Collection of Personal Information
What is Personal Information?
Answer: Personal Information means recorded information about an identifiable individual, including, but is not limited to such basic details as name, home address, telephone numbers, gender, age and marital or family status, race, national or ethnic origin, colour, religious or political affiliation, employee history, employee number, student number, health information, education history, disabilities, blood type, financial history, criminal history, other persons opinions about an individual, an individual’s private views or opinions, and name, address and phone number of parent, guardian, spouse or next of kin.
What is not included in Personal Information?
Answer: Personal Information does not include the name, title, business address, and business contact numbers of an employee, a student graduate list via the College website.
How is personal information collected?
Answer: where personal information about an individual (including faculty, staff, students and other community members) is to be collected, FIPPA requires us to notify that individual of the purpose of the collection. This notification is called a collection notice that must be located on any form that requires you to collect personal information.
Should we be collecting credit card number over the phone to process payments?
Answer: Credit card payment should not be take over the telephone, in circumstance where credit card must be taken via telephone, DON’T write it down, and in the case where you are required to write it down, please ensure paper is properly disposed of via shredding bins immediately after.
What is included in a collection notice?
Answer: the following Collection Notice will be included on College forms when collecting personal information:
|Personal information on this form is collected in accordance with sections 21, 39 and 43 of the Freedom of Information and Protection of Privacy Act and under the legal authority of the Ministry of Training, Colleges and Universities Act, R.S.O. 1990, and the Ontario Colleges of Applied Arts and Technology Act, 2002, Regulations 34/03, and will be used to [specify purpose for collecting the personal information]. Should you have any questions concerning your personal information please contact the Privacy Officer at (807) 475-6267.|
Example of Student Collection Notice Disclaimer
Personal information on this form is collected in accordance with sections 21, 39 and 43 of the Freedom of Information and Protection of Privacy Act and under the legal authority of the Ministry of Training, Colleges and Universities Act, R.S.O. 1990, and the Ontario Colleges of Applied Arts and Technology Act, 2002, Regulations 34/03, and used for educational, administrative and statistical purposes of the College and/or Ministries and agencies of the Government of Ontario and the Government of Canada. Administrative purposes may include the disclosure to or on behalf of the Student Union of Confederation College Inc. (SUCCI) for the purposes of the activities of SUCCI or to establish qualifications for benefits such as Drug Plan card, U-Pass, and Foundation and Alumni Activities or for the Key Performance Indicators (KPI) survey. The College publishes the names of students who graduate and/or achieve Academic Excellence. Should you have any questions concerning your personal information, please contact Registrar at (807) 475-6612.
- Replace square bracket with the purpose of the collection of personal information.
- All departmental forms (hard copy and electronic) must have the above collection notice when collecting personal information from employees, students, alumni, clients, and members of the general public.
- The notice only needs to appear on one page of a multiple pages form.
Where is the Collect Notice to appear?
Answer: According to FIPPA, a Collection Notice needs to be provided where personal information is collected.
Paper Format: Collection Notice appears at the bottom of the last page.
Electronic Format: Collection Notice appears where it is suited.
Posters: Collection Notice posted where personal information is being obtained.
Is there an access restriction regarding students personal information?
Answer: the College is permitted to access information containing student’s records, if they need to know the information to perform their duties.
Is there an age limit for collecting personal information?
Answer: The legislative provisions vary from Act to Act. Confederation College has determined that it is appropriate to collect information from individuals between 16-18 for the purposes of recruitment and enrolment.
Use of Personal Information
Is there an access restriction regarding students or employees personal information?
Answer: Employees of the College are permitted access to information, if they need to know the information to perform their duties of job. Normal employees involved in academic administration are given access to the contents of student’s records.
Disclosure of Personal Information
What should I do if I am asked to provide information that I believe is protected under FIPPA?
Answer: If questioning whether or not you should be releasing certain personal information, contact the College’s privacy officer for general inquires, Jeannine Verdenik or at extension 6267. For student inquiries contact Don Duclos or at extension 6694 and for Health Centre related contact inquires Rae Lyn Loroff or at extension 6169.
What should I do if I come across personal information that I believe is unprotected?
Answer: You should contact the College’s Privacy Officer for general inquiries, Jeannine Verdenik or at extension 6267. For student inquiries contact contact Don Duclos or at extension 6694 and for Health Centre related information contact Rae Lyn Loroff or at extension 6169.