Privacy Policy | Chapman University
Archived: 2026-04-23 17:15
Privacy Policy | Chapman University
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Accessibility Policy
Computer Refresh Plan
Electronic Resources Access for Part-Time Faculty
Email Usage Guidelines
Generative Artificial Intelligence Tools
Hardware and Software Purchasing
IS&T Onboarding
Leaving Chapman University
Microsoft Teams Security Policies
Network Security Guidelines for Academic Systems
Printing Policy
Privacy Policy
Privacy Practices
UG Student Worker Canvas Access
IS&T Network Security Guidelines for Academic Systems
»
Privacy Policy
Section 1: Privacy Policy
POLICY STATEMENT
This policy describes Chapman University's data protection strategy to comply with
multiple regulations, including the European Union General Data Protection Regulation
("EU GDPR").
REASON FOR THE POLICY
In order for Chapman to educate its international and domestic students, engage in
world-class research, and provide community services, it is essential and necessary,
and Chapman has a lawful basis, to collect, process, use, and/or maintain the personal
data of its students, employees, applicants, research subjects, and others involved
in its educational, research, and community programs. These activities include, without
limitation, admission, registration, delivery of classroom and study abroad education,
grades, communications, employment, applied research, development, program analysis
for improvements, and records retention.
The EU GDPR imposes obligations on entities, like Chapman, that collect or process
personal data about people in the European Union ("EU"). The EU GDPR applies to personal
data collected or processed about
anyone located in the EU
, regardless of whether they are a citizen or permanent resident of an EU country.
POLICY
Lawful Basis for Collecting or Processing Personal Data
Chapman has a lawful basis to collect and process personal data. Most of Chapman's
collection and processing of personal data will fall under the following categories:
Processing is necessary for the purposes of the legitimate interests pursued by Chapman
or by a third party.
Processing is necessary for the performance of a contract to which the data subject
is party or in order to take steps at the request of the data subject prior to entering
into a contract.
Processing is necessary for compliance with a legal obligation to which Chapman is
subject.
The data subject has given consent to the processing of his or her personal data for
one or more specific purposes.
There will be some instances where the collection and processing of personal data
will be pursuant to other lawful bases.
Data Protection & Governance
Chapman protects all personal data and sensitive personal data that it collects or
processes for a lawful basis. Any personal data and sensitive personal data collected
or processed by Chapman is:
Processed lawfully, fairly, and in a transparent manner
Collected for specified, explicit, and legitimate purposes, and not further processed
in a manner that is incompatible with those purposes
Limited to what is necessary in relation to the purposes for which they are collected
and processed
Accurate and kept up to date
Retained only as long as necessary
Secure
Sensitive Personal Data & Consent
Chapman obtains consent before it collects or processes sensitive personal data.
Individual Rights
Individual data subjects covered by this policy will be afforded the following rights:
information about the controller collecting the data
the data protection officer contact information (if assigned)
the purposes and lawful basis of the data collection/processing
recipients of the personal data
if Chapman intends to transfer personal data to another country or international organization
the period the personal data will be stored
the existence of the right to access, rectify incorrect data or erase personal data,
restrict or object to processing, and the right to data portability
the existence of the right to withdraw consent at any time
the right to lodge a complaint with a supervisory authority (established in the EU)
why the personal data are required, and possible consequences of the failure to provide
the data
the existence of automated decision-making, including profiling
if the collected data are going to be further processed for a purpose other than that
for which it was collected
Section 2: Chapman Privacy Practices
Chapman University Use of Personal Information
Chapman University recognizes the importance of protecting the integrity, confidentiality,
and availability of personal information. Consequently, we have instituted the set
of information practices and rights described below. Please note that this page offers
some links to external sites, to which these privacy practices and rights do not apply.
What Personal Information Does Chapman University Hold? How Is It Obtained?
We collect basic personal information (such as Name, Organization name, Organization
state, Contact information, Job title, Postal address, E-mail address, Phone, Personal
URL, Academic major/minor) ONLY if you provide it to us voluntarily through e-mail,
electronic forms, surveys, inquiries, or otherwise.
Other information that may be held includes but is not limited to:
Emergency Contact Information
Special Needs Information; as in a speaker or faculty member at a Chapman University
event or that of one of its affiliates (we maintain biographical information used
in the event)
Online programs as well as evaluation results submitted by attendees after your session(s).
