Notice of Collection, Use or Disclosure of Personal Information

The University collects personal information under the authority of the Wilfrid Laurier University Act. Personal information collected by any part of the University may be used or disclosed by other units in order to execute the functions of the University and to administer the relationship between the University and its students, alumni, employees, clients, suppliers, partners and others.

If you have questions about this Notice, please contact Dahlia Bateman, privacy officer, at privacy@wlu.ca.

The University uses and discloses personal information in ways that are consistent with this Notice unless otherwise informed at the time of collection.

General Uses of Personal Information

Video Surveillance

Areas of Laurier’s campuses are monitored by video surveillance cameras for the purpose of promoting public safety. Further information can be found in the Responsible Use of Video Surveillance Policy or by contacting Special Constable Services.

Cookies and Remarketing Services

The University uses cookies for the use of remarketing services (advertising based on visits to previous webpages), and for analytics. No personal or identifying information is gathered or transmitted with this cookie.

You can opt out of cookies by changing your browser settings or permanently using a browser plugin.

Uses of Alumni/Student Personal Information

Personal Information as Public Record

The names of, and degrees received by, graduates of the University are a matter of public record. Educational history other than this will be released only by student consent. An example of this would be sending official transcripts or official letters on the student’s behalf to another institution.

The University may confirm if an individual is a registered student at Laurier unless directed otherwise. The program a student is enrolled in and/or campus they are attending will not be disclosed without the student’s consent.

The names, programs and other similar personal information of the recipients of honours such as inclusion on a dean’s list or receipt of a scholarship are used by the University to create and maintain a public record. Many scholarships, bursaries and prizes have specific additional collection and disclosure conditions. Laurier assumes that persons applying for scholarships, bursaries, and prizes have agreed to the relevant conditions. Voluntary membership on teams representing the University, or participation in events as a representative of the University, are considered an agreement by the member or participant to the public disclosure of limited personal information, such as name, degree program, and other team- or event-related information.

Publicly available personal information may be collected for the purpose of updating alumni records as well as for the purpose of recognizing outstanding achievement or distinguished service by alumni in University and WLUAA publications.

Information Shared with Third Parties

In order to allow for core operations, including elections, the University may provide personal information of alumni and students to the Wilfrid Laurier University Students’ Union (WLUSU), Wilfrid Laurier University Graduate Students' Association (GSA), Wilfrid Laurier University Student Publications (WLUSP), Wilfrid Laurier University Alumni Association (WLUAA), Martin Luther University College, Wilfrid Laurier International College (Navitas) and other similar organizations. The University may also use personal information of students and alumni to collect fees on behalf of these organizations.

The University and WLUAA share alumni personal information with affinity partners who may contact you about their services. You may opt out of receiving this information. Please see the WLUAA Privacy Statement for further information. The University, on behalf of the GSA and WLUSU, discloses student personal information to insurers selected by the students' associations.

In order to provide library services, the personal information of university library patrons is collected, used, and shared within the shared services library platform (OMNI) with participating collaborative futures university partners.

Unless directed otherwise by the student, the University may disclose contact information of graduating students to organizations providing convocation-related services, such as photography and degree-framing.

As a Designated Educational Institution, The Income Tax Act requires the University make reasonable efforts to obtain students’ Social Insurance Number (SIN) and report these annually to the Canada Revenue Agency as part of the Tuition and Enrolment Certificate for each full-time and part-time student. In addition to SIN, the certificate includes enrolment information such as number of months of full-time or part-time enrolment, and tuition fees. A students’ SIN may also be used to support the processing of financial aid or other administrative purposes, including processing payment for student employees.

The University uses a range of third parties located in Canada and other countries to deliver services on its behalf for students and employees. Before entering into an agreement with a supplier, Laurier completes a privacy and security impact assessment to ensure that personal information will be securely collected and stored and used only as needed.

Use of Personal Information in the Classroom and by Instructors

Personal Information of students are collected by the University in order to operate both virtual and physical classroom environments. By registering in courses, students recognize and agree that their names and mylaurier email address may be accessed orally or in written form, by other members of the student body during activities such as taking attendance, assigning topics, organizing students, to facilitate group work, assessing classroom participation, facilitating classroom discussion, working in learning management and other systems used for class activities (such as MyLearningSpace) and organizing tutorials. Students who are concerned about such disclosures should contact the course instructor to identify possible alternatives.

Some courses utilize services that help detect academic misconduct which require a student’s work be submitted to a third party. By registering in these courses, students acknowledge and accept that some of their personal information may be submitted to a third party and may be retained for future use.

Materials submitted in courses may also be retained by the University for use and disclosure as samples for course design and evaluation. Course materials may also be retained until operational use ceases with regard to petitions, cases of academic misconduct, or other similar uses.

