Privacy Notice Durham College (DC) is a publicly assisted post-secondary institution in the Durham Region. This notice describes how we collect, use, disclose, and safeguard your personal information. In this notice, personal information means information about an identifiable individual, such as but not limited to name, mailing address, email, family status, educational information, and financial information, but does not include (to the extent permitted by law) information that is publicly available or business contact information that enables an individual to be contacted at a place of business. Collection of Personal Information For Prospective, Current and Former Students, Alumni, Community Partners, Vendors, Private Citizens DC collects, uses, discloses, and retains personal information as part of the services the College provides under the legal authority of the Ontario Colleges of Applied Arts and Technology Act, 2002. This information is used for various academic, administrative, employment-related, financial, statistical, research, and other appropriate purposes of the College. When dealing with personal information, we adhere to the Freedom of Information and Protection of Privacy Act and other applicable privacy legislation. The following sections provide additional information about how we collect, use, disclose, retain, and protect your personal information. Equity, Diversity & Inclusion (EDI) Data DC may collect EDI data during the application process (via the Ontario College Application Service (OCAS)), via the adjudication of human rights concerns or accommodations processing, through institutional surveys or research, or during relevant EDI events and programming. At DC, EDI-related data will not be used to negatively influence an admissions decision or a decision about a program or service. DC is committed to data-informed EDI action to minimize systemic barriers that impede human rights to help build a more inclusive and equitable environment, free from harassment, discrimination and hate, for applicants, students, employees, community partners and guests alike. Our commitment to data-informed decision-making and action is a conscious decision to foster respectful communication and outreach. Our shared responsibility is to encourage trauma-informed, anti-oppressive, inclusive practices that embrace the meaningful, sustainable innovation needed for everyone to know they belong. We may use EDI data for communication outreach regarding services or opportunities that are tailored and supportive based on an individual’s intersecting identities. EDI aggregate data may also be used for statistical analysis, research, or information purposes to better inform DC’s policies, services, daily practices, and funding applications and reports. We are committed to being transparent about our EDI work and actions and why they are important to us. Our commitment and work to create inclusive learning environments is ongoing and is based on feedback from members of equity-deserving communities. For questions about how the College collects, uses, discloses, and safeguards EDI data, contact Sadie Goddard-Durant, Director, Office of Equity, Diversity and Inclusion at Sadie.Goddard-Durant@durhamcollege.ca. Data Collected Through Use of Technology In Flexible Classrooms DC has several classrooms and labs equipped with cameras, microphones, monitors, and speakers to capture and stream instructor and student interactions for courses that provide in-person and online learning options. In cases where it is necessary to record learning activities in these classrooms, the College’s Recording of Learning Activities Policy and Procedure must be followed. Data Collected Through Use of Proctoring Software DC uses online proctoring software to invigilate some online tests and exams. Students and clients will be informed if they are being recorded, the purpose of the recording, and who will have access to the recordings. We will also notify students and clients if their webcam, microphone, or computer screen is being monitored and/or viewed to ensure the integrity of a test or exam. Currently, the College uses Respondus Monitor for exams in academic faculties with a regulatory requirement. Professional and Part-Time Learning uses Meazure Learning in online courses offered through OntarioLearn, and Corporate Training Services uses it to proctor online Life License Qualification exams. Learn how the College uses Respondus Monitor by visiting the Centre for Teaching and Learning and Meazure Learning by emailing privacy@durhamcollege.ca. Data Collected from Technological Means Domain Name System (DNS) Servers The College’s DNS servers collect and retain logs of internet resource requests. Automated analysis of internet resource requests is performed to prevent exposure to known cybersecurity threats. Information collected and retained may include, but is not limited to: the date and time of the request, the name and IP address of the requesting device, the name and IP address of the resource being requested, details about cybersecurity threats prevented and/or detected. Firewalls The College’s firewalls collect and retain logs of network connections, including connections from the internet to digital assets and resources on the network, connections from devices on the network to websites and other resources on the internet, and connections between devices on the network. Automated analysis of network connections and the content thereof is performed to prevent exposure to known cybersecurity threats. Information collected may include, but is not limited to: the date and time of the request, the name and IP address of the requesting device, the name and IP address of the resource being requested (e.g., websites and other resources that are accessed by devices on the College network), details about cybersecurity threats prevented and/or detected. Authentication and Authorization The College collects information about authentication attempts to digital assets and resources. This data may include but is not limited to, the date and time of the authentication attempt, the authentication identifier (e.g., netID) and the IP address of the requestor. Use of Personal Information For Prospective and Current Students The personal information collected by DC may be used, among other things, to communicate, admit, register and graduate students, record academic achievement, issue identity cards, facilitate transit passes, provide access to information technology systems, support engagement in international activities and where applicable, to operate and facilitate academic, financial, athletic, recreational, residence, food service, health, wellness, alumni and other College