POLICY STATEMENT

Oulton College (referred to as “the College” herein) is committed to safeguarding the privacy of individuals whose personal information is collected, used, disclosed, and retained by the College in accordance with the Personal Information Protection and Electronic Documents Act S.C.2000, c.5 (PIPEDA), a federal Canadian privacy law. This Privacy Policy outlines the College’s practices regarding the collection, use, and protection of personal information. It applies to all College departments, employees, students, and affiliates who may access, use, or manage personal information in the course of their duties.

DEFINITION & SCOPE:

1. Personal Information Collected

Oulton College may collect various types of personal information from students, employees, and other individuals as required for educational and administrative purposes. Personal information refers to any information that can identify an individual, either alone or in combination with other information.  The collection of personal information shall be limited to that which is necessary for the purposes identified in section 5 of this policy. Personal information shall be retained only as long as necessary for the fulfillment of those purposes. Personal information includes, but is not limited to, the following types of personal information:

1.1 Student Information

• • Names
  • Date of birth
  • Age
  • Addresses
  • Phone numbers
  • Email addresses and social media aliases
  • Social Security numbers (where required for administrative purposes)
  • Passport information (for international students)
  • Canadian immigration documentation (for international students)
  • Criminal record information (as required for certain programs)
  • Driving license information (Paramedic program)
  • Previous employment records (resume for mature students)
  • Diplomas, certifications, and transcripts

1.2 Health and Medical Information

• • Provincial staff medical forms
  • Immunization forms
  • Psychoeducation assessment forms
  • Health diagnostics and recommendations
  • Previous accommodation information from previous institutions
  • Dental X-rays and dental medical records (for dental students)

1.3 Financial Information

• • Tax assessments of students and parents (for financial aid assessment)
  • Income and social assistance information (for financial aid assessment)
  • Student loans information and amount

1.4 Emergency Contact Information

• • Next of kin information
  • Family contact information

1.5 Quality and service Information

• • Phone Interview Recorded: Phone interview recordings retained for 30 days by the Admissions Department.
  • Website Cookies: Data collected through website cookies as outlined in our separate Cookie Policy.

1.6 CCTV Surveillance

• • Collection: CCTV cameras may capture video footage. This footage is considered personal information when it identifies individuals.
  • Retention: CCTV footage will be retained for a limited and reasonable period, typically no longer than 40 days, unless required for investigation or legal purposes.
  • Access and Disclosure: Access to CCTV footage is restricted to authorized College personnel with a legitimate need, such as security personnel and relevant authorities. Footage may be disclosed to law enforcement agencies in accordance with applicable laws and regulations.
  • Individual Rights: Individuals may request access to their personal information captured by CCTV cameras, subject to legal restrictions and considerations of privacy and security. Requests should be made in writing to the Privacy Officer.
  • Security Measures: The College will take reasonable steps to safeguard CCTV footage, ensuring it is stored securely and protected against unauthorized access, disclosure, or tampering.

2. Purpose of Collection

Oulton College collects personal information for the following purposes:

• To facilitate the admissions process.
• To provide educational services and support.
• To manage student records and academic progress.
• To assess eligibility for financial aid and scholarships.
• To maintain health and medical records for student safety.
• To comply with legal and regulatory requirements.
• To communicate with students and their families.
• To administer and improve college programs and services.
• To monitor activities, deter unauthorized access, and enhance the safety of individuals within the premises.

3. Consent

By enrolling at Oulton College or engaging with our services, you consent to the collection, use, and disclosure of your personal information for the purposes outlined in this Privacy Policy. You have the right to withdraw your consent at any time by contacting our Privacy Officer.

4. Security Measures

We employ administrative, technical, and physical safeguards to protect your personal information from unauthorized access, disclosure, alteration, or destruction. We regularly review and update our security measures to ensure the ongoing integrity and confidentiality of your data.

5. Disclosure of Personal Information

Your personal information will not be used or disclosed for purposes other than those for which it was collected, except with the consent of the individual or as required by law.

Oulton College may disclose personal information to:

• Third-party service providers (e.g., for IT support, admissions processing).
• Government authorities and regulatory bodies as required by law.
• Educational partners (e.g., for credit transfer arrangements).

We do not sell or trade personal information to third parties for commercial purposes.

6. Access and Correction

You have the right to access and correct your personal information held by Oulton College. To do so, please contact our Privacy Officer using the contact information provided below.

7. Contact Information

If you have any questions or concerns about our privacy practices or wish to exercise your rights under PIPEDA, please contact our Privacy Officer:

Privacy Officer Interim : Julien Jans ([email protected])

8. Changes to this Privacy Policy

Oulton College reserves the right to update or revise this Privacy Policy to reflect changes in our practices or legal requirements. Any updates will be posted on our website, and the effective date will be revised accordingly.

9. Language

In the event of any discrepancies between the English and French versions of this Privacy Policy, the English version shall prevail.

By continuing to engage with Oulton College, you acknowledge that you have read and understood this Privacy Policy and agree to its terms and conditions.

This Privacy Policy applies to the collection and use of personal information by all College departments, including but not limited to Admissions, Academic Departments, Financial Aid, Student Services, and Human Resources. It covers the entire lifecycle of personal information, from collection through to disposal, and outlines the measures in place to protect such information.

The College is committed to ensuring that personal information is collected, used, and retained in compliance with PIPEDA and other applicable privacy laws. Our commitment includes ongoing training and awareness programs for employees to ensure the proper handling and safeguarding of personal information.

This Privacy Policy will be reviewed and updated regularly to reflect changes in legislation, technology, and College practices. The College’s Privacy Officer is responsible for overseeing the implementation of this policy and ensuring its compliance.

For questions or concerns about this Privacy Policy or the College’s handling of personal information, please contact our Privacy Officer at [[email protected]].

By enrolling at Oulton College or interacting with our website, you acknowledge that you have read and understood this Privacy Policy and consent to the collection and use of your personal information as outlined herein.