ÌÇÐÄÊÓƵ

Definitions

Commissioner — The if the applicable legislation is the and the if the applicable legislation is the .

Compliance Checklist — A pre-Privacy Impact Assessment (PIA) compliance tool to assess privacy compliance and privacy risks of a project, undertaking, software application or Personal Information Bank (PIB) and determine whether a full Privacy Impact Assessment (PIA) is required.

Employee — Has the meaning given in the , including salaried employees, wage employees, contract employees, and persons retained under a contract to perform services or the University.

Head — The Head for the purposes of the is the University President, in accordance with a resolution of the Board of Regents passed on March 22, 2007.

IAP Advisory Committee — Information Access and Privacy Advisory Committee. A standing committee of the University, reporting to the President, which has responsibility for advising the University Privacy Officer in the development and implementation of the University's privacy policy and procedures.

IAP Office — The University's Information Access and Privacy Office.

Legislation — The privacy legislation with which the University is required to comply. Depending on the nature of the personal information and the purposes for which it is collected, used or disclosed, the legislation may be one or more of the , or the , as well as the relevant Regulations, and any other privacy legislation which may be enacted.

Personal Information — Recorded information about an identifiable individual, including (not an exhaustive list).

• the individual's name, address or telephone number
• the individual's race, national or ethnic origin, colour, or religious or political beliefs or associations
• the individual's age, sex, sexual orientation, marital status or family status
• an identifying number, symbol or other particular assigned to the individual
• the individual's fingerprints, blood type or inheritable characteristics
• information about the individual's health care status or history, including a physical or mental disability
• information about the individual's educational, financial, criminal or employment status or history
• the opinions of a person about the individual, and
• the individual's personal views or opinions, except where they are about someone else.

PIA — Privacy Impact Assessment. A formal assessment of the privacy obligations, risks and requirements related to a given project, undertaking, software application or Personal Information Bank (PIB).

PIB — Personal Information Bank. A collection of paper records or electronic documents that is sorted by a personal identifier, such as name, student ID or employee ID, or a database that is indexed by one or more personal identifiers.

Privacy Breach — Occurs when there is unauthorized access to or collection, use, disclosure or disposal of personal information.

Privacy Schedule — A schedule to be included in all University contracts, which contains provisions to ensure that the contractor provides adequate privacy protection and related support for personal information governed by the contract.

Project — When used in relation to privacy compliance checklists, Privacy Impact Assessments and related matters, the word "Project" subsumes for the sake of brevity the words "scheme", "program", "initiative", "application", "system", and any other word or term that refers to a formal, defined course of endeavour, which involves personal information.

Public Body — For purposes of this policy refers to ÌÇÐÄÊÓƵ University of Newfoundland.

Record — A record of information in any form, and includes a dataset, information that is machine readable, written, photographed, recorded or stored in any manner, but does not include a computer program or a mechanism that produced records on any storage medium.

Unit Head — For the purposes of this policy, unit head is the term used to mean Deans, Division Heads, Heads of Schools, Directors, Executive Directors, the University Librarian, the University Registrar, Associate Vice-Presidents and Vice-Presidents, as applicable.

Unit Privacy Officer — The employee(s) designated in each academic and administrative unit of the University, to implement privacy policy and procedures in that unit. It does not preclude any unit from establishing a position of unit privacy officer. This is a functional description, not a position title.

University Privacy Officer — The position with overall management responsibility for privacy policy and procedures at the University. This is a functional description, not a position title. The University Privacy Officer is appointed by the President of the University. Unless otherwise indicated, the University Privacy Officer is the Information Access and Privacy Advisor.

Procedures: