> Providence College GDPR Privacy Notice

Providence College GDPR Privacy Notice

Privacy Notice for persons located in the European Economic Area (EEA) Privacy Notice for persons located in the European Economic Area (EEA) as required under the General Data Protection Regulation (GDPR)

Introduction

This version of Providence College’s Privacy Notice is applicable to persons residing in the EEA whose personal data are covered by the General Data Protection Regulation (GDPR). Providence College is committed to protecting the privacy of its current and prospective students and their family members, current employees and their family members, admission and employment applicants, donors and event patrons, and research subjects. This Notice describes how we collect, use, protect, share, and transfer your personal data, and it describes your rights and how to exercise them regarding your personal data. Information in this Notice is meant to be read in conjunction with our Privacy Policy, our Terms of Use, and our Information Technology Acceptable Use Policy. If you are located in the EEA and you voluntarily submit personal data to us or to our external partners (e.g., contractors and/or vendors) via websites, mobile apps, digital properties, or hardcopy (paper applications or forms), you consent to the collection, use, and disclosure of that information as described in this Privacy Notice.

The general information published on this page is intended to supplement specific information that you may have already been given in connection with your engagement with a particular service, resource, program, or activity associated with, authorized,or sponsored by Providence College.
This Notice is presented to you in a questions and answers format. This Notice is presented in two main sections: first, you will find “General Information;” second, you will find an appendix that provides you with more detailed information related to the collection, use, and disclosure of information by specific offices or operations within the College.

I. GENERAL INFORMATION

  1. What is “personal data” under the GDPR?

    As used in this Notice, “personal data” is defined as any information relating to an identified or identifiable individual, including name, date of birth, student or government identification numbers, address, email, phone numbers, images, academic information. This category also includes “sensitive data,” such as data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, health data, and data concerning a person’s sex life or sexual orientation.

  2. How does Providence College collect, use, and share my personal data?

    We are a private, non-for-profit, Catholic and Dominican College that collects, uses, and shares personal information only as needed to support the College’s lawful operations on behalf of its students, employees, and others who seek services and goods from the College and/or the College’s authorized representatives and contractors, and on behalf of those individuals who provide explicit consent as necessary. Disclosures of personal information may be internal or external (to third parties). Please see the appendix for more information.

  3. Does Providence College use cookies and other data from websites and email subscriptions?

    “An HTTP cookie (also called web cookie, Internet cookie, browser cookie, or simply cookie) is a small piece of data sent from a website and stored on the user’s computer by the user’s web browser while the user is browsing. Cookies were designed to be a reliable mechanism for websites to remember stateful information (such as items added in the shopping cart in an online store) or to record the user’s browsing activity (including clicking particular buttons, logging in, or recording which pages were visited in the past). They can also be used to remember arbitrary pieces of information that the user previously entered into form fields such as names, addresses, passwords, and credit card numbers.

    Other kinds of cookies perform essential functions in the modern web. Perhaps most importantly, authentication cookies are the most common method used by web servers to know whether the user is logged in or not, and which account they are logged in with. Without such a mechanism, the site would not know whether to send a page containing sensitive information, or require the user to authenticate themselves by logging in.” from Wikipedia.

    If you visit the College’s website to view, download, or submit information, we, or our third-party vendors, may automatically collect certain types of personal information such as when you visited the site, page(s) you visited, the name of the domain from which you accessed the Internet, and your computing platform. Some of this information may be collected through the use of cookies, some of which are managed by third parties that we do not control, such as Google Analytics. You have the ability to accept or decline cookies by changing your browser settings. If you choose to decline cookies, some features on our website may not work as you would expect or are accustomed.

    If you use our website to complete forms, access applications, or submit information to us (such as through our alumni and/or supplier registration pages), we will collect the information that you provide to us, as well as related information such as your login identification.

    Please see the appendix for more information about how we use and share your personal information collected with cookies.

  4. Does Providence College retain personal data?

    We retain personal data about students and alumni indefinitely for the purposes of maintaining academic records, promoting and maintaining alumni relationships, and maintaining the College’s archives. Generally, other types of personal data are retained in accordance with applicable data retention periods.

