Last amended May 25, 2018
Firstly, we collect no personal information about you when you visit our websites unless you consent to provide that information to us.
This policy applies to current and future websites published by Universities Canada including:
Types of information we collect
A. Information that is automatically collected
Tracking visits to our websites
Our websites may automatically record some general information about your visit in order for Universities Canada to engage in web statistical analysis using Google Analytics. We use this information to measure the number of visitors to our sites and its various sections and to help make our sites more useful to visitors. This information is not associated with any personal information.
This information may include:
- Domain for your Internet service provider (for example, bell.ca, if you are using a Bell account) from which you accessed the Internet
- Anonymized IP address (an IP or internet protocol address is a number that is automatically assigned to a device connected to the web. By implementing IP anonymization, Google Analytics does not store nor process complete IP addresses.)
- Type of operating system you are using (ex: Windows or Mac)
- Type of browser you used when visiting the site (ex: Chrome or Firefox)
- Date and time of your visit
- Pages you visited
- Address of the website that connected you to our websites (such as google.com or bing.com)
- Device type (desktop computer, tablet, or type of mobile device)
- Browser language
- Time spent on page
Data collected for web analytics purposes may be processed in any country where Google operates servers, and thus may be subject to the governing legislation of that country.
Universities Canada also uses a browser feature called a “cookie” to collect information anonymously and track user patterns on Universities Canada websites.
B. Information which you may provide
Why we occasionally collect personal information and what we do with it
Universities Canada does not collect personal information on our website without your consent. We make every reasonable effort to make sure that you understand how your personal information will be used.
We collect information about you on our websites when you provide it voluntarily. Instances where we may collect your personal information include:
- when you subscribe to e-mail alerts regarding career advertisements and upcoming issues of the University Affairs’ magazine
- when you subscribe online to receive the University Affairs’ magazine
- when you subscribe to our Universities Canada e-newsletter
- when you register a user account and/or complete an online application form for scholarships or other awards programs administered by Universities Canada
- when you voluntarily register online for events organized by Universities Canada
- when you voluntarily provide scholarship information in our scholarship listing tool
- when you pay online for your registration of Universities Canada events, we share personal and financial information with our merchant account and banking vendors only to the extent necessary to process the registration and payment*.
- *Note: Universities Canada does not store personal financial information on its servers.
Do we share personal information with third parties?
We do not disclose personal information to third parties except as stated in this policy.
University Affairs’ magazine
Occasionally we make our University Affairs’ magazine subscriber list available to carefully screened companies. These carefully screened companies include universities, magazine and book publishers, providers of training seminars, and companies that supply education and business-related technology tools. Only names and addresses of subscribers are disclosed.
Visit the University Affairs website to opt out of our disclosure of your name and address.
If you wish to receive a list of all companies that have purchased our subscriber list, please contact University Affairs at firstname.lastname@example.org.
Scholarships and programs administered by Universities Canada
Universities Canada takes reasonable measures to ensure that personal information that you provided when registering for events are kept safe from unauthorized access, use, copying, disclosure or modification. Safeguards include physical, organizational and technical measures, such as (but not limited to):
- restriction of employee access to registration files on a “need to know” basis;
- confidentiality undertakings by employees responsible for the maintenance of the portal;
- firewalls, anti-virus, strong passwords and software solutions for technical security (including secure, 128-bit encrypted Secure Socket Layer sessions on the portal
- Personal information of users who have created an account and are no longer employed at the organization registered with their account will be deleted from the Portal after one year of inactivity
- Personal information of users who have created an account to register for a Universities Canada event will be deleted from the Portal after one year of inactivity.
You may withdraw your consent to the use or disclosure of your personal information at any time by contacting the Universities Canada privacy officer at email@example.com. Universities Canada will explain what the consequences are of withdrawing consent.
1710–350 Albert Street
Ottawa, Ontario K1R 1B1
Universities Canada is committed to fair information practices in relation to individuals whose information it collects, uses, discloses and retains in the course of its operations.
This Privacy Code outlines the Principles and guidelines by which Universities Canada operates to protect the personal information of individuals that we collect, use, disclose and retain in the course of our operations, as subject to the provisions of the Personal Information Protection and Electronic Documents Act and applicable provincial privacy legislation.
This Privacy Code incorporates the ten Principles of the Canadian Standards Association Model Code on the Protection of Personal Information (CAN/CSA-Q830-96) which was published in March 1996 as a National Standard of Canada. It also incorporates the provisions of Part 1 of the Personal Information Protection and Electronic Documents Act, S.C. 2000, c.5, and applicable provincial privacy legislation.
This Privacy Code does not apply to personal information about employees, former employees and potential employees (all referred to as “employees”) of Universities Canada.
Universities Canada websites automatically recognize your domain name, , browser version, operating system, and other salient data about your computer, as well as the site you passed through to reach us. Universities Canada uses a browser feature called a “cookie” to collect information anonymously and track user patterns on Universities Canada websites. This cookie is a small text file that is placed on your hard disk by our website and remains there unless it is deleted by you.