Administrative Uses of Personal Information

Personal information may be used or disclosed to determine eligibility for scholarships, bursaries and other forms of student aid and to promote the availability of such assistance. Social Insurance Numbers are collected under the authority of the Income Tax Act when required.

Address, telephone, email and other information may be used to contact you by any unit within the University as required, including our ancillary services, and external agencies involved in the collection of fees and fines owing to the University. This includes the collection of fines for parking-related infractions.

Student names and @mylaurier.ca email addresses are visible to other students, faculty and staff at Laurier. This is necessary for students to access and use collaboration and learning tools, and to ensure prompt communication to the university community when required. If a student is concerned about the visibility of their name and email address, please contact support@mylaurier.ca. 

Registration records, educational history and supporting documents, including records of misconduct, may be used for the adjudication of admission, progression and graduation with respect to various programs. Such information may be transmitted to other educational institutions and partners involved in the delivery of programs offered at, with, or through, Laurier, including, but not limited to, entities involved in the provision of joint degrees, cross-registration, practicums, exchanges, placements, co-op positions and service-learning opportunities. Personal information may be collected, used and disclosed in petition or appeal processes as well as for disciplinary or security purposes.

Applicants may be contacted about admission opportunities other than those specifically identified by the applicant. They may also be contacted to guide the improvement of the University's services and offerings.

Personal information is used to create class lists, grade submission lists and other materials needed by employees of the University. OneCards and their photos may be used by the University and other contracted third parties for administrative purposes such as identity verification.

Personal information may be used for institutional development, fundraising programs and initiatives. Individuals may instruct the University to refrain from using their personal information for these purposes. Forms may also be pre-populated with an individual’s name and id number in order to assist with tasks such as making a donation or registering for an event.

Use of Personal Information for Research

Research involving the collection, use or disclosure of personal information follows a review and approval process administered by the Office of Research Services that complies with University policies, and provincial and federal regulatory requirements.

Statistics and Reporting

Personal information, including demographic information provided by individuals, may also be used by the University to create statistical and analytical reports that guide in planning and administration. These reports are used to improve the quality and effectiveness of the University’s programs, policies, and practices.

Some personal information may be transferred to external entities involved in the research and statistical analysis of student experience and accomplishment. For example, email and physical addresses of samples of the student body may be provided to organizations that collect student opinions regarding various aspects of the quality of the educational environment provided by the University. Examples of such research and analyses include the National Survey of Student Engagement (NSSE), and the Canadian Graduate and Professional Student Survey (CGPSS).

Personal information may be transferred to ministries and agencies of the Ontario Government and the Government of Canada as required by statute or regulation. This includes transfers to entities such as Statistics Canada and the Ministry of Colleges and Universities.

Disclosure of Information to the Ministry of Colleges and Universities

Laurier is required to disclose personal information such as Ontario Education Numbers, student characteristics and educational outcomes to the Ministry of Colleges and Universities under s. 15 of the Ministry of Training, Colleges and Universities Act, R.S.O. 1990, Chapter M.19, as amended. The ministry collects this data for purposes such as planning, allocating and administering public funding to colleges, universities and other postsecondary 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 postsecondary education and training.

Further information on how the Ministry of Colleges and Universities uses this personal information is available on the ministry's website or by writing to: Director, Postsecondary Finance Branch, Postsecondary Education Division 7th Floor, Mowat Block, 900 Bay Street Toronto, Ontario, M7A 1L2.

Disclosure of Information to Statistics Canada

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, enrolment information, previous education, and labour force activity.

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 by email if they have any questions: statcan.PSIS-SIEP.statcan@canada.ca.

Individuals Residing in the European Union

If you reside within the European Union (EU) or European Economic Area (EEU), we acknowledge the rights granted to you under the General Data Protection Regulation (GDPR). Please contact the Privacy Officer (contact information provided above) if you have any questions or concerns about how your data is being collected, used, or disclosed.

The GDPR does not apply to the University processing information belonging to individuals residing in Canada. The University is legally required to follow Ontario’s Freedom of Information and Protection of Privacy Act (FIPPA), and has established collection, retention and destruction processes in compliance with FIPPA.

Individuals Residing in the People’s Republic of China

If you reside within the People’s Republic of China, we acknowledge the rights granted to you under the Personal Information Protection Law (PIPL). Contact the privacy officer (contact information provided above) if you have any questions or concerns about how your data is being collected, used, or disclosed.

The PIPL does not apply to the University processing information belonging to individuals residing in Canada. The University is legally required to follow Ontario’s Freedom of Information and Protection of Privacy Act (FIPPA), and has established collection, retention and destruction processes in compliance with FIPPA.