  5. What are my rights?

    If you are located in the EEA, you may have the following legal rights under applicable law with respect to the personal data we process: to withdraw consent at any time if we are using your personal data on the basis of consent; to access the data we have about you; to request that we rectify or erase your data; to request that we restrict the way we use your data; to object to the way we use your data; to ask us to transfer your data to someone else; to file a complaint with an EEA Data Protection Authority. The College’s ability or obligation to comply with your requests may be limited or negated by applicable law and/or regulatory mandates.

  6. As an alumnus, supporter, friend, or other member of the College community, how can I manage communications from the College?

    We may periodically send marketing communications to you to keep you updated on all the wonderful things happening at the College and about the extraordinary accomplishments of members of the Friar family. Messages may include our magazines and newsletters, reunion and other event notifications, and fundraising information. If you wish to request that we limit or stop these marketing communications, please contact us by emailing marcom@providence.edu or calling 401.865.1242. If you request to be removed from one or more of our mailing lists, we will retain your contact information to ensure that we do not continue to contact you for that specific purpose. If applicable, we also will continue to process your personal data for other purposes consistent with this Privacy Notice.

  7. How can I update my information, exercise my rights, or contact the Data Protection Officer?

    If you need to change or correct your personal data, or wish to have them deleted from our systems, you may contact us.  We will address your request as required by applicable law. With respect to this Privacy Notice, Providence College is the data controller, and, depending on the circumstances, the data processor, for your personal data.  Please direct any questions, requests, or complaints to our Data Protection Officer, Donald J. Schattle II, Accinno Hall 201, Providence RI 02918; gdpr@providencecollege.edu.

  8. Can this Privacy Notice be amended?

    Yes; Providence College reserves the right to update or amend this Privacy Notice at any time, for any reason, without notice to you. Updates or amendments will be published here and you should revisit our website to access our current Notice. Your continued use of this website following the posting of updates or amendments will mean that you accept them.

II. APPENDIX

  1.  Information for Applicants and Prospective Students

    1. What data do we collect and why do we collect it?
      We may collect the following types of data about you:

      • Information and supporting documentation as part of your application, including demographic information, academic and disciplinary information, recommendations, and test scores; and, information from third parties, such as the Common Application or the College Board
      • Contact information for prospective students
      • Financial information, including information about you and your family members
      • Athlete eligibility, releases, and compliance-related information
      • Private organizations, such as accreditation organizations, that oversee our accreditation processes
      • Survey responses (if you wish to participate in a survey)
      • Anonymous web traffic data – pages – you’ve visited, clicking habits and length of visits

      The lawful bases for collecting and processing personal data about you are: we have legitimate interests in the information because we require it to conduct our admission and recruitment activities; we need the information to fulfill our educational mission and to comply with our legal obligations; and, we may have your consent to collect and use the information.

    2. How do we use your personal data and with whom do we share it?
      The data we collect are used to help us recruit students; to evaluate applicants; to update our records; to make placement, financial aid, and scholarship decisions; to evaluate requests for accommodations and various types of benefits and leaves; to gather information to help us develop and implement our strategic plans; to promote the overall health and safety of visitors and community members.Your personal data – typically collected and processed by the Office of Admission and Office of Financial Aid – are shared between and among those and other offices, staff, faculty, governmental and law enforcement entities, external partners, contractors and vendors, accreditation organizations, and other third parties.
  2. Information for Students, Faculty, and Staff

    1. What data do we collect and why do we collect it?
      We may collect the following types of data about you:

      • Application materials and supporting information (e.g. curriculum vitae, resumes, cover letters, recommendations, references, research and publication information, other historical information)
      • Contact information, biographical data, identification documents (e.g.name, address, date of birth, race and ethnicity, driver’s license, I-9 form, passport/visa information)
      • Health and medical information and records, information about disabilities or injuries
      • Athlete eligibility, releases, and compliance-related information
      • Financial information for payroll and/or tuition and aid
      • Benefits and retirement enrollment, and beneficiary information
      • Disciplinary and investigatory information and documentation

      The lawful bases for collecting and processing personal data about you are: we have legitimate interests in the information because it is needed to provide and maintain academic and employment activities, programs, and services; we need the information to comply with contractual obligations, to fulfill our educational mission, and to comply with our legal obligations; and, we may have your consent to collect and use the information.

