Privacy Policy

Privacy Policy - Vancouver

Positions Responsible: Director, Student Services Manager
Implementation Date: December 2002
Date of Last Revision: July 2016

Policy:

Greystone College collects students' personal information for the following reasons:

  • To maintain student records as required by the Ministry of Higher Education – Private Training Institutions.
  • To maintain student records as required by SABC (accredited schools).
  • To keep students/graduates informed of activities of the school.
  • To issue T2202As in accordance with Canada Revenue Agency

Students' personal information is not used for any other purpose.

For all career training programs:

  • Greystone College retains the full student file for a period of eight (8) years following the student’s withdrawal, dismissal or graduation. After eight years, the full student record is destroyed using a secure destruction method.
  • Greystone College uploads a copy of the students’ contract, transcripts and credential (if any) to an approved third-party vendor. These records are retained for a period of twenty five (25)years by the third-party vendor.

Procedure for maintaining student files:

  1. Student personal information is collected throughout the student’s attendance at the institution. All required information regarding the student is placed in the student file.
  2. Student files containing personal information are safely stored in a secure location (e-file) and access to the student files is limited to the appropriate administrative staff, and Director.
  3. When a student leaves the school either by withdrawal, dismissal or graduation a transcript is prepared showing the grades achieved in the courses completed. If the student has completed all courses within the program of study, a program credential is also prepared. These documents are signed by the Director and copies of the signed documents are placed in the student e-file.
  4. Within 60 days of the student leaving school, electronic copies of the Enrolment Contract, Transcript and Diploma for full career training programs are sent to the third-party vendor approved by the Minister of Advanced Education for long term storage (for a period of 25 years).
  5. Full student records are saved electronically for eight (8) years for class A programs, three (3) years for class B and C programs. At the end of the period, the full student file may be destroyed using a secure destruction method.

Student records kept electronically must be:

  1. In a format so that copies of the student record can be made
  2. Backed up at least once a month
  3. Stored in a secure manner
  4. In a format that is not proprietary software
  5. Accessible, on request, by the registrar.
Paper records must be stored securely in a location that is accessible, on request, by the registrar.

Procedure for student access to the information on file:

  1. Students wishing to access the information in the student file must make the request in writing.
  2. The Director will meet with the student to review the file and will provide copies of any document the student requests.
  3. The student will pay $0.25 per page for the documents copied for him/her.

Procedure for authorizing release of information:

  1. If a student wishes to authorize a third party to access information in his/her student file, he/she must do so in writing.
  2. The school will not release information to any person other than people authorized by the student to access information unless required to do so by legislation, a subpoena, court order or if release of information is necessary as part of an ongoing police investigation.