Privacy Policy

Safeguarding Personal Information is a fundamental concern of United Talmud Torahs of Montreal Inc., doing business under Les écoles Azrieli Talmud Torah | Herzliah School (“School”) as it pursues its mission of providing excellent educational service. The law, namely, the Act Respecting Access to Documents Held by Public Bodies and the Protection of Personal Information (the “Act”), requires that all Staff and board members of the School adopt certain behavior to protect the Personal Information the School collects, uses, discloses or otherwise processes (“Processes”).

This Privacy Policy (“Policy”) describes how and why the School Processes Personal Information and what the School does to protect it.

We have appointed a Privacy Officer to ensure compliance with the Act. This person can be reached at the following coordinates and we invite any privacy related questions, comments, or complaints to be directed to:  vieprivee-privacy@azrieli-tth.ca.

Scope‍

This Policy applies if you are a Student (defined below), a Parent (defined below), a user who visits our website (accessible through https://www.azrieli-tth.ca/) (the “Website”) or a Job Applicant (as defined below) who applies for a career opportunity with us. In this Policy, we describe our policies and practices with respect to the collection, use, and disclosure of Personal Information (as defined below) and the measures taken to ensure its continued protection. We also describe the rights and choices you have regarding your privacy.

In some cases, at the time of collection of your Personal Information, we may provide you with additional information regarding the processing of your Personal Information. We may also, in certain circumstances, obtain your specific consent to the use or sharing of your Personal Information, including where required by law.

Definitions

“Personal Information” means any information, in any format, about an individual that can directly or indirectly identify them. This includes but is not limited to all paper and electronic records, photographs and video recordings.

“Parent” means the parent, legal guardian or other legal representative of a student.

“Student” means a prospective, current, or past student of the School.

“Job Applicants” means someone who applies for a position with the School, whether paid or unpaid, and who may be considered for employment or engagement under a contract with the School.

Types of Personal Information the School Collects 

The School limits the type of Personal Information it collects to what is required to accomplish the purposes listed below. This Personal Information includes but is not limited to:

Nominative information: first and last names of Parents and Students as well as their addresses, School-provided emails, dates of birth, and permanent codes;

Academic records: evaluation results, capability assessments, and references;

Health information: allergies, dietary restrictions, and any medication to be provided;

Government issued identification: passport and medicare numbers;

Images and other recordings: photographs, voice recordings, and videotape.

Professional or employment-related information:  letters of motivation, resume, references and any additional information Job Applicants provide when they apply for a career opportunity at the School;

Browsing activity: this information may include your IP address, device ID, browser type, data about the web pages you visited on our Website, your language preferences, email bounce backs, and click-throughs. It is collected via automated means, such as cookies, web beacons, and similar technologies when you visit our Website;

Any other information you provide to us: such as when you contact us by email, on the phone or in-person.

Purpose of Collection

The School limits the collection of Personal Information to what is strictly necessary to provide excellent education services and fulfill its duty of care toward Students. This includes but is not limited to:

• communicating with students and parents about matters related to the Students’ schooling;
• tending to Students’ educational, social, and health needs;
• celebrating Students’ efforts and achievements;
• identifying Parents and Students;
• compiling student lists;
• planning, sourcing, monitoring and evaluating the School’s services and functions including Parent participation;
• daily administering of School activities;
• ensuring payment of School fees;
• facilitating Student, Parental, or alumni communication;
• soliciting feedback from Parents;
• complying with governmental reporting requirements;
• complying with statutory and or other legal obligations;
• investigating incidents or defending any legal claims against the School, its services or its staff;
• complying with laws that impose specific obligations regarding the Processing of Personal Information; facilitating fundraising; 
• verifying the suitability of Job Applicants for employment and conducting pre-screening activities, including verification of education, qualifications, references, criminal background checks, and credit checks when relevant to the position; and
• promoting the School (e.g. calendars, School Web site or other promotional material).

We may use technical information collected by cookies to enhance our Website’s design, functionality, and optimizing our marketing efforts, subject to your privacy choices as explained below. 

The School undertakes to identify the reasons for collection either before or at the time the Personal Information is collected. If the School wishes to use the Personal Information it collects for a purpose other than what it has identified, it will obtain appropriate consent unless not required to do so by law.

Please note that in the case of photographs and video recordings used for promotional purposes, the School will ask parents to provide explicit consent at the beginning of every school year.

How the School Collects Personal Information

We collect Personal Information in a variety of ways, including directly from you, from third parties and through our Website.

