| Department | Initiative Lead | Contact Email |
| Information Technology Services | Manager, Enterprise Systems and Projects | Pat.Herbert@unbc.ca |
PIA Description
Identity-sync is a middleware system used to synchronize data between Banner and Active Directory. Identity-sync manages the large volume of UNBC accounts by automating the provisioning and decommissioning of said accounts.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | To create UNBC account. | Section 26(c) |
| Email address | To send UNBC account activation emails to new students. | Section 26(c) |
| UNBC account | Created as part of this initiative. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| ITS Employees | Manage the tool, provision accounts, and generate account activation emails. | Section 32(a) |
| Office of the Registrar Employees | Responsible for managing the student record in Banner. | Section 32(a) |
| Disclosure of Personal Information | This initiative does not involve third party disclosure. |
| Storage of Personal Information | This initiative accesses and uses information stored in existing data banks and does not store any personal information. |
| Personal Information Bank (PIB) | This initiative does not result in a personal information bank. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
| Department | Initiative Lead | Contact Email |
| Career Centre | Manager, Student Experience and Planning | Rachelle.Munchinsky@unbc.ca |
PIA Description
The Career Centre uses Symplicity to modernize career services, enhance co-op program growth, improve employer relations, and boost the University’s reputation. Symplicity helps the Career Centre better support student’s job aspirations and improves co-op opportunities.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | Student identification. | Section 26(c) |
| Email address | Student identification and contact. | Section 26(c) |
| Student ID number | Student identification. | Section 26(c) |
| Program | Identification of eligibility for program. | Section 26(c) |
| International/domestic status | Identification of eligibility for program. | Section 26(c) |
| Graduate/undergrad status | Identification of eligibility for program. | Section 26(c) |
| GPA/cGPA | Eligibility verification. | Section 26(c) |
| Student documents (resume, cover letter, etc.) | So that students can be supported as they apply for jobs. | Section 26(c) |
| Notes on students | For operation and recording. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Career Centre Coordinators | Management of the system. | Section 32(a) |
| Faculty | To assist students and connect with employers. | Section 32(a) |
| Student Ambassadors | To assist students and connect with employers. | Section 32(a) |
| Disclosure of Personal Information | Aggregate reports are disclosed to CEWIL and ACEWIL. Student information is disclosed to prospective employers as part of the job application process. |
| Storage of Personal Information | Symplicity is a SaaS and uses AWS, Microsoft Azure, and Oracle Cloud to store information. Information is stored in Canada. |
| Personal Information Bank (PIB) | This initiative does result in a personal information bank. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
Collection Notice
Your personal information will be collected for accessing Career Centre resources. If you have any questions about the collection of this personal information, contact hirestudents@unbc.ca. This information is being collected by the UNBC Career Centre under FOIPPA section 26.
| Department | Initiative Lead | Contact Email |
| Security and Parking | Manager, Security and Parking | Scott.McMillan@unbc.ca |
PIA Description
TrackTik allows UNBC to verify that all parts of campus are being routinely checked by Security. Security Officers scan adhesive tags located around campus, recording what locations they have checked during routine security sweeps. TrackTik is also used by Security and Parking staff to log safety, security, or parking incidents. Generated reports are used by Safety and Security and Parking to follow up on incidents and the individuals reporting or impacted by them.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | Identify impacted individuals. | Section 26(c) |
| Date of birth | Identify impacted individuals. | Section 26(c) |
| Affiliation with UNBC | Identify impacted individuals. | Section 26(c) |
| UNBC ID number | Identify impacted individuals. | Section 26(c) |
| Contact information | Communicate with impacted individuals. | Section 26(c) |
| License plate number | Identity vehicles involved in an incident. | Section 26(c) |
| Other incident specific information | Further details may be required to document incidents and follow up appropriately. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Security and Parking Officers | Collect incident information and submit reports. | Section 32(a) |
| Security Supervisors | Collect incident information, submit reports, and review submitted reports. | Section 32(a) |
|
Manager, Security and Parking Manager, OH&S |
Follow up on submitted reports. | Section 32(a) |
| Director, Enterprise Risk and Safety | Determines course of action and reviews summaries of submitted reports. | Section 32(a) |
| Disclosure of Personal Information | Depending on the incident, personal information may be disclosed to emergency services including the RCMP and Fire Rescue. |
| Storage of Personal Information | TrackTik is a SaaS and uses AWS servers. Information is stored in Canada. |
| Personal Information Bank (PIB) | This initiative does result in a PIB. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
Collection Notice
UNBC Security collects personal information in order to document security, safety, and parking related incidents and generate reports for follow up with impacted individuals. For more information on what information UNBC collects, contact Scott.McMillan@unbc.ca. UNBC is authorized to collect this information under section 26(c) of the Freedom of Information and Protection of Privacy Act.
