institutional record keeping.

Information regarding a student’s work experience, professional background, and relevant experience may be used to support the clinical placement process, academic delivery, and administrative reporting. When such information relates to or may involve clinical activities, CiiAT maintains its commitment to applicable client information safety, confidentiality, privacy, and security laws and regulations. CiiAT fully upholds these requirements and expects students and personnel to do the same.

Financial information is handled with care and is used solely for legitimate administrative purposes, including tuition, payment processing, account administration, financial records, and applicable reporting requirements.

CiiAT limits access to personal information to individuals who require the information to perform their authorized institutional responsibilities and takes reasonable measures to protect information from unauthorized access, use, disclosure, alteration, or loss.

Exclusions

In some circumstances, student information will be provided to other sources external to CiiAT. Student information is provided to required parties, such as but not limited to: 

• The Private Training Institutions Regulatory Unit (PTIRU) of the Systems Integrity Branch in British Columbia
• The Canadian Art Therapy Association (CATA)
• The College of Registered Psychotherapists of Ontario (CRPO)
• Canada Revenue Agency (CRA)

Purposes for Disclosure to Third Parties

All student information held at CiiAT is done so in the strictest confidence. However, if information is requested by the government and their agencies under the law, it is our obligation to provide it. 

CiiAT students have a right to access their own personal information in CiiAT’s custody.

Obtaining Consent

By signing a Student Contract, the student has given consent for the collection of the above defined information.

Refusing Consent

CiiAT cannot deliver its programs and courses effectively without the collection of student information.

Complaints

All students have the right to file disputes by following the Student Dispute Resolution Policy.

Security 

• All student information is kept securely.
• Student files are kept in secure, cloud-based systems.
• Client files and clinical placement information is kept in secure PIPEDA compliant (federal), PIPA compliant (BC), cloud-based systems.
• As mandated by the Private Training Institutions Regulatory Unit (PTIRU), specific student information is archived to ensure it is safe and available long-term.
• Any printed documents with student information are shredded before being discarded.
• CiiAT is not responsible for the care of physical artwork left on any of its brick-and-mortar premises.