    2. How do we use your personal data and with whom do we share it?
      The data we collect are used: to support students’ access to educational programs and activities, and to career opportunities; to recruit new and evaluate current faculty and staff; to update our records; to provide contact information in electronic and telephone directories; to help faculty and staff perform duties associated with their jobs; to gather information to help us develop and implement our strategic plans; to provide community members with access to facilities, services, compensation, benefits, and information technology; to evaluate requests for accommodations and various types of benefits and leaves for students, faculty, and staff; to promote the overall health and safety of prospective and current community members; to conduct research and gather statistics; to help us make decisions about professional and educational enrichment opportunities (such as internships, travel, research, external credits earned or research conducted); to operate student clubs and organizations; to administer and assess various types of surveys and improvement plans; to engage with external constituencies and organizations; to assure compliance with College codes of conduct and policies, memoranda of understanding, and accreditation organization guidelines; to comply with legal and regulatory requirements (related to contracts/agreements, research mandates, court or judicial orders, and subpoenas).Your personal data are shared between and among offices, staff, faculty, governmental and law enforcement entities, external partners, vendors and contractors, and other third parties
  3. Information for Research Subjects

    1. What data do we collect and why do we collect it?
      We collect student, faculty, staff data that include personally identifiable information (PII) as indicated in the stated objectives, purposes, and methods of each research project.The lawful bases for collecting and processing personal data about you are:we have legitimate interests in the information because it is needed to provide and maintain academic and employment activities, programs, and services; we need the information to comply with contractual obligations, to fulfill our educational mission, and to comply with our legal obligations; and/or we have your consent to collect and use the information.
    2. How do we use your personal data and with whom do we share it?
      The data we collect are used to conduct internal and external research and assessments.Access to your personal information is limited to institutional officials and external partners who have a documented need for the information in order to perform a job-related, contractual, or legally-mandated task as indicated in relevant documents and disclosed to research subjects as required and appropriate.
  4. Information for Alumni, and Current and Prospective Donors, Patrons, and Supporters

    1. What data do we collect and why do we collect it?
      We may collect, from various sources (you, your student records, your family members, social media, third parties, information that is publicly available), the following types of data about you:

      • Contact information, biographical data (name, email address, phone number, date of birth, ethnicity, religious affiliation, marital status, name of spouse)
      • Academic and activity information (major, degree, clubs and sports memberships, leadership, and other activities)
      • Participation in College events and philanthropic initiatives since graduation
      • Employment information and community involvement experiences
      • Financial information (payment method to process donations and tax receipts, giving history, wealth information)
      • Health information (such as disclosed or known medical conditions and disabilities, food allergies)

      The lawful bases for collecting and processing personal data about you are:we have legitimate interests in the information to support our educational mission by maintaining alumni relationships as potential resources for students; to tailor our fundraising efforts to your interests and capacity to give; to provide you with information or services, or to comply with contractual obligations with respect to particular alumni services; to comply with our legal obligations; and/or we have your consent to collect and use the information.

    2. How do we use your personal data and with whom do we share it?
      The data we collect are used: to send you information about the College and its community; to provide you with information about fundraising campaigns, events, and volunteer opportunities; to encourage ongoing engagement with the College by providing you with information about networking, mentoring, and services; to conduct wealth analysis and research to tailor our efforts to your circumstances and wishes; to administer and manage alumni and institutional advancement activities; to publicly acknowledge gifts with your consent; to protect your health and safety during College events and activities; to comply with legal and regulatory mandates.

Your personal data are shared between and among offices and employees with a legitimate interest in your information, with other Providence College alumni and alumni groups/clubs (limited contact information only), and with governmental entities and other third parties such as accreditation organizations.