If you participate in a secured SharePoint Team Web site, we collect site access and
contribution information.
This website uses Google Analytics, a web analytics service provided by Google, Inc.
("Google"). Google Analytics uses persistent cookies to analyze how users use this
site. The information generated by the cookie about your use of the website (including
your IP address) will be transmitted to and stored by Google. Google will use this
information for the purpose of evaluating your use of the website, compiling reports
on website activity for website operators, and providing other services relating to
website activity and internet usage. Google may also transfer this information to
third parties where required to do so by law, or where such third parties process
the information on Google's behalf. Google will not associate your IP address with
any other data held by Google. You may refuse the use of cookies by selecting the
appropriate settings on your browser; however please note that if you do this you
may not be able to use the full functionality of this website. By using this website,
you consent to the processing of data about you by Google in the manner and for the
purposes set out above. Learn more about
Google's Privacy Policy
and the Google Analytics Terms of Service.
Cookies
We use cookies to help manage secure web site sessions such as online forms or surveys.
A cookie is a piece of data that is either maintained only for the duration of a particular
session visit or is stored on the user's computer to support future visits. By continuing
to browse on Chapman websites or by clicking "accept all cookies," the user agrees
to the storing of first- and third-party cookies on user device to enhance site navigation,
analyze site usage, and assist in Chapman marketing efforts.
Session cookie – This type of cookie is used to enhance and make more efficient the
user's experience during a site visit. Once the user closes the browser, the cookie
terminates.
Persistent cookie – This type of cookie stores a small text file on the user's hard
drive for an extended period of time to remember visit activity that will help make
subsequent visits more efficient. Persistent cookies can be removed by following the
user's Internet browser help directions.
How Does Chapman University Secure Your Personal Information?
The personal information we collect is stored in databases and files that are protected
by passwords and firewalls. In addition, online forms used for financial transactions
are secured with SSL encryption technology to ensure the safety of sensitive information
transmitted through them.
How Does Chapman University Use Your Personal Information?
We use anonymous, aggregated data about Web site visitors' site usage and technical
capabilities as well as about HTML message opening and click-through rates to improve
online services and communications.
How Does Chapman University Handle Legally Issued Subpoenas and Law Enforcement Agency
Requests?
Chapman University may disclose personal information if we are required to do so to
comply with the law or with legal process.
Is credit card / transaction information secure on this Web site?
We care about the safety and security of your transaction. We use SSL (Secure Sockets
Layer) to communicate with your browser software when you register with us online.
SSL is the industry standard security protocol, which makes it extremely difficult
for anyone else to intercept your credit card or other information that you send us.
We have partnered with the commercial Internet financial service, TouchNet to handle
credit card transactions, and we do not store credit card information after the transaction
is processed. See
TouchNet's privacy policy
.
What Other Exceptions Are There?
Chapman University reserves the right to use personal information in its database
to identify the source of any inappropriate use of information resources managed by
the association, including but not limited to: offensive or illegal postings to online
discussion lists, collaboration sites, and other communication vehicles; denial of
service actions; unauthorized use of online services and network infrastructure; misuse
or unauthorized use of the Chapman University name, logo, or other representations
of the association; and to protect the personal safety and privacy of our members,
online users, and the public under the policies and practices described above.
This is the privacy policy for the Common App which we use for undergraduate students
to apply to Chapman:
https://www.commonapp.org/privacy-policy
This is the privacy policy on PCTAS which we use for students to apply to Chapman’s
Physical Therapy doctorate program:
http://www.ptcas.org/PrivacyPolicy/
This is the legal notice LSAC which we use for students applying to Chapman’s Law
School:
http://www.lsac.org/aboutlsac/policies/privacy-policy
This is the privacy policy for Star Rez which we use for Residence Life’s Housing
Request system:
https://www.starrez.com/legal/privacy
This is the privacy policy for OrgSync which we use for Student & Campus Life's clubs
and organizations:
http://www.orgsync.com/legal/privacy
This is the privacy center for PowerSchool which we use for new student inquiries,
campus visits and VIP pages for prospective students:
https://www.powerschool.com/privacy-statement-overview/
Student Email Accounts
Office 365 and Gmail are the official student email accounts for all University email
communications with its students. For student email services, the University has contracted
with Microsoft as the provider of Office 365 and Google as the provider of Gmail (collectively
“the Providers”).