Directly from you: we may collect Personal Information directly from you when you apply for a career opportunity with us, fill out an admission form for a prospective Student, or contact us with an inquiry or to report a problem. The School mostly collects Personal Information through its online COBA portal, and, when needed, by email. Occasionally Parents may also be asked to complete medical forms that request Personal Information.

From third parties: in certain circumstances, we may receive Personal Information from third parties, including when you provided your consent for credentials verification and background checks.

Trough our Website: the School collects technical information (e.g. your IP address, browser type and device ID) and information about your device and browser (e.g. page views and clickstream data) when you visit our Website, using technologies, such as cookies. Some of these technologies may be operated by third parties. This information supports the functioning of our website and helps us understand how you navigate and use our Website. This information helps enhance our Website’s design, functionality, and optimizing our marketing efforts. 

By providing information through one of the means listed above, you consent to the School’s processing of this information for the purposes outlined in this Policy. You are at liberty not to provide certain Personal Information and are free to withdraw your consent to the elements that you have consented to provide at any time. Failure to provide the School with such Personal Information and/or a withdrawal of consent to the Processing of certain Personal Information may prevent the School from fully providing its education services or effectively meeting its duty of care.

Cookies and other similar technologies

A cookie is a small file placed on your computer or smartphone. It may be possible to refuse to accept cookies by activating the appropriate setting on your device. However, if you select this setting you may be unable to access certain parts of our Website.

We currently use the following types of cookies on our Website:

• Strictly necessary cookies: these cookies are essential to allow you to fully use our Website and its full features. These cookies do not gather information about you that could be used for marketing. These cookies cannot be turned off as they are essential for enabling the basic functionalities of the Website.
• Analytics cookies: these cookies are used to understand how visitors interact with the Website. These cookies help provide information on metrics such as the number of visitors, bounce rate, traffic source, etc. We use such information to compile statistics about the consultation and use of the Website, in order to improve it. We use Google Analytics to analyze your use of the Website, generate reports for us on the activities of visitors to the Website, and provide other services related to the use of the Website. This information is not transmitted to us in a form that can identify you. If you would like to opt out of Google’s ad settings, please go to www.google.com/ settings/ads or use the Google opt out browser add-on located at https://tools.google.com/dlpage/gaoptout.

Disclosure of Personal Information 

Access to Personal Information within the School is restricted to staff members and consultants who require it to perform their duties, and they are bound by confidentiality obligations. 

The School may also need to share Personal Information with third parties in the course of fulfilling the purposes for which it was collected. We may also share your Personal Information with your consent or in accordance with applicable law. Your Personal Information may be shared with:

• Governement, ministries and agencies: to comply with legal or regulatory requirements, for enrollment verification, for scholarship, or for investigations and law enforcement.
• Other school and partner organizations: to manage admissions, organize inter-school activities, or produce required reports and statistics for educational authorities.
• Service providers and partners: we may share Personal Information listed above with our agents, vendors, or other organizations that provide services on our behalf, for the purposes set out in this Policy. These service providers help us operate and manage our Website, information systems, infrastructure, and marketing. They provide services to us, such as recruiting, background checks, email communications, mail delivery, data hosting, and analytics services (e.g., analyzing usage of our Website).
• Legal and regulatory compliance: to comply with a court order, law, or legal process, including responding to government or regulatory requests, in accordance with applicable laws.

The School limits the Personal Information it discloses to third parties to what is necessary to fulfill the purposes for which it was collected unless:

• the person consents to the disclosure of their Personal Information;
• there exists an imminent threat to the life, health, or safety of the person to whom the Personal Information pertains;
• upon reasonable suspicion the School must investigate illegal activities;
• upon reasonable suspicion the School must investigate a violation of Acceptable Use Policies; or 
• the School must satisfy legal requirements.

When information is disclosed to a third party, appropriate steps are taken to ensure that only the minimal set of information required for the said purpose is transferred, that it is transferred in a secure fashion, and that the information handling practices of the third party are at least as stringent as those of the School with respect to the disclosed Personal Information. In the case of service providers, these obligations are reinforced through contractual terms requiring that the information be used solely for the purposes for which they are engaged and protected to the same degree as when in our possession.

The School does not sell, lease, or trade information to other parties but may share it with organizations such as the Federation CJA for the purposes specified above.

Privacy choices:

You have choices about the way the School handles your Personal Information.

• Changing your cookie preferences: when you first visit our Website, you are presented with a pop-up banner that allows you to make choices regarding your cookies preferences. By default, only necessary cookies are activated on our Website. You can choose to enable or disable some or all of these cookies but disabling some of them may affect your browsing experience.