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Privacy code in detail
Principle 1 – Accountability
Universities Canada is responsible for all personal information under its control, including personal information disclosed to third parties for processing.
Universities Canada has designated a Privacy Officer who is accountable for the organization’s compliance with this Code.
1.1 The Universities Canada Privacy Officer is responsible for compliance with this Code, even though other individuals within Universities Canada may be responsible for the day to day collection and processing of personal information and may be delegated to act on behalf of the Universities Canada Privacy Officer.
1.2 The identity of the individuals designated by Universities Canada to oversee compliance with this Code will be made known internally and will be made available externally on request.
1.3 Universities Canada will use contractual or other means to protect personal information that has been transferred to service providers for processing, for example, for storage.
1.4 Where Universities Canada acts as a processor of personal information or as a service provider to others, Universities Canada will comply with this Privacy Code and any Privacy Statements issued by the Universities Canada program in question in respect of the personal information it collects, uses, discloses and retains on behalf of third parties or that is transferred to it.
Universities Canada will identify the purposes for which personal information is collected, used, disclosed and retained at or before the time the information is collected.
2.1 Universities Canada programs subject to this Privacy Code will collect, use, disclose and retain personal information for the following purposes:
2.1.1 to process and evaluate scholarship applications, select scholarship recipients and administer the scholarships and scholarship payments once the scholarships are awarded and to assess the efficacy of scholarship programs;
2.1.2 to develop aggregate information and statistics in relation to the scholarship awards program;
2.1.3 to maintain a scholarship or program alumni contact list as well as a scholarship listing client list, and administer subscriptions to University Affairs;
2.1.4 to market our publications program to potential purchasers or subscribers;
2.1.5 to identify and offer information services and products to meet subscriber needs or preferences;
2.1.6 to provide and administer payroll and benefits services to other associations and employers mostly in the higher education sector;
2.1.7 to comply with legal requirements;
2.1.8 to respond to inquiries about publications or our programs received by telephone or by the Universities Canada websites.
2.2 Universities Canada collects and uses primarily business names and addresses of individuals and subscribers for purposes of marketing publications of interest to the higher education sector. Universities Canada collects from and discloses to third parties the names and mailing addresses of potential or existing subscribers to its publications. Universities Canada will require vendors of such information to represent that they have complied with applicable privacy legislation in disclosing this information to Universities Canada. Universities Canada will provide an opportunity to all individuals and subscribers to consent to or opt-out of the collection, use, disclosure and retention of their names and addresses for these purposes. (see Section 3.6 below)
2.3 On occasion, Universities Canada discloses subscriber business contact information to BPA International, for purposes of auditing readership levels.
2.4 Individuals will be advised of the purposes for which the information is collected at the time information is collected, or as soon as practicable thereafter. An individual may, at any time, request or be given an explanation of how their personal information is being used.
2.5 If Universities Canada proposes to use, disclose or retain personal information for a purpose not previously identified, the new purpose will be identified and documented prior to the new use. Unless the new purpose is required or permitted by law, the consent of the individual will be obtained before the information can be used, disclosed or retained for that purpose.
Principle 3 – Obtaining consent
Universities Canada will obtain the consent of individuals before or when it collects, uses, discloses or retains personal information, except where authorized by law.
3.1 In obtaining consent, Universities Canada will use reasonable efforts to ensure that an individual is advised of the identified purposes for which personal information will be used, disclosed and retained. Purposes will be stated in a manner that can be reasonably understood by the individual.
3.2 Generally, Universities Canada will seek consent to use, disclose and retain personal information at the same time it collects the information. However, Universities Canada may seek consent to use and disclose personal information after it has been collected, but before it is used, disclosed or retained for a new purpose.
3.3 Universities Canada will require individuals to consent to the collection, use, disclosure and retention of personal information as a condition of the supply of information or services to the individual only if such collection, use, disclosure and retention is necessary to provide the information or services.
3.4 In determining the appropriate form of consent, Universities Canada will take into account the sensitivity of the personal information and the reasonable expectations of individuals in relation to the purposes for use, disclosure and retention of the information by Universities Canada.
3.5 An individual may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Individuals may contact Universities Canada for more information regarding the implications of withdrawing consent.
3.6 Individuals may opt-out or refuse to consent to the use, disclosure or retention of their personal information for marketing purposes by contacting Universities Canada at 613-563-1236 or by writing to Privacy Officer, Universities Canada, 1710 – 350 Albert Street, Ottawa, Ontario K1R 1B1.
Principle 4 – Limiting collection of personal information
Universities Canada shall limit the collection of personal information to that which is necessary for the purposes identified by Universities Canada. Universities Canada will collect personal information by fair and lawful means.
