Undergraduate Admissions Statement of Privacy Practices
TRANSPARENCY REGARDING THE USE OF YOUR PERSONAL DATA
As part of our commitment to protecting your privacy, this statement is designed to provide you with information regarding how UC Riverside (“UCR”) Undergraduate Admissions, part of UC Office of the President, collects and processes the information you share when you use our website located at admissions.ucr.edu, and each of its associated domains (together, the “Sites”), utilize the services of ours which include providing information to prospective UCR undergraduate applicants and evaluating candidates for admission for UCR undergraduate programs, or when you otherwise communicate with UCR Undergraduate Admissions. This statement is applicable to individuals using UCR Undergraduate Admissions Sites who are located in the European Economic Area (“EEA”).
For purposes of the General Data Protection Regulation (“GDPR”), the data controller is the Regents of the University of California, with a location at 1111 Franklin Street, Oakland, California 94607 and a location at the University of California, Riverside, Office of Admissions at 900 University Avenue, Riverside, CA 92521.
YOUR PERSONAL DATA WE USE
Information you provide directly to UCR: Your Personal Data is collected when you register or attend a UCR admissions event, apply for undergraduate admission at UCR, fill in a form on one of our Sites, or contact UCR Undergraduate Admissions. This includes information you provide when you register or attend a UCR Undergraduate Admissions event, subscribe to receive newsletters or communications from us, or apply for admission into a UCR undergraduate program. Depending upon the specific UCR Undergraduate Admissions Site you use, the information you give us can include your name, address and telephone number, email address, date of birth, citizenship status, test scores, activities and awards, employment history, parent or guardian's name, parent or guardian's income, parent or guardian's level of education, parent or guardian's telephone number and email address, and parent or guardian's academic history, as well as any information about you that is associated with or linked to, or could be linked to, any of the foregoing data.
We also collect more sensitive information about you, with your explicit consent, where the processing is necessary to meet a legal or regulatory obligation, the processing is in connection with UCR establishing, exercising or defending legal claims, or is otherwise expressly permitted by GDPR and other applicable European privacy laws. This sensitive information includes information about your racial or ethnic origin and sexual orientation.
Information from Other Sources: We also obtain information about you from other sources and combine that information with information we collect from you directly. The information we obtain from other sources includes your test scores from testing agencies, publicly available information about you, as well as any information about you that is associated with or linked to, or could be linked to, any of the foregoing data.
We also obtain more sensitive information about you, with your explicit consent, where the processing is necessary to meet a legal or regulatory obligation, the processing is in connection with UC establishing, exercising or defending legal claims, or is otherwise expressly permitted by or is otherwise expressly permitted by GDPR and other applicable European privacy laws. This sensitive information includes information about your racial or ethnic origin, and data concerning health, disabilities, and sexual orientation.
HOW WE USE YOUR PERSONAL DATA AND THE LAWFUL BASIS FOR SUCH PROCESSING
UCR Undergraduate Admissions processes your Personal Data for the following purposes and bases:
- Providing you with information relating to applying to UCR. This is generally required to process a transaction requested by you;
- Providing you with information relating to applying to additional UCR programs. We will generally only do this where it is in our legitimate interest and where you have not objected or withdrawn any prior consent given;
- Providing you with information relating to scholarships available to UCR students. This is generally required to process a transaction requested by you;
- Evaluating your eligibility for admission into UCR. This is generally required under the agreement we have with you;
- Assessing/appraising our process for evaluating applicants for admission into UCR. It is in our legitimate interest as an institution of higher learning to understand and improve our processes;
- Evaluating admissions and enrollment into UCR. It is in our legitimate interest as an institution of higher learning to understand and enhance the diversity of UCR.
- Processing and dealing with any complaints or inquiries made by you or legally on your behalf. We do this because it is in our legitimate interest as part of the services UCR offers to you;
- UCR may also be required to disclose your Personal Data to authorities who can request this information by law that is binding on UCR; and
- Utilizing sensitive personal data in connection with our Sites, with your consent.
In certain instances, UC may be required to obtain your consent to collect and process your Personal Data for a specific purpose. This depends on the specific category of data collected and the intended use of the data. In these instances, UCR Undergraduate Admissions or the UCR Site collecting the Personal Data will inform you of the specific category of Personal Data that will be collected and the intended purpose of the collection, by submitting your data you indicate your consent to the intended collection of your Personal Data for that purpose, prior to collecting the data. In these instances, if you do not consent to the collection and intended processing purpose, UC will refrain from collecting and processing your Personal Data.
