Student Privacy Notice

麻豆传媒 this notice

This notice provides important information about the collection, use, and disclosure (collectively, “processing”) of the personal information you provide to the University of 麻豆传媒 (“U麻豆传媒”) in relation to your application for admissions and at time of registration. It also informs you of your privacy rights. Please read it carefully. If there is anything in this notice you do not understand or if you have questions regarding privacy, please contact U麻豆传媒’s Data Privacy and Compliance Office at privacy@uwinnipeg.ca or call 204.988.7538.

What is personal information?

Personal information (also known as “personal data”) means any recorded information which relates to you as an identifiable individual. This includes information which identifies you by name, email address, or other identifier. It also includes information which does not identify you explicitly but, when combined with other information reasonably available, may allow you to be identified. Information which cannot be used to identify you, including information where your identity has been removed, is not considered personal information.

Who is responsible for my personal information?

U麻豆传媒 is responsible for the processing of student personal information collected in relation to the admissions and registration functions. We are the “controller” of this information. Our contact information is 515 Portage Avenue, 麻豆传媒, MB, R3B 2E9. For certain tasks, we engage with other organizations to assist us in this work, which are known as “processors”. We will seek to inform you, whether through this notice or through additional, specific notices, of our use of processors.

What personal information do you collect about me?

We collect your personal information in order to process your application for admissions and for registration. This collection is done under the University of 麻豆传媒 Act and 36(1)(b) of Manitoba's Freedom of Information and Protection of Privacy Act. If you are admitted to U麻豆传媒, we will then use this information to prepare your U麻豆传媒 accounts and carry out other important tasks. The information collected includes your:

Citizenship and status (citizen, permanent resident, or refugee)
Contact information such as name, title, mailing address, phone number, and email address
IP address
Date of birth
Social insurance number
Gender
Emergency contact information (ensure your contact person consents to this processing)
Demographic information such as languages spoken and Aboriginal ancestry
Educational information such as academic credentials, past institutions attended, courses and grades, and withdrawal status
Financial information (for fee payments)
Supporting information such as transcripts and translated documents
For graduate and PACE students, additional supporting information such as your interest in your chosen program, resume, sample of academic written work, and letters of recommendation

Except where an element of personal information is marked as optional, we must collect the above information. If you do not provide the information requested, we may not be able to process your application or register you for courses. Where we ask for any special information, such as your ethnicity or personal health information, we may seek a separate consent to process that information. You may withdraw your consent at any time. However, any such withdrawal is not retroactive. We will not use your personal information to carry out automated decision making that has a legal or similarly significant effect on you.

On what basis will you process my personal information?

We will only process your personal information for lawful purposes related to the University’s educational, research, and development functions, predicated on one or more of the following legal bases:

Processing is necessary for the performance of a contract (e.g., the contract formed between you and U麻豆传媒)
Processing is necessary for U麻豆传媒’s legitimate interests or the interests of a third party
Processing is predicated on consent
Processing is necessary for vital interests (e.g., to protect someone’s life)

How will you process my personal information?

As you fill out your application or register for courses, your personal information is transferred and stored on our servers located in Canada. We employ security safeguards to protect this information during transfer and at rest. Once we have your information, we will only process it where we are permitted to do so under law.

If your application is successful, we will process your personal information for admissions, registration, awards, student records, library services, alumni services, university research/analysis, and other functions related to being a member of the U麻豆传媒 community.

Specific examples of processing include:

