EU General Data Protection Regulation Compliance Policy
Saint Mary’s College (“Saint Mary’s” or “the College”) takes seriously its duty to protect the personal data it collects or processes. The European Union General Data Protection Regulation (“EU GDPR”) imposes obligations on entities, like Saint Mary’s College, that collect or process personal data about people in the European Union (“EU”). The EU GDPR applies to personal data the College collects or processes about anyone located in the EU, regardless of whether they are a citizen or permanent resident of an EU country. Among other things, the EU GDPR requires the College to:
- be transparent about the personal data it collects or processes and the uses it makes of any personal data;
- keep track of all uses and disclosures it makes of personal data; and
- appropriately secure personal data.
This policy describes the College’s data protection strategy to comply with the EU GDPR.
Lawful Basis for Collecting or Processing Personal Data
Saint Mary’s College has a lawful basis to collect and process personal data of its students, employees, applicants, and others involved in its programs. These activities include, without limitation, admission, registration, on-line education, study abroad education, grades, communications, employment, development, and records retention.
Most of the College’s collection and processing of personal data will fall under the following categories:
- Processing is necessary for the purposes of the legitimate interests pursued by Saint Mary’s College or by a third party.
- Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.
- Processing is necessary for compliance with a legal obligation to which Saint Mary’s is subject.
- The data subject has given consent to the processing of his or her personal data for one or more specific purposes.
There will be some instances where the collection and processing of personal data will be pursuant to other lawful bases.
Data Protection & Governance
The College will protect all personal data and sensitive personal data that it collects or processes for a lawful basis. Any personal data and sensitive personal data collected or processed by Saint Mary’s College shall be:
- Processed lawfully, fairly, and in a transparent manner;
- Collected for specified, explicit, and legitimate purposes, and not further processed in a manner that is incompatible with those purposes;
- Limited to what is necessary in relation to the purposes for which they are collected and processed;
- Accurate and kept up to date;
- Retained only as long as necessary; and
Sensitive Personal Data & Consent
Saint Mary’s College must obtain consent before it collects or processes sensitive personal data as defined by the EU GDPR.
Individual data subjects covered by this policy will be afforded the following rights:
- information about the controller collecting the data;
- the data protection officer contact information;
- the purposes and lawful basis of the data collection/processing;
- recipients of the personal data;
- the existence of the right to know if the College intends to transfer personal data to another country or international organization;
- the period the personal data will be stored;
- the existence of the right to access, rectify incorrect data or erase personal data, restrict or object to processing, and the right to data portability;
- the existence of the right to withdraw consent at any time;
- the right to lodge a complaint with a supervisory authority (established in the EU);
- the existence of the right to know why the personal data is required, and possible consequences of the failure to provide the data;
- the existence of automated decision-making, including profiling (if any); and
- the existence of the right to know if the collected data is going to be further processed for a purpose other than that for which it was collected.
Note: Exercising of these rights is a guarantee to be afforded a process and not the guarantee of an outcome.
This policy applies to the personal data and sensitive personal data protected by the EU GDPR and all College units who collect or process personal data and sensitive personal data protected by the EU GDPR.
Collect or Process Data
Collection, storage, recording, organizing, structuring, adaptation or alteration, consultation, use, retrieval, disclosure by transmission/dissemination or otherwise making data available, alignment or combination, restriction, erasure or destruction of personal data, whether or not by automated means.
Consent of the data subject means any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.
Under the EU GDPR:
- Consent must be a demonstrable, clear affirmative action.
- Consent can be withdrawn by the data subject at any time and must be as easy to withdraw consent as it is to give consent.
- Consent cannot be silence, a pre-ticked box or inaction.
- Consent should not be regarded as freely given if the data subject has no genuine or free choice or is unable to refuse or withdraw consent without detriment.
- Request for consent must be presented clearly and in plain language.
- Maintain a record regarding how and when consent was given.
The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.
Saint Mary’s College Unit
A Saint Mary’s College office or department.
Identified or Identifiable Person
An identified or identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, psychological, genetic, mental, economic, cultural or social identity of that person.
Examples of identifiers include but are not limited to: name, photo, email address, identification number such as Saint Mary’s College ID#, Saint Mary’s College Account (User ID), physical address or other location data, IP address or other online identifier.
Processing of personal data shall be lawful only if and to the extent that at least one of the following applies:
- The data subject has given consent to the processing of his or her personal data for one or more specific purposes;
- Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
- Processing is necessary for compliance with a legal obligation to which the controller is subject;
- Processing is necessary in order to protect the vital interests of the data subject or of another natural person;
- Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
- Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party.
Processing of personal data is lawful if such processing is necessary for the legitimate business purposes of the data controller/processor, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data.
Any information relating to an identified or identifiable person (the data subject).
A natural or legal person, public authority, agency or other body who processes personal data on behalf of the controller.
Sensitive Personal Data
Special categories of personal data that require consent by the data subject before collecting or processing are:
- Racial or ethnic origin
- Political opinions
- Religious or philosophical beliefs
- Trade union membership
- Genetic, biometric data for the purposes of uniquely identifying a natural person
- Health data
- Data concerning a person’s sex life or sexual orientation
Document Lawful Basis for Collection or Processing
All Saint Mary’s College Units who collect or process personal data protected by the EU GDPR must document the lawful basis for the collection or processing of personal data and sensitive personal data they collect or process, why they collect it, and how long they keep it.
Saint Mary’s College Privacy Notice
The College’s Privacy Notice to data subjects specifies the lawful basis for the College to collect or process personal data and includes:
- whether their personal data is being collected or processed and for what purpose
- categories of personal data concerned
- to whom personal data is disclosed
- records retention period
- existence of individual rights to rectify incorrect data, erase, restrict or object to processing
- how to lodge a complaint
- the source of the personal data (if not collected from the data subject)
- the existence of automated decision-making, including profiling (if any)
Exercise of Rights
Any individual wishing to exercise their rights under this policy should contact the College’s Data Protection Officer/Chief Information Officer, Todd Norris, at firstname.lastname@example.org or (574) 284-4742.
Security of Personal Data
All personal data and sensitive personal data collected or processed by any Saint Mary’s College Unit under the scope of this policy must comply with the security controls and systems and process requirements and standards of AACRAO.
Any Saint Mary’s College Unit that suspects that a breach or disclosure of personal data has occurred must immediately notify the College’s Data Protection Officer/Chief Information Officer, Todd Norris, at email@example.com or (574) 284-4742.