RECIPIENTS OF YOUR PERSONAL DATA
UCR Undergraduate Admissions may share your Personal Data with the following recipients:
- Other UCR Locations or Departments: Other UCR locations or departments in order to provide you with a UCR Service or where it is in UCR's legitimate interests.
- Service Providers: Vendors that need access to your Personal Data in order to provide UCR Undergraduate Admissions Services. These include vendors who administer UC/UCR placement examinations for entering students, vendors who provide support to applicants completing UC's undergraduate admissions application and vendors who assist UCR in collecting amounts due for participating in a UC/UCR Service.
- UC's Research Partners and Collaborators: As permitted by law, UCR Undergraduate Admissions may share Personal Data with other academic research institutions and to agencies such as the National Student Clearinghouse in order to support UCR's legitimate interests in understanding and improving its undergraduate admissions processes and student outcomes.
- Public and Governmental Authorities: Entities that regulate or have jurisdiction over UCR such as regulatory authorities, law enforcement, public bodies, and judicial bodies. For example, UCR Undergraduate Admissions reports information relating to UCR applicants to the U.S. Department of Education in order to receive federal funds and for legitimate interests in understanding and educational policies and practices.
If your Personal Data is shared with a third party, UCR will require that the third party use appropriate measures to protect the confidentiality and security of your Personal Data.
We may also need to share your Personal Data as required to respond to lawful requests and legal process; to protect our rights and property and those of our agents, customers and others, including to enforce our agreements and policies; and in an emergency, to protect UCR and the safety of our students, faculty and staff or any third party.
UCR takes appropriate physical, administrative and technical measures to protect Personal Data that are consistent with applicable privacy and data security laws and regulations. For more information about how UCR protects data, refer to Systemwide Information Security Policies and Standards.
RETAINING AND DELETING YOUR PERSONAL DATA
UCR will only retain your Personal Data for the duration necessary for the data collection purposes identified above, unless there is a legal requirement to maintain it for a longer period. UCR Undergraduate Admissions generally retains the Personal Data of potential applicants who do not apply to UC for five years from the date of initial collection, and generally retains Personal Data of UCR applicants for ten years from the date of UC's admission decision for non-matriculates and permanently for applicants who matriculate to UCR.
INTERNATIONAL TRANSFER OF YOUR PERSONAL DATA
In order to fulfill the intended processing purposes described above, your Personal Data will be transferred outside of the European Economic Area (EEA), specifically to the United States, which does not protect Personal Data in the same way that it is protected in the EEA. UCR will undertake appropriate measures to ensure adequate protection of Personal Data, including utilizing appropriate physical, administrative, and technical safeguards to protect Personal Data, as well as executing standard contractual clauses approved by the European Commission or a supervisory authority under GDPR or other applicable European privacy laws, or obtaining your consent, where appropriate.
As required by the General Data Protection Regulation and applicable EU Member State and EEA state law, if you are located in the European Economic Area, you have a right to:
- Access your Personal Data, as well as information relating to the recipients of your Personal Data, the purposes of processing your Personal Data, the duration for which the Personal Data will be stored, and the source of Personal Data that has not been provided by you;
- Rectify or correct inaccurate or incomplete Personal Data concerning you, taking into account the purposes of the processing, and the right to have incomplete Personal Data completed;
- Move your Personal Data to another controller or processor. UC will facilitate the lawful transfer of your data to the extent possible;
- Have your Personal Data erased in certain circumstances;
- Restrict the processing of your Personal Data in certain circumstances;
- Object to the processing of Personal Data in certain circumstances;
- Withdraw your consent to the processing of your Personal Data, should UC ask for your consent for the processing of your Personal Data. The withdrawal does not affect the lawfulness of Processing based on your consent before its withdrawal.
- Know whether your Personal Data is being used for automated decision-making, including profiling. In those cases, UC will give you meaningful information about the logic involved, the significance and the envisaged consequences of such processing for your data, and the right to request human intervention;
- Lodge a complaint with a supervisory authority;
UC may be obligated to retain your Personal Data as required by U.S. federal or state law.
If you wish to exercise your rights, you can contact the UC Privacy Official identified below.
QUESTIONS AND COMPLAINTS; UC PRIVACY OFFICIAL
If you have questions or complaints about our treatment of your Personal Data, or about our privacy practices more generally, please feel free to contact the UC Privacy Official: Ian Harazduk, UCR Compliance Analyst & Privacy Officer, at firstname.lastname@example.org.
Effective Date: This statement is effective as of March 29, 2021.