PURPOSE OF PROCESSING	LEGAL BASIS FOR PROCESSING
Processing your application for admissions by: Confirming your eligibility for admission and academic status Processing your application fee Sharing your information with other educational institutions as required for joint programs Verifying documents with issuing bodies Contacting your references Contacting you via mail, phone and email regarding your application Creating and communicating your letter of offer	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in collecting and evaluating information regarding applicants’ backgrounds, including by contacting other organizations and individuals as appropriate, in order to make decisions regarding eligibility and otherwise process applications for admission. We also have a legitimate interest in processing fee payments and contacting applicants regarding their status.
Creating an account for you in various information systems such as: Colleague Webmail Nexus WebAdvisor Innosoft MyCreds	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in using information technology to assist in the management of student information and to support students’ educational, research, and physical activities.
Transferring your name and email address to the library to facilitate the personal librarian program	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in providing customized library supports to first-year students.
Assessing your eligibility for awards and financial aid and processing automatic awards	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in providing financial support to students and maintaining appropriate records regarding the administration of our awards.
If you declared Aboriginal ancestry, contacting you with information regarding the Aboriginal Student Services Centre	This processing is predicated on consent. U麻豆传媒 has a legitimate interest in offering supports to Indigenous students.
Creating and reporting identifiable and aggregate data for usage by U麻豆传媒 and as directed by the Government of Manitoba and Statistics Canada	U麻豆传媒 has a legitimate interest in generating and reporting data to facilitate strategic planning and comply with provincial and federal requirements.
Getting in touch with your designated contact in the event of an emergency.	U麻豆传媒 may reach out to your designated contact if your vital interests are at risk.

Will you transfer my personal information to others?

Most of your personal information is processed by U麻豆传媒 at servers located in 麻豆传媒, and is not shared with outside entities. However, some information is transferred to third party service providers located elsewhere in Canada or in the United States. This involves the transfer and storage of your personal information outside of Manitoba. While adequacy decisions and reasonable safeguards apply to these transfers, foreign jurisdictions may have different privacy laws than Manitoba. As such, please note your personal information may be subject to access requests from governments, courts, or law enforcement according to local laws.

We will also share your personal information with certain third parties which are not performing data processing services for U麻豆传媒, but otherwise support the student experience. These include the University of 麻豆传媒 Students’ Association (“UWSA”), the University of 麻豆传媒 Foundation, other universities (e.g., if you apply to a joint program), health insurance providers (as applicable), and government departments and agencies. We will only share your information where permitted under law.

If you have questions regarding U麻豆传媒’s transferring of your personal information, please contact privacy@uwinnipeg.ca or call 204.988.7538. Example service providers are listed in the table below.

Examples of transfers include:

DESCRIPTION / PROCESSOR DETAILS	LEGAL BASIS FOR PROCESSING
Blackbaud Purpose: Upon graduation, transferring your name, DOB, student number, contact information, program/degree/graduation information, and international student status (if applicable) for the purpose of registering and maintaining you as an alumni/ae. See also: Website:	U麻豆传媒 has a legitimate interest in maintaining information regarding its graduates and offering benefits and services to alumni.
D2L Purpose: Creating and maintaining your Nexus account Website:	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in using information technology to assist in students’ educational and research activities.
Envoke Purpose: Sending e-newsletters Website:	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in using information technology to communicate with admitted, current, and former students.
Flywire Purpose: Processing international online payments Website:	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in providing an online method for international students to manage tuition and fee payments.
Innosoft Purpose: Creating and managing your Fitness Centre account Website:	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in using information technology to facilitate student health and wellness.
Microsoft Purpose: Creating and maintaining your Webmail and O365 accounts Website: (select OST - online services terms)	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in using information technology to assist in students’ educational and research activities.
PayPal Purpose: To process domestic online payments Website:	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in providing an online method for domestic students to manage tuition and fee payments.
Respondus Purpose: Exam proctoring Website:	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in using information technology to support the maintenance of academic integrity.
StarRez Purpose: Creating and maintaining housing information for students living in residence Website:	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in using information technology to assist in managing student housing information.
INFOSILEM (Berger-Levrault) Purpose: Creating student exam schedules Website:	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in using information technology to assist in managing the exam scheduling/timetabling function.
Association of Registrars of the Universities and Colleges of Canada (MyCreds) Purpose: Creating and maintaining a credential wallet for students Website:	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in using information technology to issue credentials and to allow students to view and manage their earned credentials online

