At Quest University Canada ("Quest") we understand that privacy is a critical issue for all our Constituents (employees, students, donors and other affiliates). This privacy policy outlines our principles and procedures regarding the confidentiality and security of Constituent personal information.
We believe that ensuring the accuracy, confidentiality, and security of the information we hold about our Constituents is more than simply a legal requirement, it is an ethical obligation.
This policy is based on the Personal Information Protection Act, SBC 2003, chapter 63, as amended, (PIPA). We have adapted the provincial government standards to our organization in order to meet the specific needs and expectations of our Constituent base.
This policy applies to Quest. It outlines the principles and commitments we make to you to protect the privacy of your personal information.
"Collection" - the act of gathering, acquiring, or obtaining personal information from any source, including third parties, by any means.
"Consent" - involves voluntary agreement with what is being done or proposed. Consent may be expressed or implied. Express consent can be given orally or in writing, it is unequivocal, and does not require any inference on the part of Quest. Implied consent exists when Quest can reasonably infer consent based upon the action or inaction of the constituent.
"Constituent" - is any individual who attends, applies, or requests information about applying, or works and submits, and commits to participate in any way with Quest (may be employee, student, prospective student, donor, affiliate organization, parent of student, supplier, etc.)
"Disclosure" - the act of making personal information available to third parties who may or may not be associated with Quest.
"Use" - the treatment and handling of personal information by and within Quest.
"Personal Information" - information about an identifiable individual that is recorded in any form; excluding the individual's name, business title, business address, and business phone number, and excluding their work product information.
"Third-Party" - an individual or organization other than Quest and the Constituent.
"Quest" Quest University Canada
"Work Product Information" means information prepared or collected by an individual or a group of individuals as a part of the individual's or group's responsibilities or activities related to the individual's or group's employment or business.
Quest's Accountability
Quest will communicate the purposes for which information is being collected, either orally or in writing.
Quest collects Constituent personal information for the following reasons only:
Quest will obtain Constituent consent to collect, use or disclose any personal information except where detailed in this policy. Quest will make reasonable efforts to ensure that Constituents understand how their personal information will be used and disclosed.
Consent may be given orally, in writing, or electronically. For example, depending on the sensitivity of the information, consent can be expressed over the telephone when information is being collected; electronically when submitting an agreement, application, or other information; in writing when signing an agreement or application form, when using a service, or when indicating by means of a check-off box whether or not consent is granted.
Subject to contractual or legal arrangements, Constituents may withdraw or refuse consent provided that Quest is given reasonable notice. Refusal or withdrawal of consent may prevent Quest from providing service to the Constituent. Quest will not unreasonably withhold services from Constituents who refuse or withdraw consent, but if information is required by law or required to fulfill our obligation, Quest may decline to deal with a Constituent or person who will not consent to the use of such information.
Quest may collect, use and disclose personal information about an individual without consent or from a source other than the individual, according to the exceptions for collection, use and disclosure without consent as provided for in PIPA, including
(a) the collection, use and disclosure is clearly in the interests of the individual and consent cannot be obtained in a timely way,
(b) the collection use and disclosure is necessary for the medical treatment of the individual and the individual is unable to give consent,
(c) it is reasonable to expect that the collection, use and disclosure with the consent of the individual would compromise the availability or the accuracy of the personal information and the collection is reasonable for an investigation or a proceeding,
(d) the personal information is collected by observation at a performance, a sports meet or a similar event
(i) at which the individual voluntarily appears, and
(ii) that is open to the public,
(e) the personal information is available to the public from a source prescribed by the Regulations to PIPA
(f) the collection, use and disclosure is necessary to determine the individual's suitability
(i) to receive an honour, award or similar benefit, including an honorary degree, scholarship or bursary, or
(ii) to be selected for an athletic or artistic purpose,
(g) the organization is a credit reporting agency that collects the personal information to create a credit report and the individual consents at the time the original collection takes place to the disclosure for this purpose, and the information is not used by the credit reporting agency for any other purpose other than to create a credit report,
(h) the collection, use or disclosure is required or authorized by law,
(i) the information was disclosed to the organization under sections 18 to 22 of PIPA, in the case of collection and use, and under section 19 to 22 of PIPA in the case of disclosure or
(j) the collection, use or disclosure of personal information is necessary to facilitate
(i) the collection of a debt owed to the organization, or
(ii) the payment of a debt owed by the organization.
