Privacy Statement

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 Head Technician.

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.
  • Files stored on Lab machines and/or servers may be viewed by all users, often without a password.
  • The history of web sites and files that you view on Lab machines may be visible to all users. (The web browser Safari offers a Private Browsing mode that can cause this information not to be retained.)
  • 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/RepositoryCard Access Reader
Information CollectedUniversity 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
  • To determine whether you should be allowed access to the Lab at the time you request entry (by passing your card by the sensor)
  • To determine who was in the Lab when an incident** occurred
  • To determine who may have information related to an incident** that occured within the Lab or its vicinity, including determining the time of the incident**
How Long the Information will be RetainedSet by Campus Security policy
Person to Contact if you have Questions about the Collection InformationKen Kress
Campus Security (Risk Management, Safety, and Security)
+1 (403) 220-7816
kressk [at] ucalgary.ca

If you enter either of our Labs

Information Collection Device/RepositoryPhotographic/Video Surveillance (CCT, Video Cameras, computer storage)
Information CollectedPhotos (stamped with the date and time) of people in the Lab around the time anyone (or any large object) passes near a door or crosses the path between the camera and a door and/or once every few hours; the photos are stored as low-frame-rate videos generally lasting 15 seconds or less.
Purpose of the Information Collection
  • To determine when persons are entering and leaving the Labs
  • To determine if access is being provided to unauthorized persons
  • To determine who was in the Lab when an incident** occurred
  • To determine who may have information related to an incident** that occured within the Lab or its vicinity, including determining the time of the incident**
  • To generate statistical information regarding time people use the Labs (normally, to determine the best hours to make technical support and services available to Lab users)
How Long the Information will be RetainedAs per the University of Calgary Video Surveillance Policy (non-identifying information may be kept for a much longer period)
Person to Contact if you have Questions about the Collection InformationAnthony Reimer
Head Technician, IAML (Arts IT, Faculty of Arts)
+1 (403) 220-4369
iaml [at] ucalgary.ca

If you are inside or in the vicinity of either Lab when an incident** is occuring or appears to be imminent

Information Collection Device/RepositoryVideo Recording (camcorder, any video surveillance camera as described previously)
Information CollectedVideo of people in the Lab and its vicinity
Purpose of the Information Collection
  • To document a specific incident** and to make it available upon request as evidence to law enforcement and/or authorized University officials (such as Campus Security)
  • To determine who was in the Lab or its vicinity when an incident** occurred
  • To determine who may have information related to an incident** that occured within the Lab or its vicinity, including determining the time of the incident**
How Long the Information will be RetainedAs per the University of Calgary Video Surveillance Policy
Person to Contact if you have Questions about the Collection InformationAnthony Reimer
Head Technician, IAML (Arts IT, Faculty of Arts)
+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/RepositoryIAML 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
  • To provide a means to administer access to our Labs and equipment to authorized users
  • To determine whether a person requesting services from the Labs is authorized to receive those services
How Long the Information will be RetainedThe 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
Person to Contact if you have Questions about the Collection InformationAnthony Reimer
Head Technician, IAML (Arts IT, Faculty of Arts)
+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/RepositoryIAML Equipment Bookings Database (linked with IAML Card Access Database)
Information CollectedUniversity 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
  • To provide a means to administer loans of equipment to authorized users, including determining priority of access and eligibility for access
  • To provide a means of contacting a person regarding their booking or the return of equipment they may have on loan
How Long the Information will be RetainedThe 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
Person to Contact if you have Questions about the Collection InformationAnthony Reimer
Head Technician, IAML (Arts IT, Faculty of Arts)
+1 (403) 220-4369
iaml [at] ucalgary.ca

If you purchase services or merchandise from us

Information Collection Device/RepositoryPoint of Sale system (computer-based)
Information CollectedIf 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
  • E-mail address: to provide you with a receipt via e-mail (you may avoid this entirely by choosing a printed receipt)
  • ID number and course number: to determine your eligibility to access our services
How Long the Information will be RetainedIf 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
Person to Contact if you have Questions about the Collection InformationAnthony Reimer
Head Technician, IAML (Arts IT, Faculty of Arts)
+1 (403) 220-4369
iaml [at] ucalgary.ca

** An incident is an instance of academic or non-academic misconduct, including criminal activity.

Last major update 2011 July 04; some editorial changes to add precision were made on 2018 May 18.