Privacy Statement | OACP

Privacy Statement | OACP
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Privacy Statement
Privacy Statement
Auburn University (the ''University,'' ''we,'' ''AU'') respects the privacy of individuals who share personal information with the University. We are committed to ensuring the privacy and security of your personal and sensitive information provided to us online.
To that end, this Privacy Notice outlines how we collect, use, and disclose Personal Data provided to AU. Additionally, this document provides notice to data subjects under various jurisdictional privacy laws.
Other units of the University may run and maintain their own websites on the auburn.edu domain. These sites may provide additional notices about the information they collect related to your web browsing experience, which may supplement this Privacy Statement. By visiting auburn.edu you are accepting and consenting to the practices described in this notice.
Some of our webpages may link to external websites not owned or controlled by the University. The University is not responsible for the privacy practices or the content of such websites.
Personal Data/Information
includes information that can be used to reasonably identify you, such as name, email address, physical address, photos, as well as other sensitive personal data.
Sensitive Information
includes special categories of Personal Information such as racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health information, sex life or sexual orientation where applicable law provides enhanced protections.
Lawful Basis for Collecting and Processing Personal Information
AU is an institution of higher education whose central purpose is education, research, outreach, and public service. To fulfill this mission, it is essential, necessary, and AU has lawful bases to collect, process, use, and maintain personal information of its students, employees, applicants, research subjects, and others involved in its educational, research, outreach, and public service programs. The lawful bases include, without limitation, admission, registration, delivery of classroom, on-line, and study abroad education; grades, communications, employment, basic and applied research, development and advancement, program analysis for improvements, and records retention.
The legal bases for AU's collection and processing of personal data include:
Legitimate Interests
pursued by AU or third parties in providing education, employment, research and development, and public service;
Performance of a Contractual Obligation
to which the data subject is party or to take steps at the request of the data subject prior to entering into a contract;
Compliance with a legal obligation
to which AU is subject; and/or
Consent
given by the data subject for AU to use their personal data for one or more specific purposes.
In some instances, the collection and processing of personal data may be pursuant to other lawful bases.
What Information We Collect
A. Information Given Directly by the Data Subject
Visitors using online forms or applications on our web pages may choose to supply information voluntarily. Information collected via such web forms will be securely maintained and be used only for the purposes for which it was supplied. Pages collecting such information should be transparent about the information they are collecting as well as the purpose for the data collection.
Auburn University policy does not allow the release of personally identifiable information to third parties (other than its agents when required for university business) without the permission of the person identified, or as allowed or required by law. We do not sell the information we collect from individual visitors to our websites to third parties.
Appendix A (below) contains a listing of certain units at Auburn University who regularly collect Personal Information from data subjects for a particular purpose as described.
B. Information Collected Automatically
Our web servers, like all web servers, collect information such as the IP address of your computer, the operating system, browser software used, access times, and pages visited. This data is used statistically and in aggregate to monitor web server performance, network security and to help manage the site and improve our service to you.
Auburn University does not track individual visitor profiles but does reserve the right to use log data to diagnose problems with our server or networks, analyze resource management, or investigate security concerns.
Most pages on the auburn.edu domain utilize a technology known as Google Analytics that allows us to gather general statistics regarding how our websites are used. For example, if we know what browser software and screen resolution our users are utilizing, we are better able to design web pages that suit our users. The statistics we generate are aggregate.
We do not track the usage patterns of individual users, in fact, we use Google Analytics anonymization to prevent Google's ability to cross-reference your use on our site with data collected on other sites utilizing their services. Please visit the
Google Analytics website
for more information.
Cookie Policy
We use cookies on the auburn.edu website. A cookie is a small file placed onto your device when you visit a website that enables features and functionality. The information contained in a cookie typically includes information collected automatically by the web server and/or information provided voluntarily by the user. We use cookies to remember your preferences and provide a more personalized and efficient experience. We use Google Analytics cookies to generate statistics about our site to improve our services to you. We do not sell the information we collect from individual visitors to our websites to third parties.
You may change your cookie preferences at any time in your browser privacy and security settings. Some of our services may not function properly if you block cookies.
Information Protection and Security
The University implements reasonable physical, technical, and administrative safeguards designed to prevent unauthorized access to or use of the information we collect online. While we strive to protect your information, we cannot guarantee or warrant the security of such electronic data. However, we will only use your information for the educational, research, or other purpose in furtherance of the University's mission for which it was provided.
