Privacy and Confidentiality Guidelines
The University of Saskatchewan is committed to protecting the privacy of people whose personal information is held by the University through responsible information management. This includes information on alumni, donors, and University stakeholders that is held on behalf of the University of Saskatchewan Alumni Association and with Advancement and Community Engagement. Any personal information provided to the University is collected, used and disclosed in accordance with applicable Saskatchewan provincial and Canadian federal legislation regarding privacy and the protection of information and applicable University policy.
The following statement sets out the University's commitment to protect the privacy by maintaining the accuracy, confidentiality, and security of personal information collected.
The University privacy guidelines and procedures are based on applicable federal and provincial legislation and the University's policy and guidelines on data management, data access and data use (Policy 4.38). For the purposes of this policy, privacy is defined as the protection of the collection, usage, storage, destruction and dissemination of personal information on alumni, donors and University stakeholders.
Advancement and Community Engagement staff, University of Saskatchewan Alumni Association and University of Saskatchewan volunteers will be required to sign confidentiality agreements concerning access to personal information on alumni and donors. The volunteers have restricted access to limited personal information as part of their volunteer roles in promoting and working with the University. Volunteers may have their respective names, addresses and email addresses published on the Advancement and Community Engagement website or in various University publications.
The University will collect and record personal information provided by alumni, donors, and stakeholders through correspondence, meetings, conferences, donations (including on-line donations), electronic mail, conversations or other forms of communications. Additionally, public information is collected and stored, for the purpose of determining motivation and interest in giving to the U of S. Such information will only be used by authorized University staff and authorized volunteers to fulfill the purpose for which it was originally collected or for a use consistent with that purpose unless expressly consented otherwise by the alumnae/us, donor, or stakeholder. Aggregate information on alumni and donors is shared publicly.
Such information may be used for the purpose of assisting the University in:
- Documenting career and personal successes of alumni, donors, and stakeholders
- Recognizing volunteer service with the University of Saskatchewan Alumni Association or support of the University
- Distinguishing alumni, donors, and stakeholders from each other;
- Assisting the alumni, donors, and stakeholders in making gifts to the University;
- Ensuring alumni and University communications materials reach alumni, donors, and stakeholders;
- Appropriately receipting, acknowledging and stewarding the gifts of donors;
- Determining the nature and extent of a donor's motivation and interest in giving a gift.
This is not intended to be an exhaustive list, and the University may collect other information about a member of the University of Saskatchewan Alumni Association, donor, or stakeholder from time to time, as determined appropriate by the Vice-President, Advancement and Community Engagement.
For purposes of on-line giving and on-line purchases of merchandise, customer information is collected and limited to those details necessary to process your payment. This includes personal information (cardholder name) and financial information (credit card number, expiry date). Financial information (credit card number, expiry date) is not stored by Advancement and Community Engagement or University of Saskatchewan. It is collected to authorize and process the payment by Moneris Solutions, our credit card processor. The information collected is for the purposes of:
- identifying the cardholder
- protecting against fraud
- providing on-going service
- complying with legal requirements.
By providing your information through on-line giving or on-line purchases, you are consenting to the use of the information collected as listed above. If you prefer not to provide information through the web site, for alternate payment methods, please either call 1-800-699-1907 (available 24 hours/day) to make your gift or purchase or refer to the printable forms on our web site.
In the cases where donors wish to have their gift refunded, please contact Advancement and Community Engagement by email at firstname.lastname@example.org or by contacting the Advancement and Community Engagement Welcome Centre at 1-800-699-1907 or (306) 966-5186.
In the cases where customers wish to have their purchases refunded, please see refund policy on our website, or contact Advancement and Community Engagement or by contacting the Advancement and Community Engagement Welcome Centre at 1-800-699-1907 or (306) 966-5186.
Your transaction will be completed once credit card authorization has been received. Payments will be charged to your credit card by Moneris Solutions, our credit card processor, typically within seven business days. Confirmation of payment will be posted to your account at the University within two business days.
The University is obligated to protect alumni, donor, and stakeholders' personal information by making reasonable security arrangements against such risks as loss, misuse, unauthorized access, alteration, disclosure or disposal/destruction. Security measures have been integrated into the day-to-day operating practices of the University. This includes the employment of technology to process transactions at this website. We use several layers of robust security methods including SSL (Secure Socket Layer) technology, encryption, firewalls and timed log-outs among others to ensure the confidentiality of your personal and financial information.
- SSL (Secure Socket Layer Technology) is the industry standard tool for protecting and maintaining security over the Internet. To make sure your connection is secure, look for either a 'closed lock' or an 'unbroken key' icon located at the bottom right hand side of your browser's task bar.
- Encryption scrambles your data into an unreadable format to inhibit unauthorized access by others.
- Timed log-outs means those sessions are terminated after a period of inactivity just in case you forget to log out or leave a computer unattended during an online session.
When you are finished conducting online transactions or visiting secure web sites, remember to properly log-off and close your browser. This will ensure that any information that is stored on your computer or in your browser is erased. This will prevent others from being able to view this information later.
Many internet browsers will automatically complete forms by remembering the information you type in. This means your credit card information could be stored in memory long after you have left our merchant site. If you are using a computer that is publicly accessible, such as an internet cafe or public library, please be aware that your personal information may be at risk.
Should you believe that there has been a breach of security of this site please contact email@example.com or by contacting the Advancement and Community Engagement Welcome Centre at 1-800-699-1907 or (306) 966-5186.
The University will not share, sell or make available alumni or donors' personal information to third parties. There are alumni programs and services provided by Advancement and Community Engagement and the University of Saskatchewan Alumni Association that may utilize corporate affinity partners. A rigorous tendering process is undertaken to ensure these partnerships are with reputable and credible companies and safeguards are put in place to ensure the privacy of our alumni is protected.
Information Collected Automatically:
The University automatically collects and stores the following information from its website:
- The Internet Protocol (IP) Address and domain name used for the computer accessing the website.
- The type of browser and operating system;
- The date and time of the visit and;
- The web pages or services accessed.
Information collected automatically will be used for purposes such as assessing system performance, improving web services and website management. The University will not use this data for other purposes, unless required to do so as part of an internal investigation or other law enforcement purpose.
The University website may include links to websites operated by other organizations or government websites. These privacy guidelines does not apply to those websites. The University is not responsible for the privacy practices of external websites.
Since email is a cost-effective and convenient method of communication with U of S alumni, donors, and stakeholders, it may be used by the University and the U of S Alumni Association to promote alumni services, benefits, and programs. Alumni have the option to opt out of this method of communication at any time by informing Advancement and Community Engagement. Email is not used for non-University projects or commercial purposes. Advancement and Community Engagement does not rent, sell or share its electronic mail lists.
Retention of Information and Limitations
As the University's business includes the stewardship of endowment funds kept in perpetuity, all information collected from a donor may be retained permanently.
The University of Saskatchewan will not disclose information unless authorized by you, or when it is required by law. Legal requirements may necessitate the disclosure of information to law enforcement agencies as part of an on-going legal investigation. The type of information we are legally required to disclose may relate to criminal investigations or government tax reporting requirements. Only the information specifically requested is disclosed and we take precautions to satisfy ourselves that the authorities that are making the request have legitimate grounds to do so.
There are some situations where we are legally permitted to disclose personal information such as employing reasonable and legal methods to collect a delinquent account or investigate the suspicion of illegal activities.
Donors or alumni decisions to withhold particular details or information may limit the services and programs provided by Advancement and Community Engagement and the U of S Alumni Association.
Alumni, donors, and stakeholders may review the personal information the University has recorded for them, but access shall be limited to that particular individual, donor or stakeholder. Donors may also provide written permission to the University to permit another individual to review the personal information the University has recorded for that donor, but only for that donor. Alumni, donors, and stakeholders also have the ability to update this information. Requests for access and/or updates on information such as this should be directed to Advancement and Community Engagement.
Additional information regarding privacy and freedom of information is available through University Archives and the University Privacy Officer.
We encourage you to contact us with questions about our privacy guidelines and how the University of Saskatchewan collects, stores, and utilizes the personal information of alumni, donors, and stakeholders.