OTHER RECIPIENTS

DESCRIPTION / RECIPIENT DETAILS	LEGAL BASIS FOR PROCESSING
The UWSA Purpose: To facilitate student voting, health insurance, and transit services Website:	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in facilitating the services provided by the UWSA.
Guard.me and Studentcare Purpose: To assist students enrolling into health insurance plans through these providers Website:	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in assisting students who require health insurance through these providers.
Award donors Purpose: To connect award donors and award recipients Website: N/A	U麻豆传媒 has a legitimate interest in providing the names of award recipients to award donors.
Other Universities Purpose: To facilitate joint programs, study abroad opportunities, and similar initiatives Website: Varies	This processing is necessary for the performance of a contract with U麻豆传媒. U麻豆传媒 has a legitimate interest in providing students with the opportunity to enhance their university experience through study abroad programs, dual degree programs, and similar initiatives undertaken with other universities.
Canada Revenue Agency ("CRA") Purpose: Required for tax purposes Website:	U麻豆传媒 has a legitimate interest in complying with requirements imposed by government departments and agencies.
Immigration, Refugees and Citizenship Canada (“IRCC”) Purpose: Verifying compliance with study permit conditions upon request and verifying application and registration-related documents such as letters of acceptance, letters of enrolment, and tuition/fee receipts. Website:	U麻豆传媒 has a legitimate interest in complying with requests made by government departments and agencies.
Canada Border Services Agency (“CBSA”) Purpose: Verifying compliance with study permit conditions upon request. Website:	U麻豆传媒 has a legitimate interest in complying with requests made by government departments and agencies.

How long will you retain my personal information?

If you are successful in your application, most of the personal information you provide is retained permanently. We will use this information to create a record of your time at U麻豆传媒, produce transcripts, answer any questions you may have regarding your studies, assess your academic record if you pursue further studies at U麻豆传媒, and carry out other necessary functions. For personal information not retained permanently, we consider applicable business and legal requirements to determine an appropriate retention period. If you are not successful in your application or abandon your application, we will normally keep your information for a year and then delete it. Questions regarding the retention of your personal information can be addressed to privacy@uwinnipeg.ca or call 204.988.7538.

What are my privacy rights?

Subject to exceptions and limitations under law, you have the right to:

Request access to your personal information
Request correction to your personal information if you believe there is an error or omission
Request we delete or remove your personal information if you believe the information is no longer necessary in relation to the purpose for which it was collected or otherwise processed, or for other permitted reasons
Object to the processing of your personal information
Request we restrict the processing of your personal information (e.g., if you ask us to suspend processing until your access or correction request is fulfilled)
Request we transfer your personal information to another party

If you wish to exercise these rights, please contact the Data Privacy and Compliance Office at privacy@uwinnipeg.ca or call 204.988.7538. If you believe your rights have been violated you may also lodge a complaint with a supervisory authority, such as the Manitoba Ombudsman or, for residents of the European Economic Area, your appropriate data protection authority.

Additional notice regarding Statistics Canada

Statistics Canada provides the following notice, for the purpose of informing students of the provision of their personal information to Statistics Canada for statistical purposes:

Statistics Canada is the national statistical agency. As such, Statistics Canada carries out hundreds of surveys each year on a wide range of matters, including education.

It is essential to be able to follow students across time and institutions to understand, for example, the factors affecting enrolment demand at postsecondary institutions. The increased emphasis on accountability for public investment means that it is also important to understand 'outcomes'. In order to conduct such studies, Statistics Canada asks all colleges and universities to provide data on students and graduates. Institutions collect and provide to Statistics Canada student identification information (student's name, student ID number, Social Insurance Number), student contact information (address and telephone number), student demographic characteristics, and enrolment information.

The federal Statistics Act provides the legal authority for Statistics Canada to obtain access to personal information held by educational institutions. The information may be used for statistical purposes only, and the confidentiality provisions of the Statistics Act prevent the information from being released in any way that would identify a student.

Students may contact Statistics Canada via e-mail if they have any questions: statcan.PSIS-SIEP.statcan@canada.ca.

Are changes made to this notice?

This notice was last updated on September 21, 2023.