At Fanshawe College, we respect and protect the privacy of our students, employees, alums, applicants and community members. As a publicly funded institution, we are governed by the Freedom of Information and Protection of Privacy Act (FIPPA), the Personal Health Information Protection Act (PHIPA), and the Ontario Colleges of Applied Arts and Technology Act, 2002 (OCAAT), among various other provincial, federal and international legislation.
We are committed to being transparent about how personal information is collected, used, disclosed, and safeguarded, and to ensuring that data is only handled in accordance with the law.
Collection of Personal Information
Fanshawe College collects personal information under the authority of the Ontario Colleges of Applied Arts and Technology Act and in compliance with FIPPA and PHIPA.
We collect information only when it is directly related to providing education, student services and college operations. Examples include:
- Applications for admission and program registration
- Student support services (e.g. counselling, accessibility services, financial aid)
- Event registration, surveys or contests
- Employment or volunteer opportunities
Each time we collect personal information, you will either be informed of the purpose and authority for the collection and how the information will be used, or referred to our College-wide Privacy Notice.
For questions or concerns, please contact privacy@fanshawec.ca.
Use and Disclosure of Personal Information
Your personal information will only be used for the purposes for which it was collected, or for a consistent purpose. Examples include:
- Providing academic programs and student services
- Administrative purposes such as enrolment, tuition and scheduling
- Improving programs and services through feedback and surveys
- Reporting to the Ministry of Colleges, Universities, Research Excellence and Security or other government bodies as required by law
We do not sell your personal information. Disclosure is limited and may occur only:
- With your consent
- To service providers under contract who are required to protect your information
- When authorized or required by law (e.g. in emergencies or for law enforcement purposes)
For questions or concerns, please contact privacy@fanshawec.ca.
Safeguarding Information
We take the security of personal information seriously. Fanshawe College uses a combination of:
- Administrative safeguards (policies, training, access controls)
- Technical safeguards (secure systems, encryption, monitoring)
- Physical safeguards (restricted access to records and secure disposal methods)
Record Retention
Fanshawe College is committed to responsibly managing records while complying with legal, regulatory and operational requirements. This webpage explains how records are created, maintained, retained, and disposed of to ensure accountability, transparency, and compliance with FIPPA, PHIPA, and various other legislation.
What Are Records
Records include any information created, received or maintained by the College in the course of conducting its business. This can include:
- Student records (applications, transcripts, enrolment information)
- Financial and administrative records (budgets, invoices, contracts)
- Human resources records (employee files, payroll, performance evaluations)
- Policies, procedures and governance documents
- Research data and reports
Records may exist in paper, electronic or other formats and are considered official regardless of format.
Freedom of Information and Protection of Privacy Act policy
Freedom of Information and Protection of Privacy Act
Retention Schedules
The College maintains a formal record retention schedule to determine the retention period for records. This schedule specifies:
- The type of records
- The retention period, based on legal, operational or administrative requirements
- Required method of disposal
For questions or concerns, please contact privacy@fanshawec.ca.
Personal Information Bank
A Personal Information Bank (PIB) is a structured collection of personal information organized and maintained by Fanshawe College. In Ontario, colleges like Fanshawe are required to retain and disclose the existence of PIBs under the Freedom of Information and Protection of Privacy Act (FIPPA). This ensures transparency and accountability in the handling of personal information.
At Fanshawe College, we have a college-wide PIB, which includes:
- The location of the personal information
- What the information is used for
- The types of information maintained
- Who uses the information
- Which individuals are in the bank
- The legal authority to collect the information
- The retention schedule
Records are retained only as long as necessary and are securely destroyed when no longer required.
Freedom of Information and Protection of Privacy Act
How Can Someone Access Their Personal Information in a PIB?
Under FIPPA, individuals can request access to their personal information and corrections if they find an error. For Fanshawe College, the Privacy Specialist deals with both Freedom of Information (FOI) requests and Requests for the Correction of Personal Information. For more information, please contact privacy@fanshawec.ca.