All Personal Data and sensitive Personal Data collected or processed by Auburn University must comply with the security controls, systems standards, and process requirements set forth in Auburn University's Policies Database as they are amended from time-to-time. Auburn University will not share your Personal Data with third parties except as allowed by one of the lawful purposes described above.
Individual Rights of the Data Subject under Various Jurisdictional Privacy Laws
In addition to the right to receive the information provided in this Privacy Notice, if you are an individual data subject originating from certain areas, including but not limited to the European Economic Area, you may have the right to:
Request from Auburn University access to and rectification or erasure of Personal Data or restriction of processing Personal Data concerning the Data Subject, the right to object to processing and the right to portability of Personal Data;
Where processing is based upon consent, to withdraw consent at any time, without affecting Auburn University's right to process Personal Data based upon consent before its withdrawal;
The right to file a complaint with a relevant supervisory authority;
Additional notice of the existence of automated decision-making, including profiling;
If the Personal Data is going to be further processed for a purpose other than that for which it was collected, then notice of the purpose and basis or bases for the further processing;
If Personal Data is collected for Auburn University's legitimate interests or for a task carried out in the public interest, then the Data Subject has the right to object, on the grounds of his or her particular situation, to the processing of Personal Data concerning him or her (including profiling);
Where Personal Data are processed for direct marketing purposes, the right to object at any time to processing Personal Data concerning him or her for such marketing; and
Not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him or her or similarly significantly affects him or her; provided, however, that this right does not apply if the decision is (a) necessary for entering into, or performance of, a contract between the Data Subject and Auburn University; or (b) is based upon the Data Subject's consent.
Note: Exercising these rights guarantees access to a process but does not guarantee any particular outcome.
Any Data Subject who wishes to exercise any of the above-mentioned rights may do so by filing such request with the designated Data Protection Officer:
Associate Vice President, Audit, Compliance & Privacy
Office of Audit, Compliance & Privacy
304 Samford Hall, Auburn University, AL 36849
(334) 844-4389
Data Retention
Your information will be retained or disposed of according to the University's records management principles and polices.
Changes to this Policy
This Privacy Policy may be amended from time to time. Any such changes will be posted on this page. Your continued usage of the site indicates your acceptance of such changes.
Appendix A
Below is a listing of units at Auburn University who regularly collect Personal Information from data subjects for a particular purpose as described.
Link to
Category of Personal Data
Contact Information
Including email address, mailing address, phone number, and location data
Biographical Information
Including unique personal identifiers such as name and date of birth
Financial Information
Including information relevant to verifying eligibility for study in the United States
Visa Information
Including copies of passports and other data
Educational Qualifications
Including test records and other information relevant to admissions decisions
Criminal Records
Including information relevant to the prevention and detection of crime; and the safety of employees, students and visitors of Auburn University
Interests/Activities
Potential Purposes of Processing
Recruitment and admission of undergraduate and graduate students
In order to respond to your requests for information
To communicate admissions decisions
To determine eligibility for scholarships
Legal Bases for Processing
Your consent, when applicable
Legitimate interests
To process transactions requested by you
To meet our contractual obligations
The Personal Data that Enrollment Services and the Graduate School collect may be shared internally with academic units, Alumni Affairs and other school officials with a legitimate educational interest. Admissions and Enrollment Services may also share personal information with third-party vendors retained to perform certain contractual services on behalf of the university as a data processor.
If you have specific questions regarding the collection and use of your Personal Data by Enrollment Services, please contact the Director, Enrollment Services-Operations at (334) 844-6420. For questions regarding the collection and use of your Personal Data by the Graduate School, please contact the Dean of the Graduate School at (334) 844-4700
Link to
Employee Information
Category of Personal Data
Contact Information
Including your name, mailing address, email address, and phone number
Biographical Information
Including unique personal identifiers such as name and date of birth
Qualification Information
Including education and employment qualifications
Visa Information
Including copies of passports, and other documents
Information of Dependents
Including information relevant to benefit plan administration
Financial Information
Including information relevant to verifying eligibility for study in the United States
Criminal Records
Including information relevant to the safety of employees, students, and visitors of Auburn University
Potential Purposes of Processing
To establish and maintain an employment relationship
To comply with federal and state laws, as well as Auburn University policies and benefit programs
To ensure campus and community safety
Legal Bases for Processing
Your consent, when applicable
Legitimate interests
To process transactions requested by you
To meet our contractual obligations
The Personal Data that Human Resources collects may be shared with Auburn Units internally as necessary, or with Governmental Entities required by law. Human Resources may also share personal information with third-party vendors retained to perform certain contractual services on behalf of the university as a data processor.
