Records of the management and operation of food services, outlets, and associated food and nutrition programs.
This records class includes Personal Information Banks.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Personal Information Banks | Version Information
Content & Scope
Food Services is responsible for residence eateries, cafes and food courts, franchises, catering & event services, conference services, vending, and the University Club. The department also provides meal plans, food-related wellness and nutritional programs, and other food/nutrition-related initiatives supporting student life, diversity and culture.
This records class excludes financial records of purchases, payment for services, and student meal plan fees.
The records class includes: planning and promotion records and internal reports for food outlets, services and other programs; records of the Food Advisory Board and its sub-committees; employee scheduling, inventory control, and other operational records; records of online food orders by customers, including personal profiles, food orders, and customer loyalty/rewards program data.
Related Records
For financial records of food purchases, payment for services, and student payments for meal plans, see FN20 – Revenues and Accounts Receivable and FN25 – Student Accounts.
Responsible Unit
Food Services.
Information Steward
Associate Provost, Students.
Information Confidentiality Classification
- Public: promotional and educational information intended for public release.
- Restricted: records of service interactions with individuals (e.g., food orders, customer loyalty/rewards program data) and associated personal profiles.
- Confidential: all other records.
Retention
- Customer profile data: 1 year after the customer’s account becomes inactive.
- All other records: minimum of 1 year and not more than 7 years. Units should document the specific retention periods within this range that they are using for their records (contact the University Records Manager for assistance, if required).
Notes
- Some records within this class may be retained until superseded or obsolete, as templates or models for updated records or as a knowledge-base for the unit’s services.
- Anonymized data derived from these records may be retained by the University until superseded or obsolete.
Disposition
Secure destruction.
Note
Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.
Authority
- University of Waterloo Act, 1972.
- Health Protection and Promotion Act, R.S.O. 1990, c. H.7.
- O Reg 493/17: Food Premises, under Health Protection and Promotion Act, RSO 1990, c H7.
- Freedom of Information and Protection of Privacy Act, RSO 1990, c F31 (FIPPA).
- Personal Information Protection and Electronic Documents Act (SC 2000, c 5) (PIPEDA).
Retention Rationale
Retention is based on operational use, the need to adequately document transactions for audit purposes, and requirements for managing personal information under FIPPA and PIPEDA.
Personal Information Banks
Customer profiles, service interaction records, and loyalty/rewards program data.
Under Review Date
12 February 2020