OCAS is committed to protecting your privacy. This policy sets out, in general terms, how OCAS collects, uses and discloses personal information.
Please read this policy carefully. By using our services OCAS deems you to have consented to the collection, use and disclosure of your personal information for the purposes set out below.
OCAS’s authority for processing personal information
OCAS provides application-related information and services for and on behalf of Ontario’s public colleges, who are authorized to collect personal information by the Ontario Colleges of Applied Arts and Technology Act and authorized to collect Ontario Education Numbers under by the Education Act.
OCAS also processes applications to select programs at the University of Guelph (authorized to collect personal information by the University of Guelph Act) and the Michener Institute (authorized to collect personal information by the University Health Network Act).
What personal information OCAS collects
OCAS collects and uses information about you that includes your name, address, phone number, educational history and grades as well as information about your application and enrollment choices.
Why and how OCAS collects personal information
OCAS collects your personal information for the following primary purposes:
- To identify you and provide you with service
- To process your application
- To communicate with you and allow the colleges to which you have applied to make admission decisions and communicate with you
OCAS collects application information directly from you, collects information about Ontario high school students from schools and school boards and (at your specific request) may collect transcript and related information from post-secondary educational institutions that you have attended and from credential granting agencies from whom you have sought a credential evaluation. OCAS also links data generated by Web Analytics (subject to individuals’ browser settings) to individual accounts in order to provide better customer service.
Disclosures of personal information
OCAS discloses your personal information to the institutions to which you have applied for the purposes described above. When you enrol in a college program, your information will become part of your college’s student record.
OCAS discloses information to OSAP to facilitate the OSAP application process if you use its application to apply for OSAP.
OCAS uses Ontario Education Number as identifiers, and obtains and validates Ontario Education Numbers by working with the Ontario Ministry of Education and Ontario Ministry of Colleges and Universities.
The Ontario Ministry of Colleges and Universities may collect personal information from OCAS for planning and other purposes set out in section 15 of the Ministry of Training Colleges and Universities Act. Similarly, OCAS may provide Ontario school boards information about their former students’ application and enrollment choices to support school board planning and related purposes.
OCAS’ use and disclosure of aggregate data
OCAS collects and uses personal information to conduct research and analysis that supports the Ministry and the colleges. This may involve aggregating personal information held by OCAS with information provided to OCAS by the colleges.
OCAS stores such “aggregate data” securely and only discloses it after removing any information that identifies individuals or for which it is reasonably foreseeable in the circumstances that it could be utilized, either alone or with other information, to identify individuals.
OCAS’ use of service providers
OCAS may retain service providers who it authorizes to handle your personal information. For example, OCAS uses service providers for credit card processing and to offer a live chat service.
OCAS may also retain service providers to whom it gives access to systems that store personal information – organizations review and audit its systems for security and accreditation purposes, for example.
OCAS employs due diligence in retaining and working with its service providers.
Cookies are small files that are placed on your computer by websites that you visit or certain emails you open. They are widely used in order to make websites function properly, as well as to provide business and marketing information to the owners of the site. You may manage your cookies through use of your web browser settings.
OCAS installs cookies to administer its websites and help them function, for example, by remembering your language selection and keeping you logged into your account. OCAS also uses Google cookies (_ga and _gid) to help OCAS identify the number of unique visitors to its websites and identify how visitors come to its websites and uses a Facebook cookie (_fpb) to help deliver advertising to people who have already visited the OCAS website when they are on Facebook or a digital platform powered by Facebook Advertising.
OCAS also logs data about individuals’ use of its websites and applications for security and administrative purposes. This includes login data, data about account changes (e.g. create account, confirm email, recover password, change password) and data about technical errors and events.
Where OCAS keeps personal information
Your personal information will be retained at OCAS offices and / or secure offsite facilities in Ontario, but may be processed by service providers outside of Ontario.
It is your responsibility to make sure that the information you provide to OCAS is truthful, complete and correct, failing which your application may be delayed or invalidated. You must also take appropriate measures to safeguard login information and any printed copies of your completed application.
Where to learn more
To learn more about the collection, use, disclosure and protection of your personal information by OCAS you may:
- Read our Privacy Code, a document that sets out the principles and guidelines that OCAS follows in meeting its commitment to privacy protection
- Contact the OCAS Privacy Officer at 519.763.2363 or email email@example.com.
OCAS does not keep student records for colleges. If you have been accepted and have enrolled at a college, your best source of information is your college’s freedom of information and privacy office.