If you have specific questions regarding the collection and use of your Personal Data by Human Resources, please contact the Marketing and Communication Specialist, 1550 East Glen Avenue, Auburn, AL 36830 or (334) 844-4145.
Employment Applications
Category of Personal Data
Contact Information
Including your name, mailing address, email address, and phone number
Biographical Information
Including unique personal identifiers such as name and date of birth
Qualification Information
Including education and employment qualifications
Visa Information
Including copies of passports, and other documents
Criminal Records
Including information relevant to the safety of employees, students, and visitors of Auburn University
Potential Purposes of Processing
For recruitment and selection decisions
To process information necessary
As necessary for compliance with a legal obligation
To ensure compliance with U.S. laws
To assist Auburn departments
Legal Bases for Processing
Your consent, when applicable
Legitimate interests
To process transactions requested by you
To meet our contractual obligations
The Personal Data that Human Resources collects as part of employment applications may be shared on an as needed basis with:
Appropriate employees at the University during recruitment and selection processes
Professional and personal references provided on application materials
Companies or organizations providing specific services to, or on behalf of, the University for recruitment and selection purposes to include, criminal, driving and academic background checks (background checks are conducted as a condition of employment)
Appropriate government agencies
If you have specific questions regarding the collection and use of your Personal Data collected as part of non-faculty employment application by Human Resources, please contact the Marketing and Communication Specialist, 1550 East Glen Avenue, Auburn, AL 36830 or (334) 844-4145. For questions about the data collected as part of a faculty employee application please contact the Special Assistant to the Provost for Human Resources, 208 Samford Hall, Auburn, AL 36849 or (334) 844-4000.
Link to
Category of Personal Data
Contact Information
Including your name, mailing address, email address, and phone number
Biographical Information
Including unique personal identifiers such as name and date of birth
Education History
Including transcript information
Visa Information
Including copies of passports and other documents
Criminal Records
Including information related to the prevention and detection of crime and the safety of employees, students and visitors of Auburn University
Potential Purposes of Processing
In order to maintain the accuracy of student records
To respond to records requests
To communicate with you
To ensure compliance with University Policy
To ensure compliance with state and federal laws
Legal Bases for Processing
Your consent, when applicable
Legitimate interests
To process your requests
To comply with U.S. Law
To meet our contractual obligations
The Personal Data that the Office of the Registrar collects may be shared with other school officials with a legitimate educational interest. In the interest of complying with Federal and State legal requirements, as well as performing services for the institution, Personal Data may be shared with third party partners, vendors, accreditors, and agencies, including but not limited to, the Alabama Commission of Higher Education, the National Student Clearinghouse, and the State of Alabama and other entities in accordance with the Family Education Rights and Privacy Act (FERPA). The Registrar’s Office may also share personal information with third-party vendors retained to perform certain contractual services on behalf of the university as a data processor.
If you have specific questions regarding the collection and use of your Personal Data by the Office of the Registrar, please contact the University Registrar at
registrar@auburn.edu
Link to
Category of Personal Data
Contact Information
Including your name, mailing address, email address, and phone number
Biographical Information
Including unique personal identifiers such as name and date of birth
Dependent Information
Qualification Information
Visa Information
Including copies of passports and other documents
Financial Information
Criminal Records
Including information related to the prevention and detection of crime and the safety of employees, students and visitors of Auburn University
Potential Purposes of Processing
To communicate with you
To enroll students in study abroad and/or exchange programs
To facilitate and coordinate emergency assistance for AU students and personnel on AU programs/business abroad
To ensure compliance with U.S Laws
To process immigration documentation as required by the U.S. government
To ensure campus and community safety
Legal Bases for Processing
Your consent, when applicable
Legitimate interests
To process your requests
To comply with U.S. Law
To meet our contractual obligations
The Personal Data that the Office of International Programs collects may be shared with AU departments including Admissions, the Office of the Registrar, the Office of Risk Management, the Office of Campus Safety and Security, the Graduate School, Student Financial Services, academic and administrative departments, Human Resources and Housing; and with external organizations such as the Department of Homeland Security, Customs and Border Patrol, the U.S. Department of State, U.S. Citizenship and Immigration Services, the Veterans Administration, Alabama Secretary of State and PACT offices, Auburn Global, insurance companies contracted to serve AU students and personnel in emergencies overseas. This information may also be stored in software licensed by AU for the purposes stated above. The Office of International Programs may also share personal information with third-party vendors retained to perform certain contractual services on behalf of the university as a data processor.
