Privacy Policies

Corpus Christi College is committed to the principles set out in the Personal Information Privacy Act that came into effect on January 1, 2004.

The College's Commitment to You

Safeguarding your confidentiality and protecting your personal information is a fundamental concern of Corpus Christi College. The College is committed to meeting or exceeding the privacy standards established by the BC Personal Information Protection Act (PIPA).

Privacy Protection in British Columbia

The Act requires an organization to obtain informed consent from an individual before collecting personal information about that individual, with certain exemptions. The organization must state why it is collecting the information, and how it will use the information collected. The Act also requires the organization to keep the information it has collected in a secure and safe manner, protecting the individual’s right to have his or her information protected. The Act also describes with whom the personal information may be shared.

Ten Privacy Principles

As part of Corpus Christi College's commitment, the following Ten Privacy Principles govern the actions of the College as they relate to the use of personal information. These principles have been built upon the values set by the Canadian Standards Association's Model Code for the Protection of Personal Information and British Columbia’s Personal Information Protection Act (PIPA).

Accountability — Corpus Christi College is responsible for maintaining and protecting the personal information under its control. In fulfilling this mandate, the College designates an individual(s) who is (are) accountable for the College’s compliance with the Ten Privacy Principles. This individual is the Privacy Officer of the College.
Identifying Purposes — Corpus Christi College will identify the purposes for which personal information is collected before or at the time the information is collected.
Consent — Corpus Christi College will obtain consent of the individual for the collection, use or disclosure of personal information except where the law states exemptions, grants permission, or creates a requirement for collection, use, or disclosure of personal information.
Limiting Collection — Corpus Christi College will limit the personal information collected to those details necessary for the purposes identified by the College.
Use, Disclosure and Retention — Corpus Christi College will only use, disclose and retain personal information for the purpose for which it was collected unless the individual has otherwise consented, or when its use, disclosure or retention is required or permitted by law. Personal information will only be retained for the period of time required to fulfill the purpose for which it was collected.
Accuracy — Corpus Christi College will maintain personal information as accurate, complete and up-to-date form as is necessary to fulfill the purposes for which it is to be used.
Safeguarding Personal Information — Corpus Christi College will protect personal information by security safeguards that are appropriate to the sensitivity level of the information.
Openness — Corpus Christi College will make information available to individuals concerning the policies and practices that apply to the management of their information.
Individual Access — Corpus Christi College will inform an individual, upon the individual's request, of the existence, use and disclosure of the individual's information, and shall give the individual access to it in accordance with the law. Individuals may verify the accuracy and completeness of their information and may request that it be amended, if appropriate.
Complaint Process — Individuals may direct any questions or enquiries with respect to the College's privacy policies or practices to the Privacy Officer of Corpus Christi College.

How Does the College Safeguard Information?

Corpus Christi College maintains current security standards to ensure that your personal and financial information is protected against unauthorized access, disclosure, inappropriate alteration or misuse.

Student Files — Student files are stored in secured filing cabinets. Access is restricted to only those employees (administrators, instructors, counselors, secretaries, etc.) who, by nature of their work, are required to see them.
Identifying Purposes — Corpus Christi College will identify the purposes for which personal information is collected before or at the time the information is collected.
Electronic Security — The College manages electronic files appropriately with passwords and security measures that limit access by unauthorized personnel. The College’s security practices are reviewed periodically to ensure that the privacy of your information is not compromised.
Record Management College — Personal information is destroyed one year after the College no longer needs the information or one year after legal minimum retention requirements have been met.
Use, Disclosure and Retention — Corpus Christi College will only use, disclose and retain personal information for the purpose for which it was collected unless the individual has otherwise consented, or when its use, disclosure or retention is required or permitted by law. Personal information will only be retained for the period of time required to fulfill the purpose for which it was collected.
Accessing and Amending Information — Corpus Christi College makes decisions based on the information it has. The College makes every effort to ensure information is accurate and complete.
Accessing Your Information — You may access and verify any of your personal information or academic records with appropriate notice so that the office is able to supply you with the information you require. Most of this information is available in the registration forms and other forms that you filled out.
Amending Your Information — To help the College keep your personal information up-to-date, the College encourages you to request that it amend inaccuracies and make corrections. Where appropriate, the College will communicate these changes to other parties who may have unintentionally received incorrect information from the College.