Your Privacy Rights: Access, Correction and Deletion
Under FIPPA and PHIPA, you have the right to:
- Access your records held by Fanshawe College
- Request corrections if you believe your information is inaccurate or incomplete
- Know how your personal information is being used and shared
Making a Freedom of Information (FOI) Request
If you wish to request access to general College records or your personal information, you may submit a Freedom of Information (FOI) request under FIPPA.
To make an FOI request:
- Complete the FOI request form and send it to privacy@fanshawec.ca.
- Be sure to include enough detail to identify the records you are seeking, as well as complete contact information
- Submit the required $5.00 application fee
- Cheques can be made out to Fanshawe College: Finance
- Payment can also be made via money order or cash
- Mail payment to:
- Fanshawe College
Billings and Receivables
1001 Fanshawe College Blvd
London, ON, N5Y 5R6
Re: FOI Request
- Fanshawe College
- Cheques can be made out to Fanshawe College: Finance
Please note we are unable to accept payment via e-transfer or credit card over the phone at this time
You will receive confirmation of receipt of your request. Some requests may incur additional fees, depending on the time and resources required to locate and prepare the records. Most requests are completed within 30 days of receiving a clear and complete request; however, some may take longer, depending on the number of documents requested and the involvement of third parties. You will be notified in writing if the timeline has to be extended.
There are many reasons why information may or may not be disclosed to you. For more information on this process and the exemptions/exclusions that may be applicable, please refer to the Freedom of Information and Protection of Privacy Act.
For questions or concerns, please contact privacy@fanshawec.ca.
Making a PHIPA Request
If you wish to request access to your personal health information that the College holds, you may submit a PHIPA request.
To make a PHIPA request:
- Complete the PHIPA request form and send it to privacy@fanshawec.ca
- Be sure to include enough detail to identify the records you are seeking, as well as complete contact information
You will receive confirmation of receipt of your request. Most requests are completed within 30 days of receiving a clear and complete request; however, some may take longer, depending on the number of records requested and the involvement of third parties. You will be notified in writing if the timeline has to be extended.
For more information on this process, please reference the Personal Health Information Protection Act.
For questions or concerns, please contact privacy@fanshawec.ca.
For Law Firms and Insurance Companies
In some cases, law firms and insurance companies act on behalf of their clients or insured to request records. This is permitted under both FIPPA and PHIPA, and the process closely mirrors that for individual requests, with the addition of the requirement for authorization.
To make an FOI request on behalf of someone else:
- Submit a written request on company letterhead detailing your client's/insured's name, date of birth and student number to privacy@fanshawec.ca.
- Submit a signed authorization that permits Fanshawe College to provide the requested information to you on behalf of your client/insured. This authorization must be signed within the last six (6) months.
- Submit the required $5.00 application fee
- Cheques can be made out to Fanshawe College: Finance
- Mail payment to:
- Fanshawe College
Billings and Receivables
1001 Fanshawe College Blvd
London, ON, N5Y 5R6
Re: FOI Request
- Fanshawe College
Please note we are unable to accept payment via e-transfer or credit card over the phone at this time.
To make a PHIPA request on behalf of someone else:
- Submit a written request on company letterhead detailing your client's/insured's name, date of birth and student number to privacy@fanshawec.ca.
- Submit a signed authorization that permits Fanshawe College to provide the requested information to you on behalf of your client/insured. This authorization must be signed within the last six (6) months.
For questions or concerns, please contact privacy@fanshawec.ca.
Make a Personal Information Correction Request
If you believe that the information held by the College is incomplete or inaccurate, you have the right, under FIPPA, to request that changes be made or information be updated.
To make a Personal Information Correction Request:
There are some cases where a request for personal information correction would be denied, including, but not limited to:
- The information requested to be corrected is an opinion
- The information was correct at the time of collection
- The information is not personal
- The information consists of professional opinions or observations
In cases where the correction request has been denied, you have the right to request that a Statement of Disagreement be attached to the information explaining what the requested correction was and why it was not made.
Most decisions around the correction of personal information are made within 30 days.
For questions or concerns, please contact privacy@fanshawec.ca.
Make a Personal Information Deletion Request
You have a right under FIPPA to request that your personal information held by the College be deleted.
To make a Personal Information Deletion Request:
- Submit the Personal Information Deletion Form to privacy@fanshawec.ca.