If you have specific questions regarding the collection and use of your Personal Data by the Office of International Programs, please contact the assistant provost for international programs at
intledu@auburn.edu
Link to
Athletics Customers
Category of Personal Data
Contact Information
Including your name, mailing address, email address, and phone number
Biographical Information
Including unique personal identifiers such as name and date of birth, gender, and photographs
Social Media Information
Including Twitter, and Facebook handles
Financial Information
Including payment information
Potential Purposes of Processing
To respond to your requests or questions
To communicate with you
To understand your interests
To determine your eligibility for services
To conduct transactions
To improve visitor experience on Auburn Athletics' website
To display content according to your preferences
To purchase tickets or memberships
To process donations
To register you for contests, products, or experiences
To comply with state and federal law
Legal Bases for Processing
Your consent, when applicable
Legitimate interests
To process your requests
To comply with U.S. Law
To meet our contractual obligations
Athletics Student-Athlete Recruitment
Category of Personal Data
Contact Information
Including your name, mailing address, email address, and phone number
Social Media Information
Including Twitter, and Facebook handles
Biographical Information
Including unique personal identifiers such as name and date of birth, gender, photographs, hobbies, siblings, parents/guardians, coaches, and other relationships
Academic Information
Including graduation year, high school, transcript, test scores, gpa, intended major, and academic honors
Athletics Information
Including NCAA registration, positions played, weight, height, past teams, past tournaments, athletic honors, and other sports played
Potential Purposes of Processing
To process applications for athletics recruitment
Legal Bases for Processing
Your consent
To process transactions requested by you
The Personal Data that Auburn Athletics collects may be shared internally with affiliate of Auburn University as necessary, and with governmental agencies as required by law.
If you have specific questions regarding the collection and use of your Personal Data by Auburn Athletics, please contact the Auburn Athletics Communication Office at
athletics@auburn.edu
Link to
Category of Personal Data
May include, without limitation; Contact Information, Tax Information, Student Records, Family Information including family members, occupations, or health history; Employment History, Criminal Records, Demographic Information, Health Information, Health Records, and Sensitive Information including genetic information, gait, physiological measures, psychological information, or other biometric data.
These data categories are provided as examples only; not every research study will collect each of these categories of data
Potential Purposes of Processing
To enroll you in a particular research study as a research subject or to administer the study if you are a researcher
To report earnings from research participation as a research subject or researcher to the tax authorities
To conduct research and improve understanding in fields of academic research
To verify eligibility to participate in research
Legal Bases for Processing
To process transactions requested by you and meet our contractual obligations
Your consent, if applicable
Legitimate interests
To achieve purposes in the public interest, scientific or historical research purposes or statistical purposes
The Personal Data that Human Subjects Research collects may be shared internally with affiliates of Auburn University as necessary for research purposes. It may also be shared externally with federal agencies as required by law. The Research Compliance office may also share personal information with third-party vendors retained to perform certain contractual services on behalf of the university as a data processor
The Institutional Review Board (IRB) sets standards to minimize the amount of information collected and to limit access to the information. Generally Human Subjects Research data is de-identified such that the dataset does not contain any identifiable information, or the IRB may grant an exception in limited circumstances.
If you have specific questions regarding the collection and use of your Personal Data by Auburn Research, please contact IRBadmin@auburn.edu.
Link to
Emergency Contact Information
In collaboration with Campus Safety and the Office of the Registrar, Emergency Contact Information is managed by The Office of Student Affairs.
Category of Personal Data
Contact Information
Including, phone numbers, local address, and email address
Biographical Information
Including unique personal identifiers such as name and banner ID number
Potential Purposes of Processing
To notify your emergency contacts in the event of an emergency
To assist law enforcement in locating a missing person
To conduct wellness checks
Legal Bases for Processing
Your consent, when applicable
Legitimate interests
The Personal Data that Student Affairs collects may be shared internally with academic units and other school officials with a legitimate interest.
If you have specific questions regarding the collection and use of your Personal Data by Student Affairs, please contact Bobby Woodard by email at
brw0016@auburn.edu
A student may deny the release of directory information by completing a Privacy Setting Change Form available in the Office of the Registrar, Langdon Hall, 152 S. College Street. Students may also restrict directory information on AU Access.