What Information is Collected?

Corpus Christi College gathers and uses personal information to provide the student with the best possible educational services enunciated by the Mission statement of the College. Most of the information the College collects comes to the College directly from you, and only with your consent. When you apply to register the College will ask you to provide the information that enables it to complete the registration process. This also includes information on academic, health, and personal matters needed by the College to provide the best possible education and co-curricular programs.

How is Information Used?

Corpus Christi College uses:

personal information to communicate with you, process applications and ultimately to provide you with the educational services and co-curricular programs you expect.
personal information to enable the College to operate its administrative function, including payment of fees and maintenance of non-educational programs including fundraising.
health, psychological, or legal information to provide certain specialized services in those areas or as adjunct information in delivering educational services.

If for any reason personal information is required to fulfill a different purpose, the College will notify you and ask you for your consent before the College proceed.

When May Information be Disclosed?

Corpus Christi College keeps personal information strictly confidential and treats it with care and respect. However, some of an individual’s personal information may be shared with others as noted below.

When Authorized by You
1. Other educational institutions routinely contact the College for personal information about students. For example, if you move to another college or university, student records are requested by the enrolling institution. Your permission to pass on these records is usually obtained when you register and authorize the College to disclose such information to other appropriate educational institutions for the ongoing education of your child.
2. The release of transcripts requires a written request signed and dated by you. Your signature authorizes the release of the private information contained in your transcript.
3. Contact information may be used to enable the College to provide the para-educational and administrative services usually operated by the College. These services include phoning committees, participation groups, fundraising, events, annual general meetings, etc.
4. In some cases, when communication is over the telephone, your consent to the use and/or disclosure of your information will be obtained verbally. In other cases such as when you communicate through e-mail, your consent will be obtained electronically.
When Required by Law
1. The type of information the College is legally required to disclose most often relates to legal proceedings, court orders and government tax reporting requirements.
2. Only the information specifically requested is disclosed and the College takes precautions to satisfy itself that the authorities making the request have legitimate grounds to do so.
When Permitted by Law
1. The College is legally permitted to disclose some personal information in situations such as an investigation of illegal activities, reasonable methods to collect overdue accounts, a medical emergency or suspicion of illegal activities etc. Only pertinent information is disclosed. The College does not sell, lease or trade information about you to other parties.
The College’s Employees
1. In the course of daily operations, access to personal information is restricted to authorized employees who have a legitimate reason for accessing it. For example, instructors will have access to personal information about you but not your account with the College.
2. All employees of Corpus Christi College are required to abide by the privacy standards governed under PIPA. They are also required to work within the principles of ethical behavior as set out in employment contracts and must follow all applicable laws and regulations. Employees are well informed about the importance of privacy and they are required to sign either a code of conduct or a confidentiality agreement that prohibits the disclosure of any personal information to unauthorized individuals or parties. To reinforce their understanding and commitment to upholding client privacy and confidentiality, employees periodically receive up-to-date literature about our privacy policy, principles and standards.
Outside Service Suppliers
1. At Corpus Christi College, the College sometimes contacts outside organizations to perform specialized services such as printing, student assessments, educational research or data processing. For example, the College gives its yearbook publisher the information required to produce the annual yearbook. Suppliers of specialized services are given only the information necessary to perform those services.
Restricting Sharing Information
1. If you choose to limit the sharing of your personal information, please contact the Registrar's office and submit a written letter specifying which items of personal information you wish to limit, and to whom you wish these items to be restricted. Please remember that certain agencies, by law, have access to certain types of personal information.

The College may add, modify or remove portions of this policy when it is considered appropriate to do so. You may ask for the most recent update of this policy at the Student Services Centre.

Questions, concerns, and complaints about privacy, confidentiality and information handling of the College may be addressed to the College's Privacy Officer by calling the President’s office. If necessary, you will be referred to use the College’s complaint procedure and appeals policies.

Policies

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