Privacy Policy - Policy #17
Updated April 2004
Conrad Grebel University College is committed to protecting the privacy of the personal information of its students, alumni, employees, donors and other stakeholders. The College will recognize and maintain this trust by being transparent and accountable about how information is treated and shared.
During the course of both academic and residence programs, and through constituent or alumni activities, personal information is frequently gathered and used. This information is used primarily for communication from the College which takes a variety of forms such as mail, email, or phone. Anyone from whom such information is collected can expect that it will be carefully protected and that any use of this information is subject to consent. Conrad Grebel University College is an affiliated college of the University of Waterloo and as such operates in conjunction with the Privacy Guidelines of UW.
Defining personal information
Personal information is any information that can be used to distinguish, identify or contact a specific individual. This information can include an individuals opinions or beliefs, as well as facts about, or related to, the individual. Exceptions: business contact information and certain publicly available information, such as names, addresses and telephone numbers as published in telephone directories, are not considered personal information.
Where an individual uses his or her home contact information as business contact information as well, that contact information is considered business contact information, and is not therefore subject to protection as personal information.
Privacy practices
Personal information gathered by College personnel and volunteers is kept confidential. Personnel are authorized to access personal information based only on their need to deal with the information for the reason(s) for which it was obtained. Safeguards are in place to ensure that the information is not disclosed or shared more widely than is necessary to achieve the purpose for which it was gathered. Measures are taken to prevent information that is centrally maintained from being lost or destroyed.
In order to protect the privacy of personal information, the College will:
- collect, use and disclose personal information only for purposes that a reasonable person would consider appropriate in light of the circumstances
- routinely offer the opportunity to opt out of communication from the College
- give donors the option to remain anonymous in donor recognition lists
- use password protection for the donor database
- use password protection for the alumni database
- use password protection for the student records databases
- use password protection for the accounting software
- lock and secure the hard copy donor records
- lock and secure the hard copy financial records
- lock and secure the hard copy student and alumni records
- not trade or sell the mailing lists
- highlight the confidentiality of college records with volunteers who may have access to records as part of College volunteer work (eg Board Members or Alumni Executive members)
- update address changes when corrections are submitted and pass these to UW Records
- obtain consent when a third party asks for individual contact information
- maintain contact with the University Relations Privacy Legislation Working Group at the University of Waterloo
Prevention and response to sexual violence - Policy #21
Conrad Grebel University College is committed to fostering a safe and respectful environment where the impact of sexual violence is understood and individuals affected receive support. The College follows University of Waterloo’s Policy 42 Prevention and Response to Sexual Violence which, is reproduced below and may be amended from time to time, establishes the University’s commitment to the awareness and prevention of Sexual Violence and to a process for addressing complaints of Sexual Violence. The Sexual Violence Response Protocol and Procedures provide further elaboration about the University’s response and related resources available for individuals affected by sexual violence.
Any member of the Grebel community who is affected by Sexual Violence may wish to contact the Sexual Violence Response Coordinator (SVRC), who is trained to understand and support individuals affected by Sexual Violence. In addition, Conrad Grebel faculty, staff, students, volunteers, contractors or other visitors may also seek assistance through any of 1) the Director of Operations; 2) the Dean of Grebel; 3) the Director of Student Services, 4) the Chaplain, or 5) the President.
In cases where both the complainant and respondent are members of the Grebel community it is anticipated that the appropriate Grebel administrator(s) would work with the SVRC to respond to and process the complaint.
| Effective: | April 2018 |
| Replaces: | New |
| Review Date: | With UW Reviews |
| Responsible Department: | Administrative Executive |
| Approval Body: | Board |
Freedom of speech - Policy #23
April 23, 2019 Board Meeting:
Be it Resolved that Conrad Grebel University College hereby endorses University of Waterloo Policy #8, Freedom of Speech in respect of the activities and programs that the College undertakes as an affiliated institution of the University.
| Effective: | April 2019 |
| Replaces: | New |
| Review Date: | With UW Reviews |
| Responsible Department: | President |
| Approval Body: | Board |
Use of facilities - Policy #912
The College's facilities exist to serve its programs. Therefore, these programs are given priority for space use. The College also serves the community, church and university by making its facilities available beyond specific College functions. As well, the College exercises good stewardship of its resources by generating revenues through the rental of available spaces and sale of services.
The College reserves the right to limit rental of its facilities to individuals or groups whose activities and aims are in keeping with the College's overall mission and purpose.
Approved by AE October 24, 2016
Approved by CC November 4, 2016
Approved by Board December 8, 2016