Chaminade University of Honolulu (“Chaminade University”, “we” or “us”) collects, uses, and shares personal information in support of our academic and charitable missions and to ensure the safety of our community. However, we understand that it is important that such personal information is kept secure and used appropriately in accordance with applicable laws. This privacy policy (this “Privacy Policy”) describes our privacy policies and practices with respect to such personal information.
Please review this Privacy Policy carefully. By continuing to use this website or otherwise providing information to us, you are consenting to our collection and use of your personal information in accordance this Privacy Policy and applicable law for Chaminade University’s legitimate business purposes or as needed to provide services you request from us. If you do not agree with this Privacy Policy, do not use this website or provide any personal information to us.
Personal Information
“Personal information” or “personally identifiable information” is any information that relates to an identifiable natural person. Some examples include your name, phone number, mailing address, email address, date of birth, social security numbers, financial information, employment records, student records, and health records. Information that does not identify a person and cannot reasonably be used to identify a person is not personal information.
We obtain personal information in three main ways:
- Information that is automatically collected when interacting with our website, such as your IP address and technical information about your device.
- Information you provide directly to us, such as through an application for admission or employment or when you request services from us.
- Information we gather from other sources, such as transcripts provided by other schools or reference letters from former employers.
Information Automatically Collected from Your Use of Our Website
Unless you take steps to browse the Internet anonymously, or opt out, Chaminade University, like most organizations on the Internet, tracks visitors’ to its website and their web-browsing patterns. Generic information is collected through the use of “cookies,” which are text files placed on your computer to evaluate usage patterns so that we can improve both our content and your experience on our website. You may refuse to accept cookies by selecting the appropriate settings on your browser, but disabling cookies will usually result in disabling certain functionality and features of our website.
Examples of other personal information which we automatically collect, and may store, through your use of our website include (but are not limited to) the Internet Protocol (IP) address used to communicate with us; the machine address code (MAC) number of your computer or device; your e-mail address; technical information about your device such as type of device, web browser or operating system; webpages you viewed or searched for, your interaction history and the full Uniform Resource Locator (URL) clickstream to, through and from our web site, including date and time.
This website uses Google Analytics, which uses cookies to help us understand how you use the website and the ways in which we can improve your user experience. These cookies may track things, such as how long you spend on the website and the pages that you visit, so we can continue to produce engaging content. This information is transmitted to Google and stored on its servers, and Google uses this information on our behalf to evaluate use of the website, compile reports on website activity, and provide other services relating to Internet usage. Google may also transfer this information to third parties where required to do so by law, or where third parties process the information on Google’s behalf. The information generated by cookies about your use of the website includes your IP address, but Google will not associate your IP address with any other information held by Google. By using our website, you consent to the processing of information about you by Google in the manner and for the purposes set out above. Please visit the following pages for more information on Google Analytics (Google Terms of Service – Privacy & Terms – Google) and Google’s privacy practices (Google Safety Center – Stay Safer Online).
Information You Provide to Us or That We Collect from Third Parties
Personal information you provide to us or that we collect from third parties is used to provide services to you for the administration of Chaminade University, including administering university programs and operations, responding to your requests, providing promotional or educational materials that may be of interest to you, completing requested transactions, conducting internal research, improving our programs, and to meet our legal and reporting obligations. When you contact us by email or post, we may keep a record of the correspondence and may also record any telephone conversation we have with you. Some examples of personal information you provide to us or that we collect from third parties and its common uses are described below:
Student Information
Chaminade University collects, processes, stores and uses student information, including your name, contact information, student-provided profile information, academic performance, interactions with Chaminade University resources, immunization status, health information, documentation in support of academic accommodations, payment information such as credit card or banking information, tax ID numbers, participation in extracurricular activities, and any other information you provide to us in your capacity as a student or that we receive from third parties (such as transcript information). This information may be used to manage student academic activities such as course registrations, billing and financial aid matters, student advising, library resource management, course evaluation and quality improvement initiatives, academic and other accommodations related to disabilities, and in other ways. Our use and disclosure of student information complies with the Family Educational Rights and Privacy Act (“FERPA”), which protects the privacy of student education records. For more information about our privacy practices under FERPA, please see Privacy of Student Records: FERPA – Chaminade University of Honolulu.
Prospective Student Information
Chaminade University collects information related to prospective students and their family members in order to process applications for admission and determine eligibility for financial aid. The information provided in your application will be available to university staff and admission reviewers. The application may require that you provide your name and contact information, educational and employment history, transcripts, recommendations, test scores where applicable, and other materials necessary to assess your application to study at Chaminade University. If you are applying for financial aid, you will be asked to provide financial information, including your tax ID number, wages, scholarships, family financial resources, and access to standardized financial aid applications, such as FAFSA. Any personal information collected for admissions purposes is collected either directly from you or with your consent. The information you provide may be shared with third-party vendors, who are contractually obligated to protect the privacy and security of the information. Chaminade University may use the information from admissions applications for internal quality improvement and other administrative processes necessary to provide and improve its educational services.
Human Resource and Employment Information
Chaminade University collects personal information, such as contact and demographic information, employment and educational background, salary and benefits, banking information for payroll deposits, tax and withholding information, and information related to job performance, in connection with employment applications, required federal filings, personnel management and for human resources management and trend analysis.
Chaminade University provides health and safety services, including management of workplace injury, oversight of employee immunization requirements, medical surveillance, and workforce medical clearances. In this context, we collect and create health information about employees and prospective employees and retain this information in accordance with state and federal employment requirements for confidentiality of employee medical information and personal health information. This information includes medical records that you have provided or released to Chaminade University. Where appropriate and lawful, this information may be shared with relevant staff, including supervisors, to promote workplace health and safety.
Alumni and Donor Information
Chaminade University collects and uses various kinds of personal information from its alumni and donors, including biographical information, contact information, employment and career-related information, information relating to a person’s time at Chaminade University and other academic institutions, volunteer and event registration/attendance information, gift and recognition information, publicly available financial information, and information concerning a person’s interests, activities, memberships, and affiliations (both within Chaminade University and outside of Chaminade University). For alumni, some of this information may be transferred from student records.
The personal information is collected for the primary purpose of providing you with opportunities to engage with Chaminade University. Chaminade University uses personal information for fundraising and engagement aimed at advancing our mission. This information helps us identify philanthropic and engagement opportunities and customizes communications for our constituents.
Chaminade University may share your personal information with affiliated alumni organizations and departments for university-related activities. We will not use your personal information for any commercial or philanthropic purpose unrelated to Chaminade University. We may enter into agreements with affinity partners, such as banks, that offer products and services which we believe provide value to our community. We may share alumni information from our Alumni Directory with such business partners so that they may offer their products or services. Alumni have the option of opting out of such communications.
Research Participants
Chaminade University faculty researchers gather personal information to conduct scientific research. Researchers collect personal information as agreed to by participants in study consent forms, but researchers may gather information from other sources with approval from our institutional review board (Institutional Review Board – Chaminade University of Honolulu). Commonly collected information includes name, contact information, interview and survey responses, and medical records. Our institutional review board sets standards to minimize the amount of information collected and to limit access to the information. Collected information is analyzed and retained throughout the project period. In some cases, the information may be retained indefinitely and archived for public interest, scientific or historical research or statistical purposes. Participant’s rights in research information may be limited in some cases based on study integrity needs and required reporting to federal agencies. For more information about student rights as research participants, please see Student Rights as Research Participants – Chaminade University of Honolulu.
