Personal information is collected when you use or enter our computer labs as well as when you use some of our services (e.g., equipment loans, paid services). This information is collected under the authority of the Freedom of Information and Protection of Privacy (FOIP) Act and is used for the purposes of controlling access to the Labs and its equipment and ensuring appropriate use of same. In the event of a security incident or inappropriate use, the information collected may be shared according to the terms of the University Video Surveillance Policy. For more information on card access or surveillance, see the University Video Surveillance Policy or contact the IAML Technical Lead.
There are also public aspects to the Labs of which you should be aware:
- Lab staff have access to software that can remotely install software, monitor software usage, view user displays, monitor any network video cameras, and control any Lab machine. This may also give access to files stored on a computer workstation.
- Files stored on Lab servers may be viewed by all users with access, often without a password. Files stored on computer workstations may be accessible to all users depending on where they are stored.
- Printouts sent to our printers may be visible to other users and/or could be picked up by others (accidentally or otherwise).
Detailed Collection Information
In order to make it very clear to all users how we deal with your personal information, here is a list of the ways we collect information, what information we collect, the purpose for the information collection and who to contact if you have any questions.
If you attempt to access either of our Labs using the card access device/reader
| Information Collection Device/Repository | Card Access Reader |
|---|---|
| Information Collected | University ID number and proximity card number, with the date and time you passed your card by the reader and whether or not the system released the lock to allow entrance |
| Purpose of the Information Collection |
|
| How Long the Information will be Retained | Set by Campus Security policy |
| Who to Contact if you have Questions about the Collection Information | Campus Security https://www.ucalgary.ca/risk/campus-security/contact-us |
If you enter either of our Labs
| Information Collection Device/Repository | Photographic/Video Surveillance (CCT, Video Cameras) |
|---|---|
| Information Collected | Video (stamped with the date and time) of people in the Art Building (most hallway areas are covered by cameras, including the main hallway and near the South door to the Main Lab). Limited video may also be available from within the Labs based on activities that involve cameras (see next entry). |
| Purpose of the Information Collection |
|
| How Long the Information will be Retained | As per the University of Calgary Video Surveillance Policy (non-identifying information may be kept for a much longer period) |
| Who to Contact if you have Questions about the Collection Information | Campus Security https://www.ucalgary.ca/risk/campus-security/contact-us |
If you are inside or in the vicinity of either Lab when an incident** is occuring or appears to be imminent
| Information Collection Device/Repository | Video Recording (camcorder, any video surveillance camera as described previously, any webcam/network camera that could capture video) |
|---|---|
| Information Collected | Video of people in the Lab and its vicinity |
| Purpose of the Information Collection |
|
| How Long the Information will be Retained | As per the University of Calgary Video Surveillance Policy |
| Who to Contact if you have Questions about the Collection Information | Technical Lead, IAML +1 (403) 220-4369 iaml [at] ucalgary.ca |
If you request (or someone requests on your behalf) card access to either or both of our Labs
| Information Collection Device/Repository | IAML Card Access Database |
|---|---|
| Information Collected | University ID number (with proximity card number only if necessary), name in full, the reason you have been granted access to the Labs and/or its equipment (e.g., Music Major, taking an Art class in the Lab), your Faculty, and the dates of your requests to be granted access (whether made directly or on your behalf) with the level of access requested and the subsequent processing of the request by Campus Security; our requests to terminate your access (e.g., at the end of a class) and the subsequent processing of the request by Campus Security |
| Purpose of the Information Collection |
|
| How Long the Information will be Retained | The active IAML Card Access Database is cleared of all undergraduate student personal information once a year in September (non-contact information is archived for one year after that); for graduate students and staff/faculty members, we delete users from the active Card Access Database manually each September based on information provided to us (non-contact information may be archived for one year after that); for all users, access requests are retained but are no longer associated with the name of the individual unless they once again obtain access to either of our Labs or request any of our services |
| Who to Contact if you have Questions about the Collection Information | Technical Lead, IAML +1 (403) 220-4369 iaml [at] ucalgary.ca |
If you request a loan of Lab equipment (e.g., video camera, audio recorder, drawing tablet)
| Information Collection Device/Repository | IAML Equipment Bookings Database (linked with IAML Card Access Database) |
|---|---|
| Information Collected | University ID number, contact information (normally e-mail address and/or phone number, which is then stored in the IAML Card Access Database), any information not already stored in the IAML Card Access Database, non-personal transaction information |
| Purpose of the Information Collection |
|
| How Long the Information will be Retained | The active IAML Card Access Database is cleared of all contact information once a year in September (non-contact information is archived for one year after that); for all users, transaction information is retained but is no longer associated with the name of the individual unless they once again obtain access to either of our Labs or request any of our services |
| Who to Contact if you have Questions about the Collection Information | Technical Lead, IAML +1 (403) 220-4369 iaml [at] ucalgary.ca |
If you purchase services or goods from us
| Information Collection Device/Repository | Point of Sale system (computer-based) |
|---|---|
| Information Collected | If you request an e-mailed receipt: your e-mail address; for services available only to particular users or if you wish for your name to appear on the receipt: University ID number (cross-referenced with IAML Card Access Database) and related course number |
| Purpose of the Information Collection |
|
| How Long the Information will be Retained | If you provide an e-mail address, it will be stored in the IAML Card Access Database and will be cleared once a year in September (you name and ID number is archived for one year after that); your name and ID number are retained on our copy of the receipt (usually stored digitally) until such time as the receipts are no longer required for financial recordkeeping purposes |
| Who to Contact if you have Questions about the Collection Information | Technical Lead, IAML +1 (403) 220-4369 iaml [at] ucalgary.ca |
** An incident is an instance of academic or non-academic misconduct, including criminal activity.
Adopted 2011 July 04.
2018 May 18: Editorial changes to add precision.
2024 February 13: Update video surveillance items to reflect presence of Campus Security-run CCTV within the Art Building as a whole; update contact information and links.
