On this page you will find links related to the privacy and data security protocols put in place by OutSideSoft Solutions Inc. for all data collected through the SimpleSurvey survey platform. Additional protocols put in place by the Waterloo Region District School Board (WRDSB) are also included in the summary of the WRDSB privacy and data security review of SimpleSurvey and in the Frequently Asked Questions.

About SimpleSurvey

Frequently Asked Questions

Where is data stored?

Survey responses collected through SimpleSurvey are stored in Canadian data centres operated by Microsoft Canada.

Who has access to personally identifying information?

  • Only WRDSB research staff have access to personally identifying information collected and stored in the SimpleSurvey platform. SimpleSurvey has the capacity to access personally identifying information, but will only do so if a request is made by a member of the WRDSB Research Department.
  • The WRDSB will not request for SimpleSurvey staff to access personally identifying information unless a specific legal or technical reason has been identified.

How does SimpleSurvey protect personally identifying information?

  • SimpleSurvey uses a range of secure processes to ensure that data collected and stored in SimpleSurvey can never be accessed by unauthorized users. Their processes include:
    • Restricting access to data to authorized users within the platform .
    • Encrypting data when at rest and in transit
    • Hosting data at secure sites exclusively in Canada.
    • Applying layered physical, technical, and organizational security measures, including:
      • Strong authentication and least-privilege access controls;
      • Encryption, firewalls, and intrusion detection systems;
      • Employee confidentiality agreements and regular privacy/security training;
      • Access-log reviews;
      • Governance policies such as the Information-Security Policy and Employee Code of Conduct.

What additional steps has the WRDSB taken to protect the information gathered through SimpleSurvey?

  • The WRDSB restricts access to data held within the SimpleSurvey platform to members of the WRDSB Research Department (using multi-factor authentication).
  • The WRDSB communicates to respondents to a survey in SimpleSurvey how the data will be used and who will be able to see which data and in what format.
  • The WRDSB communicates to all students, staff, and families that participation in all data collection through the SimpleSurvey platform is voluntary.
  • The WRDSB carefully considers if personal or sensitive information is needed to support WRDSB programs and/or Ministry requirements. We will not collect data through the SimpleSurvey platform that is not needed to support accountability and/or decision-making related to WRDSB policies, programs, or initiatives.
  • The WRDSB staff removes data from the SimpleSurvey platform in accordance with Board Policy 1015 – Records Information Management.

If you have any questions about how the WRDSB uses SimpleSurvey and the privacy and data security protocols we have in place, please feel welcome to reach out to: