Privacy Notice for Applicants, Prospective, Current, or Former Students
This notice explains how MacEwan University collects, uses and shares personal information relating to applicants and prospective, current and former students, and your rights in relation to the using of your personal information.
In this notice:
- personal information means any information which can identify you directly or indirectly (whether itself or when combined with other data), regardless of the format or media on which the data are stored. This includes information that can identify you when combined with other data that is held separately (pseudonymous data) but does not include information that has been manipulated so that you can no longer be identified from it (anonymous data).
- using means any activity relating to your personal information including collection, use, alteration, storage, disclosure and destruction.
Changes to this notice
The university may update this information at any time and may provide you with further notices on specific occasions where we collect and use personal information about you. You should visit the Privacy and Information Management website regularly to take notice of any changes, however where any change affects your rights and interests, we will make sure we bring this to your attention and clearly explain what this means for you.
How we collect your personal information
We may collect your personal information in several ways, including:
- personal information provided by you when you express an interest in applying to the University (for example, by booking a place on one of our open house days)
- personal information provided by you when you apply to be a student at the University (for example, by applying online through the Alberta Post-Secondary Application System, ApplyAlberta)
- personal information provided by you when you register as a student with the University
- personal information provided by you throughout the course of your studies or relationship with the University (for example, participating in institutional surveys)
- personal information provided by you when you communicate with us by telephone, email or via our website and social media (for example when you contact us or any member of our staff to make an enquiry or raise a concern)
- personal information collected from or observed about you in the course of your studies including your use of University resources, services and systems and other interactions with the University
- personal information from third parties in the course of the application and admissions use, or during the course of your studies (for example, other institutions that deliver collaborative programs with the University, Government departments, and your previous or current school, college, university or employer who may provide a reference about you or who may sponsor your studies)
Types of personal information used
Personal information the University may use includes:
- your unique University student number and other examples of unique system IDs or personal identification numbers (for example, Alberta Student Number (ASN), passport number, SIN, myStudentSystem ID)
- contact information (including name, marital status, address, date of birth, phone numbers and email addresses)
- photos, video footage with your likeness, audio recordings
- information provided as part of your application to study at the University, or created during the application use
- financial information
- attendance information (for teaching and pre-registration events)
- visa and immigration information (including visa and passport details)
- academic marks and progress
- information provided in relation to extenuating circumstances, appeals and complaints
- disciplinary information
- information regarding hobbies and interests
- other personal information relating to academic support
We may also collect, or you may choose to provide us with, the following types of more sensitive personal information:
- information revealing your race or ethnicity, visible minority status, political affiliation, religious beliefs, sexual orientation or preferences (whether indicated by your gender or gender identity)
- information about your health, including genetic, disability or medical condition
These types of personal information require us to take additional steps to ensure their security and confidentiality.
Personal information provided by you about others
You may provide us with personal information about other individuals, for example, emergency contact details and information of a family member. Students should notify the relevant person that they are providing their contact details to the University as their listed emergency contact.
How the University uses personal information about you
The University may use personal information (including sensitive personal information) about you for the following purposes:
- administration of applications (for example, receiving and using forms and applications, transcripts, assessments of applications, offers of admission)
- educational administration (for example, program and course registration, assessment of on-going academic status and standing, timetabling, scheduling of exams, assessing eligibility for financial aid and awards)
- administration of services for students (for example, booking a counselling session through Wellness and Psychological Services, receiving accommodations through Services to Students with Disabilities)
- administration of campus services to students (for example, registering a locker, Sport and Wellness membership, monthly parking, accommodations in Residence, ordering textbooks through the Bookstore)
- institutional analysis and planning purposes (using the information to evaluate progress toward strategic goals, to inform and support decision making, priority setting, long range planning, reporting official university data to faculty, staff, students, provincial and federal governments, external institutions and agencies and the general public, etc.)
- administrative research and statistical analysis in support of provision of education and general administration of the University (for example, to improve University programs, services and supports to students)
- research involving human subjects (only with Research Ethics Board approval and participant consent)
- provision of library and information services (for example, administration of membership, cards, loans and fines)
- to determine eligibility for services and supports available to current University students (for example, the UPass program)
- on-going communications from the University regarding University business and activities
- promotion of the University (for example, providing information about programs or services that may be of interest to you, and events hosted, co-hosted or supported by the University on and off-campus)
- provision and maintenance of IT Resources (for example, email accounts and internet access)
- security and crime prevention/detection (for example, the use of CCTV recording, security incident reports)
- provision and management of University owned property for students
- auditing compliance with the University’s legal and regulatory obligations and policies
- handling complaints, appeals and disciplinary actions
The University may use and disclose information in de-identified or aggregate form without limitation.
Legal Authority for using your personal information
We will only use your personal information when we are permitted to do so by law. Most commonly, we will use your personal information:
- in the delivery of your post-secondary education and services once you have enrolled as a student
- to comply with the University’s legal obligations (for example, complying with immigration, health and safety law, preventing and detecting crime, assisting the police and other authorities with their investigations)
- where necessary for our legitimate interests or those of a third party provided your interests and rights do not override those interests (for example, monitoring the effectiveness and performance of the University’s teaching, promoting equality and diversity, providing administrative and management services and recovering monies owed to us).
- to protect your vital interests or those of another person (for example where we know or have reason to believe that you or another person may suffer harm)
In circumstances where you have a genuine choice as to whether we should use your personal information, we will ask you for your consent. The method used to obtain your consent will depend on the scope and context of the using that we propose.
Where the lawful ground relied upon by the University to use any of your personal information is your consent, you have the right to withdraw such consent at any time without having to give any reason. However, if you do so, the University may not be able to provide some or all of its services to you or the provision of those services may be affected. Where this is the case, you will be notified accordingly.
In relation to sensitive types of personal information, we may request your explicit consent unless a condition applies which allows us to use such personal information without doing so.
Sharing your personal information with third parties
Where there are lawful grounds for doing so, the University may share your personal information with the following third parties:
- individuals employed or engaged by the University, to the extent necessary to perform their duties
- Students’ Association of MacEwan University (SAMU) (limited to what is necessary for its operation and services - for example, personal information required to obtain health and dental benefits, create voters’ lists for student elections, manage the U-Pass program, etc.)
- external parties assisting with admissions or examination
- agents assisting the University with international admissions (limited to what is strictly necessary for the performance of the agent’s role)
- internal and external auditors
- external examiners
- other education institutions, partners or research organizations where a student's program is being run collaboratively, or where such parties host students for elements of their program (for example, other universities, schools, practicum placements, industry bodies)
- third parties performing administrative functions on behalf of the University
- debt collection agencies – when students have not paid fees that they owe
- police and other investigative agencies - only where the disclosure of personal information would assist with the investigation of a crime or other alleged misconduct, and such disclosures are necessary and proportionate to the aims of the investigation
- the Government and local authorities during information gathering exercises when the University is legally obliged to provide data
- external accommodation providers - where student accommodation is provided on behalf of the University
- for archival purposes in the public interest, and for historical research and statistical purposes
- potential employers and other educational institutions - to confirm if a student has graduated, the date of graduation, confirmation of an award, and the name of the certificate, diploma, or degree obtained (this is considered public information)
Where the University uses third parties to use personal information on its behalf, a written contract will be put in place to ensure that any personal information shared will be held in accordance with the requirements of applicable privacy legislation and that such vendors have appropriate security measures in place in relation to your personal information.
Parents, family members and guardians are considered to be third parties and personal information will not be disclosed to such persons unless consent is provided, or the disclosure is otherwise made in accordance with law.
The University may need to share your personal information with a regulator or to otherwise comply with the law.
How the University keeps your personal information secure
The University has put in place appropriate technical and organizational security measures to prevent your personal information from being accidentally lost, used, or accessed in any unauthorized way or altered or disclosed. In addition, the University limits access to your personal information to the persons and organizations described above who have a need to access it. The University has an incident response plan to deal with any suspected personal information privacy and security breach. For further information, visit the University’s Information Security page.
Students must also be aware of their responsibilities concerning the privacy and security of information and IT resources, and adhere to any applicable University policies, standards, and procedures.
How long the University will retain your personal information
The University must only retain information for as long as necessary to fulfil the purposes for which it was collected and to satisfy any legal, regulatory, accounting or reporting requirements.
Specified retention periods are applied to information in the custody and/or control of the University. In setting these retention periods, the University has considered:
- the nature, sensitivity and volume of the personal information
- the potential risk arising from the University’s continued retention of the information
- the purposes for which the University may use your personal information
- whether the University is required to retain any personal information by law or in accordance with its legitimate interests
In some cases, the University may anonymize your personal information so that it can no longer be identified with you, in which case the University may retain such data indefinitely.
On graduation, you will automatically become a member of the University alumni and may receive information relating to alumni activities, such as news, events and fundraising opportunities. There is further information available about the benefits of being an University alumni on the Alumni Office website. To opt out of receiving such information please send an email to: email@example.com.
Questions or comments
If you have any questions or comments regarding this notice or the use of your personal information, please contact the Privacy and Information Management Office at MacEwan University by email at firstname.lastname@example.org or 780.497.5423.