programs. Information collected from prospective or current students before or after enrollment may also be used for statistical analysis, research, and marketing. For Alumni, Former Students, Community Partners, Vendors, Private Citizens The personal information collected by DC may be used, among other things, for administrative purposes, statistical analysis and research, to administer our alumni programs and services, to market and improve our programs and services, and for quality assurance. Use of Information Obtained Through OCAS By applying for admission to the College through OCAS and enrolling in a program at DC, you consent to the collection, use, and disclosure of your personal information by the College for academic, administrative, financial, statistical and research purposes. The information is needed to process admission applications and enrolment and registration in academic programs, to record and track academic progress, to provide the basis for awards and government funding, and for related recordkeeping purposes. Use of Third-Party Vendors DC may use third-party vendors to process personal information on its behalf. We acknowledge our continued accountability for processing and are diligent in selecting, contracting with, and managing our vendors. If the College has a contract with a third-party service provider based in another country or a student is participating in a student exchange program, the College may be required to transfer personal data to a third country or international organization. In transferring personal data, the College will use appropriate safeguards to protect the privacy and security of the personal information so that it is only used in a manner consistent with the individual’s relationship with the College and this notice. Disclosure of Personal Information Legitimate purpose related to DC Activities Information on admissions, registration and academic achievement may be disclosed as part of the day-to-day operations of the College and it may be used and/or disclosed for statistical and research purposes. Personal information may be disclosed where it is necessary and proper in the discharge of the College’s functions and to aid in the investigation concerning performance or status within, or completion of, an academic program, or with respect to an employment relationship, or as required or permitted under law. Personal information may be shared in the following instances to facilitate necessary activities, including, but not limited to: Other post-secondary institutions to verify any information provided as part of an application for admission; Other post-secondary institutions to share incidences of falsified documents or credentials or to share information regarding fraudulent applications for admission; Government offices to verify information regarding an application for admission and to support processes for government financial aid; Other post-secondary institutions or entities with which DC maintains a program partnership agreement; Service providers contracted by DC to support business processes (e.g., health insurance provider, residence management); Government agencies and law enforcement agencies relating to international student programs, study visas, and other immigration matters, or for matters of national security or non-compliance with federal and provincial regulations. Ontario Ministry of Colleges and Universities DC must disclose personal information such as Ontario Education Numbers, student characteristics, and education outcomes to the Ministry of Colleges and Universities. The Ministry collects this data for purposes such as planning, allocating and administering public funding to colleges, universities and other post-secondary educational and training institutions and to conduct research and analysis, including longitudinal studies and statistical activities conducted by or on behalf of the Ministry for purposes that relate to post-secondary education and training. Further information on the collection and use of student-level enrolment data can be obtained from the Ministry’s website: https://www.ontario.ca/page/collection-and-use-postsecondary-education-enrolment-information. Ontario Ministry of Labour, Immigration, Training and Skills Development DC must disclose personal information such as program details, grades, and attendance records for our apprenticeship students to the Ministry of Labour, Immigration, Training and Skills Development. The Ministry collects this data to administer the apprenticeship program, plan, research, analyze, and allocate and administer funding. Statistics Canada Under the authority of section 13 of the Statistics Act (Canada), Statistics Canada requires Ontario colleges and universities to report student-level data to Statistics Canada’s Post-secondary Student Information System to meet policy and planning needs in post-secondary education. Statistics Canada may use the information collected for statistical and research purposes, and the confidentiality provisions of the Statistics Act prevent the information from being released in a way that would identify a student. Students who do not wish to have their information used may ask Statistics Canada to remove their identification and contact information from the national database. Further information on the Statistics Canada Post-secondary Student Information System can be obtained here: https://www.statcan.gc.ca/en/survey/business/5017. Quality Assurance Agencies Student work samples may be made available to subject matter experts periodically per the Ministry of Colleges and Universities requirements for quality assurance. College-Assigned Student Email Addresses DC acknowledges that the assigned email address (@dcmail.ca) may be visible to other students when participating in collaborative platforms such as Office 365. Since students participate with other students via course-level collaboration platforms (such as DC Connect or MS Teams) to fulfill course requirements, students should expect to share this limited information as part of their participation in education activities. List of Graduates - Convocation Ceremonies DC publishes a list of graduates, including the student’s name, program, distinction and term of graduation on its convocation microsite. Students are notified about the publication when preparing to graduate and can request that their names be removed from the list. In addition, we will capture the convocation ceremony and celebratory events at the convocation venue through photographs and video. These digital assets may be used for internal College use, including but not limited to posting on the website, distribution to graduates, marketing materials, social media, and