There are some cases where a request for personal information deletion would be denied, including, but not limited to:
- The information requested to be deleted has an impact on third-party information
- The College is legally or contractually bound to maintain the information
- The information is exempt from deletion under FIPPA
In cases where the deletion request has been denied, you have the right to request that a Statement of Disagreement be attached to the information explaining what the requested deletion was and why it was not made.
Personal Information Deletion Policy
For questions or concerns, please contact privacy@fanshawec.ca.
Raising a Privacy Concern or Complaint
If you have a question or concern about your privacy at Fanshawe College, please contact the Privacy Office at privacy@fanshawec.ca. We take all concerns seriously and will work with you to resolve them.
In many cases, the Privacy Office will contact you to get information about the complaint or concern and obtain any relevant documentation. From there, with your consent, the Privacy Office will contact the appropriate areas of the College where the complaint or concern originates to gather additional information. You are not obligated to consent to have your name shared; the inquiry can be done without disclosing that a complaint has been made. After the investigation, the Privacy Office determines whether a privacy breach has occurred or if the privacy concern/complaint is valid.
If a privacy breach is determined to have occurred, internal policies and procedures will be followed. If a breach was not determined to have happened, but a privacy issue was found, mitigation steps will be taken, which may include:
- Education of the involved parties
- The amendments of policies, procedures or internal workflows
- Inquiries with external resources
- Changes or additions to institutional infrastructure
Regardless of whether a breach or privacy incident was found to have occurred or not, you will be provided with a summary of actions taken and conclusions in writing.
If you are not satisfied with the College’s response, you may contact the Information and Privacy Commissioner of Ontario (IPC) for independent oversight.
For more information on how to contact the IPC, please go to the IPC’s Website.
Freedom of Information and Protection of Privacy Policy
Personal Health Information Protection Act Policy
For questions or concerns, please contact privacy@fanshawec.ca.
Artificial Intelligence
Artificial Intelligence (AI) tools may process data about students, employees or other users. Fanshawe College ensures that:
- Only data necessary for the defined purpose is collected
- Data is stored securely, and access is limited to authorized personnel
- Personal information is handled in compliance with FIPPA, PHIPA and other applicable privacy laws, including international laws
- AI outputs are reviewed for accuracy and fairness; automated decisions are not the sole determinant of important academic or administrative outcomes
AI Systems may process:
- Academic data (grades, submissions, participation)
- Administrative information (enrolment status, contact information)
- Anonymized or aggregated data for research and analytics
A115: Online Learning and Educational Technology
Artificial Intelligence Academic Framework, 2024
For questions or concerns, please contact privacy@fanshawec.ca.
External Resources
The following links provide access to websites and resources that may help address questions or concerns related to Fanshawe College’s privacy obligations.
Personal Health Information Protection Act
Freedom of Information and Protection of Privacy Act
Information and Privacy Commissioner of Ontario
Ontario Colleges of Applied Arts and Technology Act
For questions or concerns, please contact privacy@fanshawec.ca.
Resources
Policies
Anti-Snooping
Canadian Anti-Spam Legislation
Freedom of Information and Protection of Privacy Act
Personal Health Information Protection Act
Information and Data Security/Sensitivity
International Privacy Legislation
Personal Information Deletion
Privacy Impact Assessment
Personal Information and Electronic Documents Act
Privacy Breach
Privacy Notice
Forms
Authorization to Represent
Confidential Undertaking
Consent to Disclose
Consent for Recording of Academic Instruction
Employee Request for Records – General
Employee Request for Records – Security
External Parties Confidentiality and Privacy Agreement
FOI Request
Informal Disclosure Consent
Law Enforcement Request for Security Records
Personal Information Deletion Request
PHIPA Request
Privacy Breach Report
Photography and Audio/Visual Recording Release
Request for Correction of Personal Information
School of Health Sciences Pledge of Confidentiality and Accountability
Student Acknowledgement of Records Received
Testimonial Release
General Privacy Resources
Access and Privacy Manual
Best Practices for Online Privacy Protection
Best Practices for Protecting Personal Information
Debunking Myths About PHIPA
Questions for Use of Personal Information and AI
Safeguarding Privacy on Mobile Devices
What is Personal Information
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