Handling personal data comes with great responsibility, especially when that data belongs to minors. Whether you’re an education provider, employment service provider, community center, tutoring business, summer camp, sports league, arts or music school, nonprofit supporting youth, mental health or counseling service, or any organization that interacts with individuals under 18, safeguarding this sensitive information is not just best practice, but a legal necessity.
In this guide, we’ll explore the risks of mishandling minor data, what compliance looks like in Canada, and practical steps your organization can take to protect the young people you serve.
Why Is Minor Data So Sensitive?
Minors are among the most vulnerable populations when it comes to data misuse. Identity theft, online exploitation, and long-term privacy harms can occur if personal data is leaked or stolen. In many cases, minors may not even realize their information has been compromised until years later.
This is why Canadian regulators, including the Office of the Privacy Commissioner (OPC), treat children’s information as inherently sensitive – requiring extra care in collection, use, storage, and deletion.
What Does the Law Say?
In Canada, organizations handling youth or children’s data must comply with privacy laws such as:
- PIPEDA (Personal Information Protection and Electronic Documents Act) – applies to private-sector organizations
- CYFSA, Part X (Ontario) – governs service providers working with children and youth
- Provincial privacy laws, depending on your sector (e.g., health, education)
These laws emphasize the importance of:
- Consent (especially from guardians for those under 13)
- Minimal data collection
- Secure storage and transmission
- Transparency about how data is used
Common Risks When Handling Youth Data
Here are some of the most common ways organizations unknowingly put minor data at risk:
- Collecting unnecessary personal details (e.g., SINs, health data)
- Storing youth data on unsecured laptops or personal devices
- Using unencrypted email to send sensitive information
- Failing to control who can access youth files internally
- Relying on outdated systems or unsecured third-party tools
8 Best Practices to Protect Minor Data
1. Only Collect What You Need
Be intentional about what information you gather. Avoid collecting sensitive data unless absolutely necessary for the program or service.
2. Get Proper Consent
For youth under 13, parental or guardian consent is required in most cases. For older youth, ensure the consent process is age-appropriate, clear, and voluntary.
3. Encrypt Data in Transit and at Rest
Use encryption to protect all sensitive files whether stored in a database, sent by email, or shared via cloud platforms.
4. Use Role-Based Access Controls
Limit access to sensitive youth data on a need-to-know basis. Avoid shared logins and track who accesses what.
5. Secure All Endpoints
Ensure laptops, desktops, and mobile devices are protected with antivirus tools, patch updates, and (ideally) remote management capabilities.
6. Choose Compliant Tools
Select platforms that follow Canadian privacy standards and offer strong controls over data access, storage location, and encryption. Look for data residency in Canada where possible.
7. Train Your Team
Employees and volunteers should be trained regularly on how to recognize phishing scams, securely handle data, and report suspected breaches especially when working with youth.
8. Have a Breach Response Plan
If a data breach does occur, having a response plan that includes notification procedures (including for minors and their guardians) is critical.
What About Retention and Deletion?
Don’t keep minor data indefinitely. Review your retention policies regularly and ensure you securely delete personal information that’s no longer needed. For cloud platforms and shared drives, this includes version history, backups, and archived communications.
Final Thoughts
Young people may not always understand the risks of data exposure, but your organization must. By building a privacy-first culture and applying practical cybersecurity safeguards, you show your commitment to protecting the people who trust you the most.
At Connectability, we help organizations across sectors secure sensitive data, improve IT policies, and stay compliant with evolving privacy regulations. Whether you’re running a nonprofit, a youth service, or a growing business that handles youth information, we can help you build a safer digital environment.
Ready to assess your cybersecurity readiness?
Book a free consultation with Connectability to get a data protection checklist tailored to your organization and ensure you’re compliant, secure, and trusted.