Under the Providers’ terms of service, the University may respond to a third party’s
request for student email records. A “Third Party Request" means a request from a
third party for records related to a student’s Gmail or Office 365 account or other
student related Provider service records. Third Party Requests include, but may not
be limited to, a search warrant, court order, subpoena, litigation discovery or legal
preservation hold request, other valid legal order, or a written consent from the
student permitting disclosure. If the University receives a Third Party Request, it
may interface with Microsoft or Google to obtain or preserve the requested records
or direct the requestor to contact the Provider or the student directly.
Similarly, the University may also preserve a student’s Office 365 or Gmail records
and other student related Provider service records by way of the Provider’s interface
when the University receives notice of a disciplinary or other matter involving the
student, a claim, potential litigation or other legal duty to preserve the records.
While students may use University provided Office 365 and Gmail accounts for personal
communications, students are reminded that the primary purpose of the accounts are
for University related communications.
Is my Student email account secure and private?
As stated above, Office 365 and Gmail are the official student email accounts for
all University email communications with its students.
The University provides Office 365 and Gmail to students to support the educational,
research, and public service missions of the University. The Chapman University Computer
and Network Acceptable Use Policy applies to these Microsoft and Google online education
services. In addition, all Microsoft and Google apps usage are governed by their own
terms of service that all Chapman users are required to abide by.
Student email and account data may include personally identifiable information from
the student’s education records that are subject to the Family Educational Rights
and Privacy Act ("FERPA"). To the extent that student data includes FERPA records,
Microsoft and Google acting as the Providers will each be considered a "School Official"
(as that term is used in FERPA and its implementing regulations) and will comply with
FERPA.
Both Microsoft and Google provide additional settings and tools within the account
that let you protect your data and privacy.
Read more about the security and privacy for Microsoft and Google at:
Google Policies:
https://www.google.com/policies/
Microsoft Policies:
https://www.microsoft.com/en-us/trustcenter/Security/Office365Security
What should I do if I have questions?
If you have questions about our privacy policy, please contact
servicedesk@chapman.edu.
Consent
By using this site, you signify your consent to Chapman University's on-line privacy
policy. If you do not agree to this policy, please do not use this site. We reserve
the right, at our discretion, to update, change, modify, add, or remove portions of
this policy from time to time.
This Privacy Policy has been developed with the recognition that Internet technologies
are rapidly evolving and that underlying standard business models are still not well
established. Accordingly, this Privacy & Security Statement is subject to change.
Any such changes will be posted on this page.
Reporting Copyright Infringements
In accordance with Title II of the Digital Millennium Copyright Act (DMCA), Chapman
University has designated an agent DMCA-agent@chapman.edu to receive notification
of a claim of copyright infringement for the Chapman University network domain. To
report a claim of possible copyright infringement, please refer to our DMCA Notification
Agent page.
OFFICE RESPONSIBLE FOR POLICY
Name of Office: Information Services & Technology
Contact information for questions about this policy:
privacy@chapman.edu
WEBSITE ADDRESS FOR THIS POLICY
/campus-services/information-systems/policies-and-procedures/privacy-policy.aspx
WHO APPROVED THIS POLICY
Senior Staff member submitting the policy: Helen Norris
Date approved: August 13
th
, 2019
______________________________
President
PUBLICATION DATE
Effective: August 19
th
, 2019
Policies And Procedures
Acceptable Use Policy
Accessibility Policy
Computer Refresh Plan
Electronic Resources Access for Part-Time Faculty
Email Usage Guidelines
Generative Artificial Intelligence Tools
Hardware and Software Purchasing
IS&T Onboarding
Leaving Chapman University
Microsoft Teams Security Policies
Network Security Guidelines for Academic Systems
Printing Policy
Privacy Policy
Privacy Practices
UG Student Worker Canvas Access
IS&T Network Security Guidelines for Academic Systems
Back to top
Back to top
©
Skip to main content
Campus Services
Budget Office
Campus Controller
Campus Planning and Design
Career and Professional Development
Event Operations
Facilities Management
Fire & Life Safety
Institutional Compliance and Internal Audit
Institutional Research and Decision Support
Legal Affairs
Mail Services
Marketing and Public Affairs
Parking Services
Public Safety
Sustainability
Copy Jobs
Campus Resources
Marketing and Public Affairs
Information Systems
About IS&T
Educause @ Chapman
IT - Faculty Advisory Board
News and Updates
Policies and Procedures
Research Computing Support
Security
Services
Software
Technology Project Management
Training and On-Demand Videos
Working and Teaching Remotely
Policies And Procedures
Acceptable Use Policy
Accessibility Policy
Computer Refresh Plan
Electronic Resources Access for Part-Time Faculty
Email Usage Guidelines
Generative Artificial Intelligence Tools
Hardware and Software Purchasing
IS&T Onboarding
Leaving Chapman University
Microsoft Teams Security Policies
Network Security Guidelines for Academic Systems
Printing Policy
Privacy Policy
Privacy Practices
UG Student Worker Canvas Access
IS&T Network Security Guidelines for Academic Systems
»
Privacy Policy
Section 1: Privacy Policy
POLICY STATEMENT
This policy describes Chapman University's data protection strategy to comply with
multiple regulations, including the European Union General Data Protection Regulation
("EU GDPR").
