Overview

We take your privacy seriously

The Capilano Students’ Union takes your privacy seriously. We collect and use personal information to carry out programs, services, events, campaigns, and other operations. This page explains the personal information that we collect, why we collect it, how it is used, and how you can contact us with your concerns. We do all of this to meet our obligations under the Personal Information Protection Act.

Managing your personal information

The Capilano Students’ Union provides options for managing the personal information that we collect from you. Contact us if you need help managing your personal information — we’re here to help. Most requests to access, correct, or withdraw personal information can be processed within five business days; however, we may take up to 30 business days to handle complex requests, per our privacy policy.

Accessing or correcting personal information

You have the right to learn what information we have collected about you, how we have used it, and to whom we have provided it. You can also request corrections or changes to your personal information.

Please provide us with enough detail in your request to quickly and easily locate your information; the broader the request, the more time it will take to process.

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Withdrawing your personal information

You have the right to request that the personal information you had previously provided to us be withdrawn. Please note, however, that this could result in us being unable to deliver critical programs or services for you.

There may be some information that we are not permitted to remove even upon request if there is a legal obligation for us to keep it for a minimum period of time.

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Make a complaint about privacy

If you have a complaint about our privacy practices, or a decision we’ve made about a request to access, correct, or withdraw your personal information, you may make a complaint to our privacy officer.

You also have the right to contact or file a complaint with B.C.’s Office of the Information and Privacy Commissioner at [email protected] or (250) 387-5629.

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What information does the CSU collect, and why?

We collect basic information about each member of the Capilano Students’ Union (i.e., most Capilano University students) to maintain our membership register (which we are required to do under the Societies Act); to administer general meetings, elections, and referendums (this includes referendums on Capilano Students’ Union fees); and to administer fee collection. We also use this information to send periodic newsletters to the membership. The information that we collect to administer membership includes your name, student ID, and email address; your faculty and campus (or if you are an online student); and whether or not you are an international student.

When you access our Device Doctor service for support with device troubleshooting or repairs, we collect your name, email address, and telephone number to contact you about the status of your device. We also collect information related to your device (such as model, serial number, and operating system version) in order to effectively service your device.

It is possible that we will encounter additional personal information when troubleshooting or testing your device. Our technicians are not permitted to use personal information encountered incidentally when accessing your device for troubleshooting or testing purposes, and we will not retain any such personal information when your device is returned to you.

We collect personal information to administer campaigns and advocacy work. For example, we may collect your name, postal code, and email address on a petition to encourage government to make a specific policy decision to benefit students. We always tell you in advance, on the portal or frm that collects the information, the ways in which your personal information is going to be used.

If you’r a club leader/executive, we collect your name, student number, email address, and telephone number. We use this information to validate your student status, to keep you informed of important information about the administration of your club, and to administer our club policies (including funding for clubs). We also make your name and email address (but not your student number or telephone number) available on the website to allow students to contact you to learn more about or to join your club.

From time to time, the Capilano Students’ Union conducts surveys or questionnaires to learn more about the interests, concerns, feedback, and priorities of our members. If you respond to a survey or questionnaire from us, specific details about how we will use your responses will be shared in the introduction of that survey. In general, we collect responses from you in order to guide decisions about the upcoming events, campaigns, and advocacy work of the Capilano Students’ Union, and to improve our programs and services.

When you apply to join a committee, we collect your name, email address, and information about your background and experience. We use this information to assess whether you are suitable for appointment to a committee; to present recommendations for appointments to the board of directors of the Capilano Students’ Union; and to communicate with you about the status of your application. If you are appointed to a committee, we use your email address to communicate with you about the committee’s meeting schedule and to circulate materials to you.

If you’re a volunteer, we collect your name, email address, telephone number, and information from you about your interests and availability. We use this information to assign students to volunteer opportunities, communicate with our volunteers, keep track of volunteer training, and administer benefits and rewards for volunteers.

If you register for or attend a special event, we may collect your name, student number, and email address at the time of registration. We use this information to contact you with event notifications (for example, if the event needs to be canceled or postponed); to administer the attendee check-in process; and to validate student status if attending a membership-exclusive event.

When you sign up to consign used textbooks, we collect your name, email address, and telephone number to administer your consignor account and to process a payment to you. We use your telephone number both as an internal unique identifier, as well as contact information. If you are unable to pick up your consignor cheque, we may agree to mail you your consignor cheque, and collect your residential address to do so.

When you rent a locker, we collect your name, email address, and telephone number to keep track of your locker rental, and to contact you in the event that there is a problem with your rental. In an emergency, if there is a risk to health, safety, or damage to property, an authorized Capilano Students’ Union employee may access your locker. If we access your locker in an emergency, you will be notified as soon as we can.

When you request emergency food assistance through the Community Cupboard service, we collect your name, email address, and an attestation that you are a Capilano University student. We use this information to facilitate either the pick-up of an emergency food package or the transfer of an electronic grocery store gift card to you via email message.

How is personal information used on the CSU website and email system?

As do most websites, the Capilano Students’ Union website collects basic information about visitors to the website. This data could include internet protocol (IP) addresses, internet service providers, browser types, the page that referred you to us, your device’s operating system, and your monitor size. This information is used by our team to learn about browsing patterns on our website, and to better tailor our website.

We use “cookies,” which are small text files that are saved to your device when you browse a website and retrieved whenever you return to that website. We use cookies to help pre-populate forms and to track how you navigate the Capilano Students’ Union website. We review this information, in aggregate, to monitor how users are navigating the website, and to inform changes to the website.

When you submit personal information to us through a web form (such as to contact us, or to access the Community Cupboard service), we use that information only in accordance with our privacy policy, and for reasons that will be explained to you in the introduction to that web form.

Our website provides links to third party resources, such as links to non-profit organizations that provide supports and resources to vulnerable students, that will take you outside of the Capilano Students’ Union website. We have no authority over third-party websites, or those websites’ privacy practices. We encourage you to review the privacy policies of any third party websites that you visit.

When you send us personal information via email message or share documents with us via email attachment, that information is stored in our cloud-based email and document storage system. Please be advised that we use email systems and web-hosting services that have servers hosted in the United States of America and, as such, personal information that you provide to us may be stored or routed through servers or other network services that are subject to the privacy laws of the United States of America.

CONTACT

CHRISTOPHER GIRODATPrivacy & Information Officer
[email protected]
Contact our privacy & information officer for help accessing, correcting,
or withdrawing personal information, or to raise concerns about our privacy practices.

604-990-7965
Attn: Christopher Girodat
Capilano Students’ Union
2055 Purcell Way
North Vancouver, BC V7J 3H5

Office of the Information & Privacy Commissioner for British Columbia
[email protected]
If you’re dissatisfied with our privacy officer’s response, or just want guidance from an independent office,
contact the provincial privacy commissioner.

250-387-5629
Office of the Information &
Privacy Commissioner for B.C.
P.O. Box 9038 Stn. Prov. Govt.
Victoria, BC V8W 9A4

RESOURCES