UBC VSP Privacy Policy

Your privacy is important to us at UBC Vancouver Summer Program (VSP). Every effort will be made to ensure that UBC VSP upholds privacy principles and requirements in accordance with:

• UBC Policy #117, Records Management
• UBC Policy #104, Acceptable Use and Security of UBC Electronic Information and Systems
• the Freedom of Information and Protection of Privacy Act (FIPPA) R.S.B.C. 1996 c. 165, section 26(c).

For more information on Access and Privacy at UBC, please contact the Legal Counsel, Information and Privacy by email at access.and.privacy@ubc.ca.

Collection, use, and disclosure of personal information

“Personal information” is defined as “recorded information about an identifiable individual”, e.g. biographical, financial, educational and employment information. As an exception, the name and work contact information of employees, volunteers, and service providers is NOT considered to be personal information.

Collection

Any personal information collected through UBC VSP will be collected under the authority of section 26(c) and section 26(e) of FIPPA: ‘The information relates directly to and is necessary for a program or activity’; ‘The information is necessary for the purposes of planning or evaluating a program or activity of UBC’.

Personal information can be collected in the following ways:

• via online application/registration forms
• via online polls
• feedback/evaluation forms
• via emails you send to VSP
• via other UBC Systems

Use

The information will be used for the purposes of: answering inquiries, admission; registration; processing payments; notification of future VSP programs; operation of the program and other program-related needs

Disclosure

Personal information will be shared with UBC faculty and staff on “need-to-know” basis for program planning, operation, and development.

Where applicable, your personal information may also be transferred to third party service providers hired to assume certain administrative responsibilities or provide certain services on our behalf. Currently, all services providers are located in Canada.

For legal reasons, personal information may also be shared outside of UBC if we have reason to believe that access, use, preservation, or disclosure of information is necessary to: 1) meet any applicable law, regulation, legal process, or enforceable governmental request; 2) detect, prevent, or otherwise address fraud, security, or technical issues; 3) protect against harm to the rights, property, or safety of UBC.

Aggregated, non-personally identifiable information may be shared within UBC for research and stastical purposes.

In all other cases, UBC VSP will only share personal information with third parties (i.e. companies, institutions, individuals outside of UBC) when we have your consent to do so.

Emails

Emails sent to us at vsp.ubc@ubc.ca will be subject to the protection of privacy requirements of the FIPPA. While work email addresses are not confidential (because they are business contact information, which is public information), personal email addresses are considered personal information and will therefore not be shared without the recipient’s written content.

A note on email subscription – you may wish to change your preferences or opt out of our email subscription lists. If this is the case, please click on the “Unsubscribe” link found at the bottom of each email.

Website Information

vancouversummerporgram.ubc.ca collects personal information about you only in areas that ask you to tell us about yourself, i.e. our application form (powered by Qualtrics) and our email sign-up list.

Outside of personal information, we may use third parties using cookies or other similar technologies to track information related to website usage. For example, we may track information related to your Internet Service Provider, the type of device/web browser you are using, the pages you visit and the referring URLS you came from. As this information is in aggregate form, it is non-personal and your identity cannot be revealed. This non-personal information is used for the purposes of marketing/promotion and for website optimization.

Questions about the collection, use and disclosure of information may be directed to vsp.ubc@ubc.ca or (phone number)