The Alberta College of Art + Design (ACAD) is subject to the Freedom of Information and Protection of Privacy Act (“FOIP” or “the Act”) under section 1(j) of the Act; as such, ACAD is committed to ensuring the lawful and consistent collection, use, disclosure, and protection of information under its custody and control. Procedure 400.23.: Access to Information and Protection of Privacy authorizes and informs users of information in the custody of ACAD to operate in accordance with the act.
What is Personal Information?
Any recorded information about an identifiable individual including:
- home or telephone numbers
- national or ethnic origin
- political beliefs or associations
- marital status
- family status
- identifying numbers
- fingerprints or blood type
- health and health care history
- educational, financial, employment, criminal records
- opinions about the individual
- individuals personal views or opinions (except when they are about someone else)
Collection of Personal Information
ACAD collects personal information under section 33 of the Act. Personal information cannot be collected by ACAD unless it is expressly authorized by an Act or regulation; it relates to law enforcement; or is necessary for an operating program or activity of ACAD. The individual must be notified of the purpose of collection and the specific legal authority for collection, except in certain defined cases. Individuals with questions regarding the collection, use and disclosure of their personal information is encouraged to contact the FOIP Coordinator for clarification, the contact information of the FOIP Coordinator will also be shared upon collection.
Protection of Privacy
ACAD employees protect personal information with the following security measures:
- Physical security in the form of securing records in locked cabinets and rooms, limiting access to areas that hold personal information;
- Technical security in the form of password protected technology, saving data on server supported drives, locking computers when left unattended, limiting third party vendor access as recommended and referenced in Information Technology procedures;
- Portable device security in the form of enabled password access, and keeping mobile devices physically secure.
- Confidential storage and disposal of records in accordance with related Records Management Procedure and Retention Schedule.
Use of Personal Information
ACAD may use personal information only for the purpose which it was originally collected. Unless the individual the information is about has identified the information and consented to the intended further use of the information. Otherwise, ACAD may utilize personal information in the forms authorized under the following sections of the act:
It is a fundamental principle that an individual has a right of access to his or her own personal information.
Disclosure of Personal information
The Act ensures that an individual’s personal information is not disclosed beyond what is required for the proper operations of ACAD. Specifics include:
- Section 40 – itemizes specific and limited circumstances where personal information in the custody and control of the public body (ACAD) may be disclosed;
- Section 42 – itemizes circumstances where personal information may be disclosed for research or statistical purposes;
- Section 43 – itemizes circumstances where personal information is archived and older than 25 or 75 years.
FOIP Coordinator Contact information:
For more information, please contact Christine Delay, Project + Compliance Coordinator, by phone 403.284.7687 or email email@example.com.