Records of the management, issuing, and use of University photo ID cards.
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
WatCard is the University photo ID card for students, faculty, staff and affiliates, and is needed for many services provided by the University. Departmental WatCards are also issued to administrative units upon request.
This class excludes financial transaction records associated with adding funds to an individual’s flex-dollar account, the purchase of goods and services authorized using the WatCard, and fee payments for replacement cards.
The records include promotional and other information on WatCard, its use and associated services; application/registration records for new and replacement cards; cardholder profiles, including digital photos of the cardholder; data on card use; correspondence and other records of service interactions with WatCard applicants and cardholders.
Related Records
- For records of the purchase of good and services using the WatCard, see FN12 – Accounts Payable.
- For records of funds added to flex-dollar accounts, fee payments for new cards, and other service charges, see FN20 – Revenues & Accounts Receivable.
Responsible Unit
WatCard Office.
Information Steward
Associate Provost, Students.
Information Confidentiality Classification
- Public: promotional and other information on WatCard, its use and associated services intended for public release.
- Highly Restricted: all other records.
Retention
- Promotional information and other information on services: until superseded or obsolete.
- Cardholder profiles and associated records: 2 years after WatCard expiry or cancellation date.
- All other records: minimum of 1 year and no more than 7 years.
Note: anonymized data derived from these records may be retained by the University until superseded or obsolete.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
- Freedom of Information and Protection of Privacy Act, R.R.O. 1990, Reg. 460, s. 5 (1).
Retention Rationale
Retention is based on operational use and regulations to the Freedom of Information and Protection of Privacy Act requiring that personal information be retained for a minimum of one year after its use, unless the individual to whom the information relates consents to its earlier disposal (RRO 1990 Reg 460, s 5(1)).
Personal Information Banks
Cardholder information may include: name, student number, address, telephone number, email address, faculty of study, date of birth, gender, photograph, transaction history.
Under Review Date
12 February 2020