Collecting your personal information

Personal information is collected for the purpose of providing educational services to children and dependents of military members, veterans and the Extended Defence Team. Educational services are administered by Military Family Services (MFS) of the Canadian Forces Morale and Welfare services (CFMWS) under the authority of the National Defence Act.

Collecting personal information about minors

In order to administer educational services to children and dependents, the MFS Education Team collects personal information about minors, such as their name, date of birth, educational information, and health information. As the legal guardian, you consent to the collection and use of personal information about your minor children or dependents when you provide the information. The collection, purpose, use, disclosure and rights described in this privacy notice apply equally to personal information about minors.

Why we need your personal information

Educational Services include counselling, post-secondary pathway planning, second language training, and the Support Our Troops Tutoring Program. Personal information is used to manage client profiles, determine eligibility, administer applications, assess educational needs and goals, provide advice, respond to inquiries, facilitate participation in events or workshops, and promote additional services and resources that may be of interest to you.

Personal information may also be aggregated for program monitoring, evaluation and reporting purposes.

Educational services are complementary. Refusal to provide personal information may impact your ability to receive support or benefits.

Sharing your information

In addition to the MFS Education Team, other MFS employees may access your personal information on a need-to-know basis for providing additional guidance and/or referrals to other service offerings.

The MFS Education Team may also share your personal information internally with:

• the Support Our Troops (SOT) Program for administering funds for tutoring;
• CMFWS Finance for administering the payment of grants; and
• the CFOne Program for managing your CFOne membership.

With your consent, your personal information may be shared externally with:

• Military Family Resource Centres (MFRC);
• School Boards within Canada;
• Schools outside of Canada, related to an OUTCAN posting;
• Language and Development Research Group (LRDG);
• Children’s Education Management (CEM); and
• the Department of National Defence (DND).

Protecting your privacy

Personal information is protected and is only used and disclosed by CFMWS in accordance with the Privacy Act, as described in personal information banks (PIB) Military Family Services Program / Veteran Family Program - CFMWS PPU 825 and CFMWS PPE 802 - Financial Assistance - Support Our Troops (SOT) Funds.

Personal information may be processed by cloud-based information technology systems provided by Microsoft and other third parties located in Canada, including Jotform. CFMWS implements robust cybersecurity measures in order to safeguard its data and systems, however there is a residual risk associated with storing and processing data in the cloud. For the Jotform Privacy Policy, please visit their website at https://www.jotform.com/privacy/.

Personal information is retained only for as long as necessary to fulfill the purposes outlined in this Privacy Notice or as required by law.

Under the Privacy Act, you have the right to access and correct your personal information, and the right to file a complaint with the Privacy Commissioner of Canada. If you wish to exercise any of these rights or have any questions regarding the use of your personal information, you can send an email to [email protected] to report a concern, or you can contact the Office of the Privacy Commissioner of Canada to file a complaint.

Consent

By registering for programs and services offered by the MFS Education Program, you consent to the collection, use, and disclosure of your, and/or your child’s or dependent’s, personal information as described in this Privacy Notice.