• Restricting collection, use and disclosure of your Personal Information: you may refuse the collection or withdraw your consent to the collection, use and disclosure of Personal Information in accordance with this Policy at any time upon reasonable notice to the School in writing, subject to legal or contractual restrictions. To refuse and withdraw your consent, please contact our Privacy Officer, at the above coordinates

The refusal and withdrawal of your consent may affect our ability to provide our educational services, answer your inquiry and/or process your job application. In certain situations, we may be entitled to retain your Personal Information in order to comply with applicable legal requirements, to establish, exercise or defend our rights or legal claims, and for other legitimate business purposes.

Retention:

The School will not retain Personal Information longer than is necessary to fulfill the purpose(s) for which it was collected including for the purposes of satisfying any legal, accounting, or reporting requirements and, where required to assert or defend against legal claims, until the end of the relevant retention period or until the claims in question have been settled. As this purpose varies depending upon the Personal Information involved, please contact our Privacy Officer at the below coordinates for any specific inquiries.

Upon expiry of the retention period, the School will securely destroy your Personal Information in compliance with applicable laws and regulations and in accordance with our document retention policy.

Security:

The School maintains appropriate policies and practices aimed at safeguarding your Personal Information. Depending on the volume and sensitivity of the information, the purposes for which it is used and the format in which it is stored, we implement a combination of measures to protect your Personal Information, including:

• Governance rules on the protection of Personal Information through its lifecycle. These policies define the roles and responsibilities of the School staff members, provide a process for dealing with complaints regarding the protection of the information, and address the retention and destruction of Personal Information.
• Internal policies and procedures that define the roles and responsibilities of our staff throughout the information life cycle and limits their access to such information on a need-to-know basis only. This includes a breach response and notification procedure to address efficiently and effectively any security failure affecting Personal Information.
• If information is collected or stored in electronic format, technical safeguards such as encryption, firewalls, passwords, antivirus software and similar measures.
• Contractual agreements with third parties service providers governing the privacy and security practices of the outsourcing company. 

• A designated Privacy Officer to monitor the School’s compliance with applicable privacy laws.
• Employee privacy and data security training.

Our goal is to prevent unauthorized access, loss, misuse, sharing or alteration of Personal Information in our possession. We also use these safeguards when we dispose of or destroy your Personal Information.

Cross-Border Transfers of Personal Information

Some information systems will be outsourced to third parties that host data off site and/or outside Québec, Canada or the United-States. When your Personal Information is used or stored outside of Québec or Canada, it may be subject to the law of this foreign jurisdiction, including any law permitting or requiring disclosure of the information to the government, government agencies, courts and law enforcement in that jurisdiction.

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Rights and How to Exercise Them 

You have certain rights with respect to the School’s Processing of your Personal Information:

1. Access: You have the right to request whether the School holds Personal Information on you and to request a copy of such information.
2. Correction: You have the right to ask us to rectify personal information that you consider inaccurate or equivocal, and to complete information that you consider incomplete. You may also have the right to request rectification of your Personal Information if the collection, disclosure or retention of such information is not permitted by law. 

If you believe that your Personal Information protection rights have been violated, you have the right to lodge a complaint and use the School’s internal complaint-handling process regarding the protection of Personal Information. To do so, please communicate with our Privacy Officer at the contact information listed below in the “Contact Us” section.

Accuracy:

The School uses reasonable efforts to ensure that the Personal Information it Processes is kept as accurate, complete, and up to date as required to meet the purposes for which it is Processed. To help us maintain and ensure that Personal Information is accurate and up to date, we invite you to inform us, without delay, of any change in your Personal Information.

Contact Us:

The School has appointed a Privacy Officer. If you believe that your privacy question or request has been handled in violation of this Policy, or if you would like to receive more information about this Policy, you can submit a written request to the Privacy Officer at the following addresses : 

United Talmud Torahs of Montreal Inc., dba Les écoles Azrieli Talmud Torah | Herzliah School

5475 Mountain Sights Ave, Montreal, Qc H3W 2Y8

vieprivee-privacy@azrieli-tth.ca

514-739-2291

Modification  

Effective Date: March 9^th, 2026. Revised on March 4^th, 2026 and supersedes all prior versions. 

We may make changes to this Policy from time to time at our sole discretion. Any changes we make will be effective when we post the revised Policy on our Website. If we make any significant changes to the Policy, we will post a notice on our Website or contact you to inform you when required by law. By continuing to interact with us after the modified version of the Policy has been posted, you are accepting the changes to the Policy, subject to any additional requirements that may apply. It is your responsibility to ensure that you read, understand and accept the latest version of the Policy. The “Effective Date” and “Last Updated” above indicates when it was last updated.