Privacy Policy

The RESIDENCE SOCIETY (ResSoc) of Queen’s University is committed to respecting the privacy of individuals. We recognize the needs of our members, clients, customers, and employees to have appropriate management and protection of all their personal and financial information that is provided to us.

Our Privacy Policy includes guidelines on the collection, use, and retention of all personal and financial information that the ResSoc and its employees have access to. The ResSoc, its employees, and affiliates will strive to meet the following guidelines when handling, accessing or using any personal and financial information of any of its employees, members, clients, students, or customers.

Collection

The ResSoc collects personal and financial information from members, clients, customers, students, and employees (“Individuals”) to better manage its business operations related to the rental, lease, sale, and/or tenancy of any property, goods, or assets under the control of the ResSoc. The ResSoc will limit the collection and use of any personal and financial information to that which is required for valid business purposes only or to comply with legislation. Only lawful means will be used to collect personal and financial information.

Purposes

The purpose(s) for which personal and financial information is collected from an Individual will be specified on or before the collection of information, and any change of purpose will be communicated to the Individual. All personal and financial information will be kept as accurate and complete as possible, consistent with the purpose(s) for which it was obtained. Any personal and financial information, especially including contact and residence information, is used primarily to better serve the Individual by providing them with information regarding products, services, events, and personalized services. Any credit card information or financial information collected by the ResSoc is held on file only for the purposes of ensuring any rented, leased, or lent property is returned in satisfactory condition.

Accuracy

The ResSoc will make every reasonable effort to ensure that the personal and financial information it collects and uses is accurate and complete. Individuals providing personal and financial information will have the opportunity to review and correct their personal and financial information, and on written request by an Individual to whom the information relates, the ResSoc will modify the information as required.

Storage

The ResSoc will store personal and financial information using the most secure electronic and/or hard copy means. All information will be stored in such a way as to prevent unauthorized collection, access, use, disclosure, or disposal of personal and financial information.

Use and Disclosure

The ResSoc will not disclose personal and financial information unnecessarily to employees or any third party unless the affected individual consents to such disclosure; or where required by law; or where reasonably necessary to determine eligibility for benefits and services as indicated above; or to protect the ResSoc from fraud, criminal activity, and misrepresentations. This information shall not be sold, reproduced, or otherwise distributed to any commercial retailer, vendor, merchant, or dealer unless expressly authorized by the Individual in writing.

Access

The ResSoc promotes an Individual’s right of access to personal and financial information about themselves. The ResSoc will provide access to information upon requestof the affected Individual. Any and all written requests for access to personal and financial information must be directed to the President and Chief Executive Officer and be signed and sent in writing. Access to a record may be subject to the payment of any fee required according to ResSoc policies and may be denied where the ResSoc has reasonable and legitimate concerns regarding the violation of the privacy, security, and/or confidentiality of any Individuals personal and financial information.

In addition to the care that the Residence Society of Queen’s University takes directly, we also work with all our partner organizations, residences, and staff that may at some point handle personal and financial information gathered by us in the course of their relationship with us to ensure all information remains secure and confidential. Each third party partner that may access any personal and financial information collected by the ResSoc will meet the same high standards of privacy, confidentiality, and security that the ResSoc provides.

All employees and third party staff who in any way handle or manage personal and financial information have acknowledged and agreed to adhere to our Privacy Code and the procedures that support that code and this policy.

For further information please contact:

President and Chief Executive Officer

106C Victoria Hall, Queen’s University

The Residence Society

Kingston, Ontario, K7L 3N8