As faculty and staff at UBC, we entrust the university with a wealth of sensitive information. Understanding how UBC collects, uses, discloses, and retains your personal data is consequential.
Data Residency Restrictions Removed from FIPPA
Previously, the Freedom of Information and Protection of Privacy Act (FIPPA) mandated that personal information be stored within Canada. Recent amendments removed these restrictions, allowing UBC to utilize software and services that store data outside the country. However, this does not mean faculty and staff can freely use any application or system. Stringent regulations still govern data storage. Every system involving personal information must undergo a Privacy Impact Assessment (PIA) to ensure robust security measures are in place. For a deeper understanding of this FIPPA change and its implications, please visit the Resources section.
How UBC Handles Your Personal Information
Collection: Unlike private companies, UBC does not require your explicit consent to collect personal information necessary for its services. However, strict regulations govern this process. UBC adheres to FIPPA, which mandates responsible collection. This means information collected must be:
- Directly related to UBC programs or activities
- Collected directly from you
- Minimized to the essential amount required
Disclosure: Disclosure of your data is also tightly controlled. Within UBC, it's based on a "need-to-know" principle. External disclosure is uncommon, with exceptions for emergencies, legal matters, and with your express consent.
Use: Your data is used solely for its intended purpose, preventing misuse. Additionally, UBC avoids centralizing information, promoting data security and authorized access.
Retention: Retention periods vary depending on the data type. Some information, like resumes used for hiring decisions, is retained for at least one year after impacting a decision. Other data follows published retention schedules, categorizing data by type and dictating its storage duration, ranging from days to permanent archiving.
Go Further...
For a more detailed understanding of UBC's data handling practices, please explore the following resources: