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Guidelines Collection of Personal Information

Guidelines – Collection of Personal Information

Personal information is defined in the Freedom of Information and Protection of Privacy (FOIP) Act, R.S.A. 2000, c. F-25 as recorded information about an identifiable individual, including, but not limited to:

  • the individual's name, home or business address or home or business telephone number
  • the individual's race, national or ethnic origin, colour, or religious or political beliefs or associations
  • the individual's age, sex, marital status or family status
  • an identifying number, symbol or other particular assigned to the individual
  • the individual's fingerprints, other biometric information (e.g., voice print), blood type or inheritable characteristics
  • information about the individual's health and health care history, including information about a physical or mental disability
  • information about the individual's educational, financial, employment or criminal history, including criminal records where a pardon has been given
  • anyone's opinion about the individual
  • the individual's personal views or opinions, except if they are about someone else

The Athabasca University (AU) shall only collect personal information if:

  • the collection of that information is expressly authorized by an enactment of Alberta or Canada
  • that information is collected for the purposes of law enforcement
  • that information relates directly to and is necessary for an operating program or activity of AU

AU shall collect personal information directly from the individual unless:

  • another method of collection is authorized by that individual, another Act or regulation under another Act, or the Alberta Information and Privacy Commissioner
  • the information may be disclosed to AU under provisions of Part 2 the FOIP Act
  • the information is collected in a health or safety emergency where the individual is not able to provide the information directly, or direct collection could reasonably be expected to endanger the mental or physical health or safety of the individual or another individual
  • the information concerns an individual who is designated as a person to be contacted in an emergency or other specified circumstances
  • the information is collected for the purpose of determining suitability for an honour or award, including an honorary degree, scholarship, prize or bursary
  • the information is collected from published or other public sources for the purpose of fundraising
  • the information is collected for the purpose of law enforcement
  • the information is collected for the purpose of collecting a fine or a debt owed
  • the information is collected for use in the provision of legal service
  • the information is necessary to determine the eligibility of an individual to participate in a program of or receive a benefit, product or service from the Government of Alberta or a public body and is collected in the course of processing an application made by or on behalf of the individual the information is about, or to verify the eligibility of an individual who is participating in a program of or receiving a benefit, product or service from the Government of Alberta or the University and is collected for that purpose
  • the information is collected for the purpose of managing or administering personnel

When collecting personal information directly from an individual, AU shall inform the individual of:

  • the purpose for which the information is collected
  • the specific legal authority for the collection
  • the title, business address and business telephone number of an officer or employee of AU who can answer the individual's questions about the collection

Office of the University Secretariat, January 2006

Updated May 30 2014 by Office of the University Secretariat

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