broadcasting to the internet. An alternative method of receiving your diploma may be provided for students who do not wish to be filmed. For questions about the College’s list of graduates, contact Falon Hurlburt, Manager, Registration and Student Records, at convocation@durhamcollege.ca or phone at 905-721-3000. List of Students Obtaining Honour Roll Standing Each semester, DC posts the names of students whose grades have earned them status on the College Honour Roll. A list of student names who received this recognition is posted outside the corresponding academic faculty office. A student who does not wish to be included on this list should speak to their respective faculty office. Manner of Collection DC collects personal information in various ways, including but not limited to directly, indirectly, and via website technology. For example, we collect personal information when you communicate with us, apply to our programs, or fill out our forms. DC may also collect personal information from other relevant sources, including, but not limited to, OCAS, secondary schools, other colleges, universities, and institutions previously attended, including third-party services and test score providers where the items collected form a part of the application or admission process. Like many organizations, we also collect information about visitors to our website. Please refer to our section on website privacy below. Access and Correction Under privacy law, individuals have the right to ask for their personal information (with some limited exceptions) and request a correction to inaccurate information. Learn more about how to make an access request by viewing our webpage at https://durhamcollege.ca/about/governance/information-access-and-privacy/how-to-access-records. For questions on accessing or correcting your personal information, contact Melissa Pringle, Manager, Board Governance and Privacy, at privacy@durhamcollege.ca. Safeguarding of Personal Information The College takes reasonable steps to protect personal information against loss or theft and unauthorized access, disclosure, copying, use, or modification, regardless of the format in which the information is held, using appropriate administrative and technical safeguards. The College has a robust information management program, including a common records retention schedule that indicates how long records must be retained. After the retention period has expired, records are destroyed or deleted securely. For questions about the College’s storage and retention of personal information, contact Julie Hunt, Records Manager, at julie.hunt@durhamcollege.ca or phone at 905-721-2000 extension 3139. Website Privacy DC’s website uses web analytic tools to enable us to optimize your website experience. These web analytic tools use cookies to track your preferences; the information generated in this process, such as IP addresses, is anonymized. The College also uses cookies during the check-out process for our Centre of Professional and Part-Time Learning; however, the cookie does not track your personal information and only your preferences. Copyrighted Materials on the Website All materials provided on the DC website are protected by copyright and federal and provincial laws on intellectual property. No logo, image, audio or video file, or text information may be copied or re-transmitted from the website without DC’s express written permission. To obtain permission, please contact marketing@durhamcollege.ca. External Web Links If linking to a website outside the College, we do not have responsibility, liability, or control over another website or organization’s privacy practices. Please protect yourself and be aware of privacy policies when visiting another website. Personal Health Information As part of the care provided in our Campus Health and Wellness Centre, our dental clinic, spa, and some academic supports and athletic and recreation programs, we may collect personal information covered by the Personal Health Information Protection Act. For questions or concerns about any personal health information we may collect, contact Jennifer Elliott, Director, Campus Health and Wellness Centre, at jennifer.elliott@durhamcollege.ca. Canada Anti-Spam Legislation (CASL) DC is committed to communicating with individuals responsibly with respect to CASL. Further, the College is required to comply with the rules established by CASL, which are enforced by the Canadian Radio-television and Telecommunications Commission, the Privacy Commissioner of Canada, and the Competition Bureau. The College has established a Commercial Electronic Messages and Canadian Anti-Spam policy and internal processes to ensure commercial electronic messages (CEMs) distributed to outside parties are in compliance with the legislation. CEMs are messages that encourage participation in a commercial activity. For questions or concerns about the College’s CASL program, contact Tawni Shepperdson, CASL Administrator and Events Specialist at Tawni.Shepperdson@durhamcollege.ca or phone at 905-721-2000 extension 3610. General Data Protection Regulation (GDPR) The GDPR is a privacy law that came into force on May 25, 2018. It is designed to give residents in the EU control over how their data is processed and used. DC collects personal information for the purposes indicated above to fulfill DC’s legitimate interests, functions, and responsibilities as a public, post-secondary institution. EU residents have certain rights under the GDPR. All requests or inquiries about information subject to GDPR, including access and correction of personal information, requests to withdraw consent for continued processing, data portability, or erasure of personal data, can be directed to the Manager, Board Governance and Privacy at privacy@durhamcollege.ca. Changes to Privacy Notice The College reserves the right to change these privacy and legal statements from time to time as required without notice. Last update: November 2024 Accountability The College is responsible for all personal information under its control, including personal information disclosed to third parties who provide services. The Privacy Office is responsible for supporting the College’s compliance with this notice, even though other individuals within the College may be responsible for the day-to-day collection and processing of personal information. If you have any questions about the collection, use, disclosure and retention of your personal information by the College, please contact: Durham College Privacy Office Melissa Pringle, Manager, Board Governance and Privacy 2000 Simcoe Street North Oshawa, ON L1G 0C5 privacy@durhamcollege.ca
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