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Privacy Policy – [Your College Name]

Effective Date: [Insert Date]

[Your College Name] ("we", "our", or "the College") is committed to protecting the privacy and personal data of all individuals, including those in the European Union (EU), in accordance with the General Data Protection Regulation (GDPR).

This Privacy Policy outlines how we collect, use, disclose, and protect personal data in compliance with GDPR.

1. Who We Are
[Your College Name] is a private educational institution based in [City, Province, Canada]. For GDPR-related matters, you may contact us at:

Email: [Insert contact email]
Mailing Address: [Insert full mailing address]
Phone: [Insert contact number]

If applicable:
EU Representative: [Insert representative name and contact if required]

2. What Data We Collect
We may collect and process the following personal data:

Name
Date of birth
Email address
Phone number
Mailing address
Academic records
Payment or billing information
IP address and online identifiers
User activity on our website or portals
Any additional data voluntarily submitted via application forms or communication

3. Legal Basis for Processing
We process personal data under one or more of the following legal bases:

The data subject has given consent
Processing is necessary for the performance of a contract (e.g., course enrolment)
To comply with legal obligations
To protect vital interests
For legitimate interests pursued by the College (e.g., student services, educational improvement)

4. How We Use the Data
We use personal data for the following purposes:

Processing applications and enrolment
Providing academic and support services
Communicating with students and applicants
Maintaining student records
Complying with legal and regulatory obligations
Operating and improving our website and learning platforms

5. Data Sharing and Transfers
We may share personal data with:

Authorized staff and faculty
Payment processors or student information systems
Government or regulatory agencies (when required by law)
IT service providers who maintain our platforms

For individuals in the EU, personal data may be transferred to Canada, which has been recognized by the European Commission as providing adequate data protection. In other cases, appropriate safeguards such as Standard Contractual Clauses will be used.

6. Data Subject Rights (EU Residents)
If you are located in the EU, you have the following rights:

Right to access your personal data
Right to rectify inaccurate or incomplete data
Right to erase your data (“right to be forgotten”)
Right to restrict processing
Right to object to processing
Right to data portability
Right to withdraw consent at any time (if processing is based on consent)
Right to lodge a complaint with a supervisory authority

To exercise these rights, contact us at [Insert email address].

7. Data Retention
We retain personal data only for as long as necessary to fulfill the purposes for which it was collected and to comply with legal, academic, or administrative requirements.

8. Security Measures
We use appropriate technical and organizational measures to protect personal data against loss, unauthorized access, disclosure, alteration, or destruction. These include secure servers, encryption, and access controls.

9. Cookies and Online Tracking
Our website may use cookies to improve user experience and gather usage statistics. You can manage cookie preferences in your browser settings.

10. Changes to This Policy
We may update this policy from time to time. The latest version will always be available on our website. We encourage users to review it periodically.

Data Protection Contact
[Name or title, e.g., Privacy Officer]
[Email address]
[Phone number]

Let me know if you'd like a formatted PDF version or if you'd like this policy tailored further for specific departments (e.g., admissions, online courses, or alumni services).