Privacy of Personal Information
York University is committed to protecting the personal information we hold. We collect only personal information that is directly related to, and needed for, operating our programs and activities. Personal information will be used, maintained, disclosed and disposed of in accordance with applicable legislation, policies, agreements, and best practices. University records that are not subject to statutory privacy rules will be protected in accordance with University policies and agreements.
Privacy Notices
- Standard Collection Notice
Units of the University should include the standard notice for collection of personal information as a “footer” on documents whose purpose is to collect sensitive personal information. - Suggested notice for e-mail communications
The suggested notice for email may help to restrict unauthorized uses or to alert individuals to a recommended course of action if they receive an email in error.
Privacy Breaches
Guidelines and a reporting form have been created to assist University units in identifying and reporting suspected or confirmed privacy breaches to the IPO.
Making a Privacy Complaint
Under the Freedom of Information and Protection of Privacy Act, you may make a privacy complaint if you believe the University has collected, used, disclosed or disposed of your personal information contrary to the Act. If you do not want to make your complaint to the University you may complain directly to Ontario’s Information and Privacy Commissioner.
1. Make your complaint to the head of the department or office that you believe has acted inappropriately regarding the collection, use, disclosure or disposal of your personal information.
2. If you are not satisfied with the response from the department or office, submit your signed complaint in writing to the Information, Privacy and Copyright Office, either by hand or mailing it to our Office. Your complaint must contain as much detail as possible including:
• The specific personal information at issue
• The specific business process or activity at the University that involved the collection, use, disclosure or disposal of your personal information
• The location of the information (i.e., the record(s) containing your personal information)
• The reason(s) why you believe the collection, use, disclosure or disposal was not authorized
• Relevant documents
• The remedy you seek
NOTE: A clearly defined complaint will greatly assist the University to answer your concerns. The University may contact you about the details of your complaint to clarify the issue(s).
3. The University will acknowledge your complaint once it has been received. The Information, Privacy and Copyright Office will review your complaint with the appropriate department or office to determine if there was an inappropriate collection, use, disclosure or disposal of your personal information. You will be notified of the outcome in writing.
• If the University concludes your complaint is well founded, you will be told what remedial measures it is taking to resolve your concerns.
• Should the University find your complaint is not well founded, you will be provided with an explanation.
4. If you are not satisfied with the informal attempt to resolve your complaint you may submit a formal privacy complaint to Ontario’s Information and Privacy Commissioner. Complaints to the Ontario Privacy Commissioner can be filed here, https://www.ipc.on.ca/en/privacy-individuals/filing-a-privacy-complaint/privacy-complaints-process
Photo/Video Consent
The following guidelines and consent forms have been created for use by University employees to obtain consent when taking photos, videos or audio recordings of individuals at University events or for publication and/or marketing purposes.
- Guidelines for the Taking and Use of Photographs, Video and Audio Recordings by Employees
- Qs & As for Employees: Obtaining Consent for Photographs, Video and Audio Recordings
Consent Forms
- Photo Video Consent Form (Short) (PDF)
- Photo Video Consent Form (Long) (PDF)