REASON FOR THE POLICY
In order for Chapman to educate its international and domestic students, engage in
world-class research, and provide community services, it is essential and necessary,
and Chapman has a lawful basis, to collect, process, use, and/or maintain the personal
data of its students, employees, applicants, research subjects, and others involved
in its educational, research, and community programs. These activities include, without
limitation, admission, registration, delivery of classroom and study abroad education,
grades, communications, employment, applied research, development, program analysis
for improvements, and records retention.
The EU GDPR imposes obligations on entities, like Chapman, that collect or process
personal data about people in the European Union ("EU"). The EU GDPR applies to personal
data collected or processed about
anyone located in the EU
, regardless of whether they are a citizen or permanent resident of an EU country.
POLICY
Lawful Basis for Collecting or Processing Personal Data
Chapman has a lawful basis to collect and process personal data. Most of Chapman's
collection and processing of personal data will fall under the following categories:
Processing is necessary for the purposes of the legitimate interests pursued by Chapman
or by a third party.
Processing is necessary for the performance of a contract to which the data subject
is party or in order to take steps at the request of the data subject prior to entering
into a contract.
Processing is necessary for compliance with a legal obligation to which Chapman is
subject.
The data subject has given consent to the processing of his or her personal data for
one or more specific purposes.
There will be some instances where the collection and processing of personal data
will be pursuant to other lawful bases.
Data Protection & Governance
Chapman protects all personal data and sensitive personal data that it collects or
processes for a lawful basis. Any personal data and sensitive personal data collected
or processed by Chapman is:
Processed lawfully, fairly, and in a transparent manner
Collected for specified, explicit, and legitimate purposes, and not further processed
in a manner that is incompatible with those purposes
Limited to what is necessary in relation to the purposes for which they are collected
and processed
Accurate and kept up to date
Retained only as long as necessary
Secure
Sensitive Personal Data & Consent
Chapman obtains consent before it collects or processes sensitive personal data.
Individual Rights
Individual data subjects covered by this policy will be afforded the following rights:
information about the controller collecting the data
the data protection officer contact information (if assigned)
the purposes and lawful basis of the data collection/processing
recipients of the personal data
if Chapman intends to transfer personal data to another country or international organization
the period the personal data will be stored
the existence of the right to access, rectify incorrect data or erase personal data,
restrict or object to processing, and the right to data portability
the existence of the right to withdraw consent at any time
the right to lodge a complaint with a supervisory authority (established in the EU)
why the personal data are required, and possible consequences of the failure to provide
the data
the existence of automated decision-making, including profiling
if the collected data are going to be further processed for a purpose other than that
for which it was collected
Section 2: Chapman Privacy Practices
Chapman University Use of Personal Information
Chapman University recognizes the importance of protecting the integrity, confidentiality,
and availability of personal information. Consequently, we have instituted the set
of information practices and rights described below. Please note that this page offers
some links to external sites, to which these privacy practices and rights do not apply.
What Personal Information Does Chapman University Hold? How Is It Obtained?
We collect basic personal information (such as Name, Organization name, Organization
state, Contact information, Job title, Postal address, E-mail address, Phone, Personal
URL, Academic major/minor) ONLY if you provide it to us voluntarily through e-mail,
electronic forms, surveys, inquiries, or otherwise.
