Web Site Information

University System of ֱ

Data Privacy Policy and Legal Notice

The Privacy Policy is also available as a printable PDF.

This Notice establishes University System of ֱ’s (“USG”) data privacy and legal notice with respect to the gathering and dissemination of information we obtain from you on USG’s websites located at usg.edu (“Site”) and with any applicable privacy standards and legal requirements in regard to the data collected.

USG is the operator of this Site, although software, hosting and other functions may be provided by third parties (“Service Providers”). This Data Privacy and Legal Notice (“Notice”) describes the type of information USG and its Service Providers collect from visitors to this Site, what we do with that information, and how visitors can update and control the use of information collected by this Site.

This Notice does not necessarily describe information collection policies on other sites, such as separate sites operated by our Service Providers that USG does not control. Many of the resources linked from USG’s site are not maintained by USG. USG cannot monitor all linked resources, only those pages that fall directly within USG’s World Wide Web structure. USG is in no way responsible for the privacy practices or the content of these linked resources, and the statements, views, and opinions expressed therein are neither endorsed by nor do they necessarily reflect the opinion of USG. Any links to non-USG information or resources are provided as a courtesy. They are not intended to endorse nor do they constitute an endorsement by USG of the linked materials.

This Notice may be changed from time to time and without notice. Continued use of the Site after any such changes constitutes acceptance of the new terms. If you do not agree to abide by these new terms or any future terms, please do not use the Site. This site is not directed to children under 13 years of age, and children under 13 years of age shall not use this Site to submit any personal information about themselves. (In accordance with the Federal Trade Commission (FTC) .

Privacy Notice

Lawful Basis for Collecting and Processing Personal Data

USG is a system of organizations and institutions of higher education involved in education, research, and community development. In order for USG and its organizations and institutions to educate its students both in class and online, engage in world-class research, and provide community services, it is essential and necessary, that USG have lawful basis to collect, process, use, and maintain data of students, employees, applicants, research subjects, visitors and others involved in its educational, research, and community programs. The lawful basis includes, without limitation, admission; registration; delivery of classroom, online, and study abroad education; grades; communications; employment; applied research; development; program analysis for improvements; and records retention. Examples of data that USG may need to collect in connection with the lawful basis are: name, email address, IP address, physical address or other location identifiers, photos, as well as some sensitive personal data obtained with prior consent. Please note that each USG institution may have its own privacy notice and policy posted on its website, which may have expansion of USG notices and/or policies.

Definition

Data subject is any person whose personal data is being collected, held or processed.

Most of USG’s collection and processing of personal data will fall under the following categories:

  1. Processing is necessary for the purposes of the legitimate interests pursued by USG or third parties in providing education, employment, research and development, and/or community programs.
  2. 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.
  3. Processing is necessary for compliance with a legal obligation to which USG is subject.
  4. 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. Types of Personal Data and Special Categories of Sensitive Personal Data, where USG gets this data and why USG receives personal data and special categories of sensitive personal data from multiple sources. Most often, this data comes directly from the data subject or under the direction of the data subject who has provided it to a third party (for example, application for admission to a USG institution through use of a common application).

Individual Rights of the Data Subject

Individual data subjects can expect the following, if requested: • Information about how USG is collecting the data; • The USO Data Privacy Committee Chair contact information; • The purposes and legal basis/legitimate interests of the data collection/processing; • Information about who received any personal data; • If USG 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 rectify incorrect data or erase applicable 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 (regulators, etc.); • Why the personal data are required and possible consequences of the failure to provide the data; • The existence of automated decision-making, including profiling; and, • If the collected data are going to be further processed for a purpose other than that for which it was collected

Note: Exercising of these expectations is a guarantee to be afforded a process and not the guarantee of an outcome. Any data subject who wishes to exercise any of the above-mentioned expectations may do so by filing or submitting such request at dataprivacy@usg.edu.

Security of Personal Data

All personal data and special categories of sensitive personal data collected or processed by USG must comply with USG Cybersecurity Plan, as authorized by the Board of Regents Policy Manual Section 10.4 Cybersecurity: /policies. Anyone suspecting that his or her sensitive personal data has been exposed to unauthorized access, report your suspicion to helpdesk@usg.edu. Otherwise, questions concerning more general data privacy can be sent to dataprivacy@usg.edu. USG will not share your information with third parties except as necessary to meet one of USG’s lawful purposes.

ֱ Open Records Act

As an entity of the government of the State of ֱ, USG and its organizations and institutions are subject to the provisions of the .