Definitions and Terms of Reference

What is Personal Information?

Niagara College collects personal information for a variety of administrative and academic functions, and the protection of this information with regards to its collection, use, and disclosure is of the highest priority.

Personal information relates to both recorded and non-recorded information about an identifiable individual, and is defined as:

  • information relating to the race, national or ethnic origin, colour, religion, age, sex, sexual orientation or marital or family status of the individual
  • information relating to the education or the medical, psychiatric, psychological, criminal or employment history of the individual or information relating to financial transactions in which the individual has been involved
  • any identifying number, symbol or other particular assigned to the individual
  • the address, telephone number, fingerprints or blood type of the individual
  • the personal opinions or views of the individual except where they relate to another individual
  • correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential nature, and replies to that correspondence that would reveal the contents of the original correspondence
  • the views or opinions of another individual about the individual, and the individual’s name where it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individualPersonal information is not deemed to include an employee’s name, their position or title, their work address (including office location), work telephone number or email address, or their work product.

The Freedom of Information and Protection or Privacy Act outlines the principles that apply to the collection, use and disclosure of personal information, and also restricts access to records containing personal information where disclosure would constitute an unjustified invasion of privacy.

The college will only use personal information for a consistent purpose in which it was collected, and in a manner that the individual might reasonably have expected.

What is a Record?

When making a request for access to information, the specific record which you require must be identified. A record is defined by FIPPA as any record of information however recorded, whether in printed form, on film, by electronic means or otherwise, and includes:

  • correspondence, a memorandum, a book, a plan, a map, a drawing, a diagram, a pictorial or graphic work, a photograph, a film, a microfilm, a sound recording, a videotape, a machine readable record, and any other documentary material, regardless of physical form or characteristics.
  • subject to the regulations, any record that is capable of being produced from a machine readable record under the control of an institution by means of computer hardware and software or any other information storage equipment and technical expertise normally used by the institution.

Make a Freedom of Information and Privacy Act Request