Other information that may be held includes but is not limited to:
Emergency Contact Information
Special Needs Information; as in a speaker or faculty member at a Chapman University
event or that of one of its affiliates (we maintain biographical information used
in the event)
Online programs as well as evaluation results submitted by attendees after your session(s).
If you participate in a secured SharePoint Team Web site, we collect site access and
contribution information.
This website uses Google Analytics, a web analytics service provided by Google, Inc.
("Google"). Google Analytics uses persistent cookies to analyze how users use this
site. The information generated by the cookie about your use of the website (including
your IP address) will be transmitted to and stored by Google. Google will use this
information for the purpose of evaluating your use of the website, compiling reports
on website activity for website operators, and providing other services relating to
website activity and internet usage. Google may also transfer this information to
third parties where required to do so by law, or where such third parties process
the information on Google's behalf. Google will not associate your IP address with
any other data held by Google. You may refuse the use of cookies by selecting the
appropriate settings on your browser; however please note that if you do this you
may not be able to use the full functionality of this website. By using this website,
you consent to the processing of data about you by Google in the manner and for the
purposes set out above. Learn more about
Google's Privacy Policy
and the Google Analytics Terms of Service.
Cookies
We use cookies to help manage secure web site sessions such as online forms or surveys.
A cookie is a piece of data that is either maintained only for the duration of a particular
session visit or is stored on the user's computer to support future visits. By continuing
to browse on Chapman websites or by clicking "accept all cookies," the user agrees
to the storing of first- and third-party cookies on user device to enhance site navigation,
analyze site usage, and assist in Chapman marketing efforts.
Session cookie – This type of cookie is used to enhance and make more efficient the
user's experience during a site visit. Once the user closes the browser, the cookie
terminates.
Persistent cookie – This type of cookie stores a small text file on the user's hard
drive for an extended period of time to remember visit activity that will help make
subsequent visits more efficient. Persistent cookies can be removed by following the
user's Internet browser help directions.
How Does Chapman University Secure Your Personal Information?
The personal information we collect is stored in databases and files that are protected
by passwords and firewalls. In addition, online forms used for financial transactions
are secured with SSL encryption technology to ensure the safety of sensitive information
transmitted through them.
How Does Chapman University Use Your Personal Information?
We use anonymous, aggregated data about Web site visitors' site usage and technical
capabilities as well as about HTML message opening and click-through rates to improve
online services and communications.
How Does Chapman University Handle Legally Issued Subpoenas and Law Enforcement Agency
Requests?
Chapman University may disclose personal information if we are required to do so to
comply with the law or with legal process.
Is credit card / transaction information secure on this Web site?
We care about the safety and security of your transaction. We use SSL (Secure Sockets
Layer) to communicate with your browser software when you register with us online.
SSL is the industry standard security protocol, which makes it extremely difficult
for anyone else to intercept your credit card or other information that you send us.
We have partnered with the commercial Internet financial service, TouchNet to handle
credit card transactions, and we do not store credit card information after the transaction
is processed. See
TouchNet's privacy policy
.
What Other Exceptions Are There?
Chapman University reserves the right to use personal information in its database
to identify the source of any inappropriate use of information resources managed by
the association, including but not limited to: offensive or illegal postings to online
discussion lists, collaboration sites, and other communication vehicles; denial of
service actions; unauthorized use of online services and network infrastructure; misuse
or unauthorized use of the Chapman University name, logo, or other representations
of the association; and to protect the personal safety and privacy of our members,
online users, and the public under the policies and practices described above.
This is the privacy policy for the Common App which we use for undergraduate students
to apply to Chapman:
https://www.commonapp.org/privacy-policy
This is the privacy policy on PCTAS which we use for students to apply to Chapman’s
Physical Therapy doctorate program:
http://www.ptcas.org/PrivacyPolicy/
This is the legal notice LSAC which we use for students applying to Chapman’s Law
School:
http://www.lsac.org/aboutlsac/policies/privacy-policy
This is the privacy policy for Star Rez which we use for Residence Life’s Housing
Request system:
https://www.starrez.com/legal/privacy
This is the privacy policy for OrgSync which we use for Student & Campus Life's clubs
and organizations:
http://www.orgsync.com/legal/privacy
This is the privacy center for PowerSchool which we use for new student inquiries,
campus visits and VIP pages for prospective students:
https://www.powerschool.com/privacy-statement-overview/
Student Email Accounts
Office 365 and Gmail are the official student email accounts for all University email
communications with its students. For student email services, the University has contracted
with Microsoft as the provider of Office 365 and Google as the provider of Gmail (collectively
“the Providers”).