Quest may collect personal information from or on behalf of another organization without consent of the individual to whom the information relates, or another organization may collect personal information from or on behalf of Quest if
(a) the individual previously consented to the collection of the personal information by Quest or the other organization, and
(b) the personal information is disclosed to or collected by Quest or the other organization solely
(i) for the purposes for which the information was previously collected,
(ii) to assist in carrying out work on behalf of Quest or the other organization.
Quest will only collect personal information for the purposes identified. Quest will use methods that are lawful and will not collect information indiscriminately.
Quest will make reasonable efforts to ensure that Constituent personal information is as accurate, complete, and current as required for the purposes for which it was collected. In some cases, Quest relies on its Constituent to ensure that certain information, such as the Constituent's address or telephone number, is current, complete, and accurate.
Quest will not routinely update information unless it is necessary to fulfill the purposes for which it was collected or if it is required to maintain active Constituent information.
Constituents may request amendments to the records at Quest in order to ensure the accuracy and completeness of their personal information. If the amendment request pertains to information that remains in dispute, Quest will note the Constituent's opinion in the file. If the information is demonstrated to be inaccurate or incomplete, Quest will amend the information as required. Where appropriate, Quest will transmit the amended information to Third Parties having access to the information in question.
Quest is committed to the safekeeping of Constituent personal information in order to prevent its loss, theft, or unauthorized access, disclosure, duplication, use, or modification.
Depending on the sensitivity of the information, Quest will employ appropriate security measures to protect the information. The measures may include, for example, the physical security of offices and data servers, and electronic security measures such as passwords, encryption, and personal identification numbers.
Quest will use appropriate security measures when disposing of Constituent personal information.
The development of Quest policies and procedures for the protection of personal information is an ongoing process. Changes in technology necessitate that Quest continually develop, update, and review information protection guidelines and controls to ensure ongoing information security.
Quest is open about the policies and procedures it uses to protect Constituent personal information. Information about these policies and procedures will be made available to Constituents either electronically or in written format in plain language. However, to ensure the integrity of our security procedures and business methods, Quest may refuse to publicly disclose certain information.
Quest will make the following information available:
Constituents have a right to access their personal information held by Quest. Upon request, Quest will, within a reasonable time period, tell the Constituent what personal information it has, for what it is being used, and to whom it has been disclosed if applicable and within the time period for which records are available.
Constituents may be asked to be specific about the information they would like to access and to submit their request in writing to their contact at Quest.
Constituents will be required to provide personal information to identify themselves to enable Quest to provide an account of the existence, use, and disclosure of personal information.
Quest will make the information available within 30 business days, or provide written notice of extension where additional time is required to fulfill the request.
When information is not provided within 30 business days of the request, Quest will, no later than 30 business days after the date of the request, send a notice of extension to the Constituent, advising of the new time limit, the reasons for extending the time limit and the right of the Constituent to make a complaint to the Privacy Commissioner of British Columbia regarding the extension.
If a request is refused, Quest will notify the Constituent in writing, documenting the reasons for refusal and resources for redress available to the Constituent.
In certain situations, Quest may not be able to provide access to any or all personal information about a Constituent. In such cases, Quest will explain the reasons it will not provide the requested information, and identify resources for recourse available to the Constituent. The reasons for not providing information may include that the information would threaten the life or security of another individual, the information was generated in a formal dispute resolution process, the information contains personal information about other individuals, the information is subject to solicitor-client or litigation privilege, or disclosure of the information would reveal confidential commercial information that could harm Quest's competitive position if disclosed .
Constituents are to direct any complaints, concerns or questions regarding this privacy policy in writing to the Privacy Officer. If the Privacy Officer is unable to address the Constituent's concerns, the issue can be referred to the Chair & CEO of Quest. At any point in this process the Constituent may also contact the Privacy Commissioner of British Columbia.
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Quest University Canada © 2008
3200 University Boulevard Squamish, BC Canada V8B 0N8
Email: | Phone: 604.898.8000 | Fax: 604.815.0829
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