Oregon State University (OSU) is committed to safeguarding the privacy of personal information. This Privacy Notice outlines the collection, use, and disclosure of personal information provided to OSU by students, applicants for admissions and employment, volunteers, and research subjects. When information is submitted to the OSU, or you use the OSU's websites or other services, you consent to the collection, use, and disclosure of that information as described in this Privacy Notice. Please note that this document is merely informational; it doesn’t create any new or additional rights.

What is Personal Information?

Oregon State University includes personal information in its highest data classification level, Confidential Information. Confidential Information includes Social Security Numbers, Driver’s License or State-Issued ID Numbers, Visa or Passport Numbers, Credit or Debit Card Numbers, Bank Account Numbers, Health Insurance Policy Numbers, Income Tax Records, Personally Identifiable Health Information, Personally Identifiable Genetic Information, Personal Finance Disclosure Information, Data collected for FAFSA, and other related information, included Controlled Unclassified Information (CUI), certain Human Subject Research Data, as well as other regulated research data.

Use of Information

In order to perform our role as a public institution of higher education, OSU collects and processes information, including personal information, from individuals who are students or who are applying to become students. OSU also collects and processes information from individuals who are research subjects in the exercise of scientific and historical research. Additionally, OSU collects and processes personal information from individuals who are applicants for faculty and staff positions in order to enter into or administer a contract for employment.

Personal Information is collected and shared with internal and external parties to register or enroll persons in OSU, provide and administer housing to students, manage a student account, provide academic advising, develop and deliver education programs, track academic progress, analyze and improve education programs, recruitment, regulatory reporting, auditing, maintenance of accreditation, for recruitment of employees, to enroll employees in benefit programs, to track volunteers, and other related OSU processes and functions. OSU also uses information to conduct general demographic and statistical research to improve OSU programs. Personal information is collected, processed and shared internally and externally, as necessary, applicable and appropriate, to identify appropriate support services or activities, provide reasonable accommodations, enforce OSU policies or comply with applicable laws. Finally, information may be shared by OSU with third parties who have entered into contracts with OSU to perform functions on our behalf; we assure that such sharing carries an obligation of confidentiality and is safeguarded from unauthorized disclosure.

Disclosure of Personal Information

We may disclose your personal information as follows:

  • Consent: We may disclose your personal information if we have your consent to do so.
  • In event of an emergency: We may share your personal information when necessary to protect your interests if you are physically or legally incapable of providing consent.
  • As required as part of an employment contract: We may share your personal information when necessary. An example of such sharing would be for administering employment or social security benefits in accordance with applicable law and/or any applicable collective bargaining agreement.
  • Public Information: We may share your personal information if you have agreed to make it public.
  • Archiving: We may share your personal information for archiving purposes in the public interest, and for historical research, and statistical purposes.
  • Performance of a Contract: We may share your Personal Information when necessary to administer a contract you have with OSU.
  • Legal Obligation: We may share your Personal Information when the disclosure is required or permitted by international, federal, and state laws and regulations.
  • Service Providers: We use third parties who have entered into a contract with OSU to support the administration of OSU operations and policies. In such cases, we will require those third parties have appropriate safeguards in place to prevent unauthorized disclosure.
  • OSU Affiliated Programs: We may share your information with parties that are affiliated with OSU for the purpose of contacting you about goods, services, charitable giving, or experiences that may be of interest to you.
  • De-Identified and Aggregate Information: We may use and disclose personal information in de-identified or aggregate form without limitation.

Security

Information Technologies are rapidly evolving and as such, there is no way to guarantee that data transmitted over the Internet are completely secure. This said, we are committed to protecting the privacy of individuals who access our systems, and once we receive information we deploy reasonable safeguards consistent with prevailing industry standards and commensurate with the sensitivity of the information. We will also comply with any and all applicable federal, state, and local laws regarding the privacy and security of your information.

Retention and Destruction of Your Information

Your information will be retained by OSU in accordance with applicable state and federal laws; if there are no such legal, or contractual obligations requiring us to retain your data, your information will be destroyed upon your request. The manner of destruction shall be appropriate to preserve and ensure the confidentiality of your information given the level of sensitivity.

Your Rights

You have the right to request access to a copy of, to correct errors in, to restrict the use of, or to erase your information in accordance with all applicable laws. The erasure of your information is subject to any retention periods required by applicable state and federal laws. If you have provided consent to the use of your information, you have the right to withdraw consent without affecting the lawfulness of OSU’s use of the information prior to receipt of your request.

Information created in the European Union may be transferred out of the European Union to OSU. If you feel OSU has not complied with applicable foreign laws regulating such information, you have the right to file a complaint with the appropriate supervisory authority in the European Union.

 

For particular questions about your rights, please contact OSU’s Data Protection Officer (DPO)

Contact the DPO

 

Updates to This Privacy Notice

We may update or change this notice at any time. Your continued use of OSU’s services and applications after any such change indicates your acceptance of these changes.

 

Date of last update: July 20, 2018