Under the Providers’ terms of service, the University may respond to a third party’s
request for student email records. A “Third Party Request" means a request from a
third party for records related to a student’s Gmail or Office 365 account or other
student related Provider service records. Third Party Requests include, but may not
be limited to, a search warrant, court order, subpoena, litigation discovery or legal
preservation hold request, other valid legal order, or a written consent from the
student permitting disclosure. If the University receives a Third Party Request, it
may interface with Microsoft or Google to obtain or preserve the requested records
or direct the requestor to contact the Provider or the student directly.
Similarly, the University may also preserve a student’s Office 365 or Gmail records
and other student related Provider service records by way of the Provider’s interface
when the University receives notice of a disciplinary or other matter involving the
student, a claim, potential litigation or other legal duty to preserve the records.
While students may use University provided Office 365 and Gmail accounts for personal
communications, students are reminded that the primary purpose of the accounts are
for University related communications.
Is my Student email account secure and private?
As stated above, Office 365 and Gmail are the official student email accounts for
all University email communications with its students.
The University provides Office 365 and Gmail to students to support the educational,
research, and public service missions of the University. The Chapman University Computer
and Network Acceptable Use Policy applies to these Microsoft and Google online education
services. In addition, all Microsoft and Google apps usage are governed by their own
terms of service that all Chapman users are required to abide by.
Student email and account data may include personally identifiable information from
the student’s education records that are subject to the Family Educational Rights
and Privacy Act ("FERPA"). To the extent that student data includes FERPA records,
Microsoft and Google acting as the Providers will each be considered a "School Official"
(as that term is used in FERPA and its implementing regulations) and will comply with
FERPA.
Both Microsoft and Google provide additional settings and tools within the account
that let you protect your data and privacy.
Read more about the security and privacy for Microsoft and Google at:
Google Policies:
https://www.google.com/policies/
Microsoft Policies:
https://www.microsoft.com/en-us/trustcenter/Security/Office365Security
What should I do if I have questions?
If you have questions about our privacy policy, please contact
servicedesk@chapman.edu.
Consent
By using this site, you signify your consent to Chapman University's on-line privacy
policy. If you do not agree to this policy, please do not use this site. We reserve
the right, at our discretion, to update, change, modify, add, or remove portions of
this policy from time to time.
This Privacy Policy has been developed with the recognition that Internet technologies
are rapidly evolving and that underlying standard business models are still not well
established. Accordingly, this Privacy & Security Statement is subject to change.
Any such changes will be posted on this page.
Reporting Copyright Infringements
In accordance with Title II of the Digital Millennium Copyright Act (DMCA), Chapman
University has designated an agent DMCA-agent@chapman.edu to receive notification
of a claim of copyright infringement for the Chapman University network domain. To
report a claim of possible copyright infringement, please refer to our DMCA Notification
Agent page.
OFFICE RESPONSIBLE FOR POLICY
Name of Office: Information Services & Technology
Contact information for questions about this policy:
privacy@chapman.edu
WEBSITE ADDRESS FOR THIS POLICY
/campus-services/information-systems/policies-and-procedures/privacy-policy.aspx
WHO APPROVED THIS POLICY
Senior Staff member submitting the policy: Helen Norris
Date approved: August 13
th
, 2019
______________________________
President
PUBLICATION DATE
Effective: August 19
th
, 2019
Policies And Procedures
Acceptable Use Policy
Accessibility Policy
Computer Refresh Plan
Electronic Resources Access for Part-Time Faculty
Email Usage Guidelines
Generative Artificial Intelligence Tools
Hardware and Software Purchasing
IS&T Onboarding
Leaving Chapman University
Microsoft Teams Security Policies
Network Security Guidelines for Academic Systems
Printing Policy
Privacy Policy
Privacy Practices
UG Student Worker Canvas Access
IS&T Network Security Guidelines for Academic Systems
Back to top
Back to top
©