Lawful processing of your personal information
We collect and use your personal information for the purposes described in this Privacy Policy on the basis of our legitimate interests (for example, providing educational offerings and evaluating your performance, conducting admissions or scientific research, or for website analytics); to process transactions requested by you and meet our contractual obligations (for example, registering you for courses, processing your application for admission, registering you for alumni events you wish to attend, or to contact you with requested information relating to Chaminade University); or on the basis of your consent, where applicable.
Personal Information We May Share
We will never sell personal information about you to third parties. We may, however, share your personal information within Chaminade University, with parties acting as agents of Chaminade University, or with third parties when necessary to complete a transaction or service you requested, to help perform statistical analysis, to send you email or postal mail, or to provide you with customer support. We may also share your personal information with third-party service providers, sub-contractors, and agents that we appoint to perform services on our behalf and in accordance with our instructions. We endeavor to minimize the information provided to third parties and our service providers and to obtain appropriate agreements with regard to their handling of personal information. We may also share personal information as necessary to comply with applicable laws and regulations, to detect and prevent fraud, to protect the security of our information, and to protect the rights, property and/or safety of others.
Retention of Personal Information
We will retain your personal information for as long as is necessary for the purposes set out in this Privacy Policy unless a longer or shorter period is required under applicable law, or is needed to resolve disputes or protect our legal rights or otherwise to comply with our legal obligations. For example, where we are processing personal information based on our legitimate interests, we generally will retain the data for a reasonable period of time based on the particular interest, taking into account the fundamental interests and the rights and freedoms of the data subjects. Where we are processing personal information based on your consent, we generally will retain the information for the period of time necessary to carry out the processing activities to which you consented, subject to your right, under certain circumstances, to have certain of your personal information deleted. Where we are processing personal information based on contract, we generally will retain the information for the duration of the contract plus some additional limited period of time that is necessary to comply with law or that represents the statute of limitations for legal claims that could arise from the contractual relationship.
Most of the personal information we collect is stored in our secure severs in the United States, but some may be stored outside of the United States if, for example, any of our service providers or their servers are based outside of the United States. We only transfer your personal information to organizations that have provided adequate safeguards with respect to your personal information.
Protection of Personal Information
Chaminade University is committed to the security and privacy of personal information. All information provided to us is stored on our secure servers. Any payment transactions are encrypted using SSL technology. Chaminade University uses reasonable and appropriate technical and organizational measures to safeguard the personal information we collect, store, and use and we require any third-party vendors accessing such personal information on our behalf to implement safeguards as well. Industry-standard practices are employed to identify and respond to vulnerabilities, attacks, or compromises impacting Chaminade University’s IT assets or information. However, you acknowledge that no system can be completely secure. Therefore, although we take these steps to secure your personal information, we do not represent or warrant that your personal information will always remain completely secure.
Where we have given, or you have chosen, a user ID and/or password, you are responsible for keeping this user ID and/or password confidential and secure. You are solely responsible for all actions taken with your user ID and/or password.
Individual Access & Control
You may have the right to ask Chaminade University to view, amend, or delete your personal information in compliance with applicable laws. All student requests to review and amend education records must follow the procedures set forth here: Privacy of Student Records: FERPA – Chaminade University of Honolulu. All other requests can be made by sending an email to [email protected]. Because we want to avoid taking any action regarding your personal information at the direction of someone other than you, we may require additional information to verify your identity before we are able to process your request.
Unless restricted by applicable laws, we may continue to process and store your personal information even after you withdraw your consent and/or request deletion, if we have a legal basis to do so. For example, we may retain certain personal information if we need to do so to comply with an independent legal obligation, if we still need the data for the lawful purposes for which we obtained the data, or if it is necessary to do so to pursue our legitimate interest in keeping our services and operations safe and secure.
Applicability of This Statement
This Privacy Policy may be changed from time to time, and updates will be posted to this website. This version is current as of ______________. We may choose to send you information about changes to our Privacy Policy, but we are not obligated to do so.
If you have questions about our privacy practices or wish to exercise your privacy rights please send an email message to [email protected].