| Department | Initiative Lead | Contact Email |
| Finance and Hospitality Services | Manager, Hospitality Services | deb.vanadrichem@unbc.ca |
PIA Description
Cybersource is a payment gateway solution by Visa that integrates with Seattle Tech’s software. Cybersource will be used to collect payments for reservations, donations, workshops, career fairs, and other events.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name of payee | Required to process payments with the payee. | Section 26(c) |
| Email of payee | To send confirmation of payment email. | Section 26(c) |
| Adress of payee | To complete the payment and send receipts. | Section 26(c) |
| Payment information | Required to process payments. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Hospitality Services employees | Will use transaction reports to reconcile payments. May process payments over the phone. | Section 32(a) |
| Finance employees | Will use transaction reports for auditing. | Section 32(a) |
| Disclosure of Personal Information | Once Cybersource processes a transaction, they disclose the confirmation of payment to Seattle Tech. |
| Storage of Personal Information | Cybersource stores information on Visa operated servers. UNBC generated transaction reports will be stored on premises. Information will be stored outside of Canada. |
| Personal Information Bank (PIB) | This initiative does not result in a personal information bank. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
Collection Notice
Your personal information is being collected by UNBC in order to process your payment. UNBC is authorized to collect this information under the Freedom of Information and Protection of Privacy Act section 26(c). If you have any questions about the collection of your personal information, please contact [email].
| Department | Initiative Lead | Contact Email |
| Northern Sport Centre | Manager, Northern Sport Centre | David.Thomas@unbc.ca |
PIA Description
Vermont Systems is the vendor behind WebTrac and RecTrac, the Northern Sport Centre’s member registration and management software.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | For new member registration, assigning key fobs, and booking sports and facilities. | Section 26(c) |
| Student ID | For new member registration, assigning key fobs, and booking sports and facilities. | Section 26(c) |
| Phone number | For sending notification of activities or in an emergency. | Section 26(c) |
| Email address | For sending notification of activities or in an emergency. | Section 26(c) |
| Physical address | For billing members. | Section 26(c) |
| Void cheque/PAD form | For billing members. | Section 26(c) |
| Date of birth | To register new members. | Section 26(c) |
| Picture of member | For identification purposes at the facility. | Section 26(c) |
| Emergency contact information | For emergency contact. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Manager, Northern Sport Centre | View membership and reports. | Section 32(a) |
| Administrative Coordinator, NSC | Register a member, update & cancel membership, book services, generate membership report. | Section 32(a) |
| Programming Coordinator, NSC | Register a member, update & cancel membership, book services, generate membership report. | Section 32(a) |
| Coordinator Membership Services, NSC | Register a member, update & cancel membership, book services, generate membership report. | Section 32(a) |
| Booking and Events Coordinator | Register a member, update & cancel membership, book services, generate membership report. | Section 32(a) |
| Admin Assistant, NSC | Register a member, update & cancel membership, book services, generate membership report, handle banking information for Finance processing. | Section 32(a) |
| Customer Service Team Lead | Register a member, update & cancel membership, book services, generate membership report. | Section 32(a) |
| Customer Service Representatives | Register a member, update & cancel membership, book services. | Section 32(a) |
| Manager, Treasury Services | Receives banking information in order to process preauthorized debit payments. | Section 32(a) |
| Disclosure of Personal Information | This initiative does not involve the disclosure of personal information. |
| Storage of Personal Information | All information is stored on UNBC managed infrastructure. Information is stored in Canada. |
| Personal Information Bank (PIB) | This initiative does result in a personal information bank. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
Collection Notice
The Northern Sport Centre is collecting your personal information in order to register you as a member. For any questions about the collection of your personal information, contact david.thomas@unbc.ca. The Northern Sport Centre is authorized to collect this information under section 26(c) of the Freedom of Information and Protection of Privacy Act.