Privacy and Data Collection

Queen鈥檚 University鈥檚 collection of personal information is authorized by its Royal Charter of 1841.

Personal information is collected for the purpose of admissions, registration, academic progress, and administering University programs, services and activities and will be used for those or consistent purposes.

Personal information may be disclosed to and used by employees of the University who need the information in the performance of their duties.

In order that applicants and students can form expectations regarding the use and disclosure of their personal information, the following are some examples of the uses and disclosures of personal information which relate to the execution of various functions of the University:

  • Registration records, educational history and supporting documents, including records of misconduct, may be used for the adjudication of admission, progression, and graduation with respect to various programs. Such information may be transmitted to other educational institutions and partners involved in the delivery of programs offered at, with, or through Queen鈥檚, including, but not limited to, entities involved in the provision of joint degrees, programs, plans, practicums, exchanges, placements, co-op positions, and service-learning opportunities.

  • Personal information collected in the application process may be shared with the Ontario Universities' Application Centre (OUAC) and/or with other universities and colleges across Canada in the event that any information provided to Queen's as part of the application process is determined by Queen's to be false, misleading, or otherwise deceptive, or written by a third party.

  • Applicant information may be shared with the relevant faculty(ies), school(s) or department(s) for the purpose of admission only. 

  • Applicants may be contacted about admission opportunities other than those specifically identified by the applicant.

  • Applicants may be contacted to guide the improvement of the university's services and offerings.

  • Personal information is used to create class-lists, grade submission lists and other materials needed by employees of the University. While photographs of students are collected and intended primarily for inclusion on the University鈥檚 identification cards, they may be included in class-lists and other documents.

  • Names of students and their contact information are collected by the University in order to operate both virtual and physical classroom environments.

  • By registering in courses, students acknowledge that their names may be divulged, both orally and in written form, to other members of the course during activities such as, but not limited to, taking attendance, assigning topics, organizing students for group work, assessing classroom participation, facilitating classroom discussion, working in online learning tools, and organizing tutorials. Students who are concerned about such disclosures should contact the course instructor to identify whether there are any possible alternatives to such disclosure. Units may use contact information for course and related purposes.

  • Personal information may be transferred to ministries and agencies of the Ontario Government and the Government of Canada as required by statute or regulation. This includes transfers to entities such as Statistics Canada and the Ministry of Training Colleges and Universities (MTCU).

  • The Federal Statistics Act provides the legal authority for Statistics Canada to obtain access to personal information held by educational institutions. The information may be used only for statistical purposes, and the confidentiality provisions of the Statistics Act prevent the information from being released in any way that would identify a student.

  • The Ontario Universities Application Centre (OUAC) and/or the university(ies) will use your gender and date of birth for identification and document matching, and for statistical purposes. This information does not form part of the universities鈥 admission decisions.


Records Management and Privacy Office

Apr 18, 2023 10:33 am