4.1 Universities Canada collects personal information primarily from individuals directly.
4.2 Universities Canada may also collect personal information from other sources including:
4.2.1 publishers, list brokers or other associations;
4.2.2 employers using Universities Canada payroll and benefit services who represent that they have the right to disclose the information;
4.2.3 Universities Canada may collect personal information about an individual’s family members or beneficiaries from that individual for purposes of providing benefits administration services to the individual, employer, and will in such circumstances rely on the individual to obtain the consent of these other parties.
Principle 5 – Limiting use, disclosure and retention of personal information
Universities Canada will not use, disclose or retain personal information for purposes other than those for which it was collected, except with the consent of the individual, or as required or authorized by law. Personal information will be retained only as long as necessary for the fulfilment of those purposes.
5.1 Universities Canada may disclose personal information about an individual to the following for the purposes set out in Section 2:
5.1.1 a person who, on the basis of a written authorization from a scholarship applicant or recipient, is seeking the information as an agent of the applicant or recipient;
5.1.2 to the employers using Universities Canada payroll and benefit services in relation to their employees;
5.1.3 to third parties, for marketing or readership audit purposes (see Sections 2.2 and 2.3);
5.1.4 to a third party, where the individual consents to disclosure or where disclosure is required or authorized by law.
5.2 Universities Canada has a records retention policy that specifies the length of time that records are maintained. All personal information is accessible only by Universities Canada’s personnel, or service providers, who need access to that information for the performance of their duties or services.
Principle 6 – Keeping personal information accurate
Universities Canada will keep personal information as accurate, complete and up to date as necessary for the purposes for which it is to be used.
6.1 Information will be sufficiently accurate, complete and up to date so as to minimize the possibility that inappropriate information may be used to make a decision about an individual.
6.2 Universities Canada will update personal information about individuals on an on-going basis, only when necessary to fulfill the purposes identified in this Code, or upon notification by the individual.
Principle 7 – Safeguarding personal information
Universities Canada will protect personal information with security safeguards appropriate to the sensitivity of the information.
7.1 Universities Canada will protect personal information against loss or theft as well as unauthorized access, disclosure, copying, use or modification, regardless of the format in which the information is held and will restrict internal access to personnel who require such access to perform their duties.
7.2 Universities Canada shall protect personal information transferred to third parties providing services to Universities Canada through contractual measures or other arrangements stipulating the confidentiality of the information, restricting the purposes for which the information is to be used and prohibiting its disclosure to third parties upon direction from Universities Canada in accordance with this Privacy Code.
7.3 In the event of a suspected security breach, Universities Canada’s staff will immediately undertake an investigation to assess the severity of the breach, including an assessment of which information may have been compromised. Should a security breach be confirmed, Universities Canada will notify all potentially affected users and the Privacy Commissioner of Canada within 72 hours of discovering the breach. Universities Canada will then review the incident and ensure appropriate action is taken to prevent future breaches.
Principle 8 – Being open about policies and procedures
Universities Canada will make readily available to individuals specific information about Universities Canada policies and procedures relating to the management of personal information.
8.1 Universities Canada will be open about its policies and procedures with respect to the management of personal information. Individuals will be able to acquire information about our policies and procedures at minimal or no cost and without unreasonable effort. This information will be made available in a form that is generally understandable.
Principle 9 – Providing access to personal information
On written request, and subject to the exemptions stipulated by law, Universities Canada will inform individuals of the existence, use, disclosure and retention of their personal information and provide access to that information. An individual will be able to challenge the accuracy and completeness of the information and have it amended where inaccuracies exist.
9.1 In certain situations, Universities Canada may not be able to provide access to all of the personal information that it holds about an individual. These situations shall be limited to those required or stipulated by law.
9.2 When an individual successfully challenges the accuracy or completeness of personal information, the Universities Canada will correct, delete or add information as required. When appropriate, the amended information will be transmitted to any third parties having access to the information in question.
Principle 10 – Challenging compliance
An individual will be able to address a challenge concerning compliance by Universities Canada with this Code to the Universities Canada Privacy Officer.
10.1 Universities Canada will investigate all complaints. If a complaint is found to be justified, Universities Canada will take appropriate measures, including amending its policies and procedures if necessary.
10.2 Individuals will be able to obtain more information on Universities Canada’s privacy practices, or make a complaint, by contacting:
1710 – 350 Albert Street
Ottawa, Ontario K1R 1B1
10.3 Individuals also have recourse to the Office of the Privacy Commissioner of Canada if they consider that Universities Canada has not responded satisfactorily to their complaint or inquiry.
Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Quebec K1A 1H3
For a copy of the Personal Information Protection and Electronic Documents Act, please access the website of the Privacy Commissioner of Canada.
The CSA Model Code is Schedule 1 to the Personal Information Protection and Electronic Documents Act. For copies of the CSA Model Code for the Protection of Personal Information, please contact the Canadian Standards Association, 178 Rexdale Blvd., Etobicoke, Ontario M9W 1R3.