Link to
Category of Personal Data
Contact Information
Including your name, home address, email address and phone number
Testing History
Including standardized testing
Education History
Including your prior schools, transcripts, and prior financial aid
Demographic Information
Including race, ethnicity, gender, date of birth, place of residence, country of citizenship, marital status, veteran/veteran dependent status, and Visa/passport information
Employment History
Including job title, location, and work experience
Criminal Record
Background check information
Personal Financial Information
Including tax identification number, wages, scholarships and grants, and family support
Family Financial Information
Including family member names, ages, occupations, wages, and savings
Banking Information
Credit card number, and bank routing number and account number
Personal History
Including interests, extracurricular activities, and recommendations
Parental Involvement with AU
Including AU graduation year, or hire date if applicable
Potential Purposes of Processing
To respond to requests for information from you
To communicate your application status and decision
To respond to records requests
To evaluate your eligibility for financial aid
To evaluate your eligibility for work study jobs
To facilitate tuition and fees payments and refunds of tuition, fees, or financial aid
To determine eligibility for scholarships
Legal Bases for Processing
To process transactions requested by you and meet our contractual obligations
Your consent, if applicable
Legitimate interests
Student Financial Services/Aid may share information internally with other Auburn Units as necessary, and externally with governmental entities as required by law. The office may also share personal information with third-party vendors retained to perform certain contractual services on behalf of the University as a data processor.
If you have specific questions regarding Student Financial Aid’s or University Scholarship’s collection and use of your Personal Data please contact:
Student Financial Services
203 Mary Martin Hall
Auburn University, AL 36849
Office: (334) 844-4634
FinancialAid@auburn.edu
University Scholarships
108 Mary Martin Hall
Auburn University, AL 36849
Office: (334)-844-7570
scholar@auburn.edu
Link to
Office of Professional and Continuing Education
Category of Personal Data
Contact Information
Including name, phone number, and email address
Demographic Information
Including marital status, gender, and birthdate
Military Status Information
Employment Information
Including current employer
Professional Licensure Information
Financial Information
Including payment information
Potential Purposes of Processing
To communicate with you
To respond to requests for information
To complete requests for our monthly newsletter ''AU Outreach eNews''
To register and coordinate volunteers
To enroll individuals in programs
To evaluate eligibility for participation in outreach programs
To evaluate eligibility for training and services
To process payments
To evaluate eligibility for scholarships
To register individuals for programs and courses
To record completion of CEU (continuing education unit) bearing programs and to maintain the accuracy of participant records
To respond to Records and CEU transcript requests
To ensure compliance with University and accreditation policies related to CEUs
Legal Bases for Processing
To process transactions requested by you
To process CEU records requested by you
To meet contractual obligations
Your consent if applicable
Legitimate Interests
For general information about how Outreach collects and processes your information please contact:
University Outreach
135 S College Street
Auburn University, AL 36849
(334) 844-5100
outreach@auburn.edu
Outreach Global
Category of Personal Data
Contact Information
Including name, email address, and phone number
Registration Information
Including information necessary to register for Study Abroad trips
Potential Purposes of Processing
To communicate with you
To respond to your requests for information
To register individuals for Study Abroad trips
Legal Bases for Processing
Your consent
To process transactions requested by you
Center for Educational Outreach & Engagement
Category of Personal Data
Contact Information
Including name, email address, and phone number
Registration Information
Including information necessary to register for courses
Potential Purposes of Processing
To communicate with you
To respond to your requests for information
To register individuals for courses
Legal Bases for Processing
Your consent
To process transactions requested by you
Alabama Prison Arts + Education Project
Category of Personal Data
Biographical Information
Including age, gender, educational history and general interests
Personal Identifying Information
Including name, and ADOC identification
Outside/Family Contact Information
Including phone number
Potential Purposes of Processing
To communicate with you
To register for courses
To provide access to student records
Legal Bases for Processing
Your consent
To process transactions requested by you
Outreach may share information internally with Auburn Units as necessary, and with governmental agencies as required by law. The office may also share personal information with third-party vendors retained to perform certain contractual services on behalf of the university as a data processor.
For questions regarding the Office of Professional and Continuing Education please contact:
Office of Professional and Continuing Education
135 S College Street
Auburn University, AL 36849
(334) 844-5100
opce@auburn.edu
For questions regarding the Government and Economic Development Institute please contact:
Government and Economic Development Institute
213 Extension Hall
Auburn University, AL 3849
(334) 844-4704
gedi@auburn.edu
For questions regarding Outreach Information Technology and CEU Office please contact:
Outreach Information Technology and CEU Office
201 O.D. Smith Hall
Auburn University, Al 36849
outtech@auburn.edu
Link to Auburn University Facebook page
Link to Auburn University Twitter account
Link to Auburn University Instagram account
Link to Auburn University LinkedIn page
Auburn, Alabama 36849
(334) 844-4000
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