Malone University Data Privacy Policy
Malone University (the “University”) is committed to honoring the privacy of visitors to its website (“Users”). This policy discloses and describes the types of information the University may collect or that Users may provide when accessing the University websites (*.malone.edu) (our “Websites”), and the University’s practices for collecting, using, maintaining, protecting, and disclosing that information.
Information Gathering
By using our Websites, Users are agreeing to be bound by the terms of this Data Privacy Policy and are giving the University permission to collect, track and store information that could be considered as personally identifiable. The University may collect such information in the following manners:
Use of Cookies. Our Websites may use “cookies,” which are text files holding small amounts of data, and other similar content targeting technologies that are placed on the hard drive of your computer to gather information. These files may collect information to track how Users interact with the Websites, [including personally identifiable information], and information about the User’s computer, such as the IP address, operating system, the date/time of the visit, the pages visited, the address of the websites from which the visit came, and browser type. The User data will be collected and used for a variety of purposes in the operation of the University’s business. Analysis software may create summary statistics which can be used for such purposes as determining what information is most and least popular, assessing technical software and hardware needs, and identifying problems or performance issues.
Opting Out of the Use of Cookies. If you would prefer, you may refuse to accept cookies by activating the appropriate setting on your browser. You do not need to accept cookies to use our Websites; however, if you do, you may experience less than optimal performance from our Websites.
Information You Voluntarily Provide the University. All personal information filled in and sent to Malone University via the online forms, such as the Application for Admission, Registration for Events, Inquiries, Informational Requests, correspondence, responses to surveys or User inquiries, and details related to transactions completed on our Websites, may be collected and retained by the University, subject to the terms of this Data Privacy Policy. All such information will be held strictly confidential by the University, subject to the use and information sharing provisions set forth below.
Children Under the Age of [13/16]. Our Websites are not intended for children under [13/16] years of age (a “Minor”). No Minor should use or provide any information to [or on] our Websites. The University does not knowingly collect personal information from Minors. If the University learns that it has collected or received personal information from a Minor without verification of parental consent, it will delete that information. Anyone with reason to believe that they University has collected or obtained information from or about a Minor should contact the University at the site set forth hereinbelow.
Information Security
Malone University strictly protects the security of User personal information and honors its intended use. Information under the University’s control is carefully protected from loss, misuse, unauthorized access, disclosure, alteration, or destruction. Data is secured in transit using TLS or equivalent or better encryption if and when it leaves our network. Data is regularly backed up and stored at an offsite location and is encrypted ‘at rest’ at that facility using AES 256 or better. Multiple levels of security including physical and logical data controls are in place to protect the data of Malone’s students, faculty, staff, and community members.
In addition to the foregoing, the safety and security of User information also depends on User practices and procedures. If a User has been provided (or has chosen) a password for access to certain parts of our Websites, the User is responsible for keeping this password confidential. Passwords should not be shared with anyone. Users must be careful about giving out information in public areas of the Websites. Passwords should never be reused across different websites. Information shared in public areas may be viewed by any User of the Websites.
Unfortunately, notwithstanding the security measures and safeguards implemented by the University, the transmission of information via the internet is not completely secure. Although the University does its best to protect personal information, it cannot guarantee the security of User personal information transmitted to our Websites. Any transmission of personal information is at the User’s sole risk. The University is not responsible for circumvention of any privacy settings or security measures contained on the Websites, or for interception of User data or information while being transmitted over the internet.
How we use your data
The University may use User information collected by or provided thereto, including personal information for the following purposes:
- To present, maintain and improve the User experience and use of interactive and/or personalized features on our Websites.
- To communicate with, receive, and provide information to Users.
- To complete academic, commercial, and other transactions with Users, which may include disclosure of User information to third parties if necessary to complete a User transaction.
- To meet University’s obligations and enforce its rights, including billing, and collection.
- To enforce academic and other University requirements and policies.
- The University uses User data, including its students, employees, alumni, community members, and potential students in a variety of ways, both in relation to a particular individual or in aggregate form.
- As needed, User information may be shared between University departments, affiliates and agents, including third party data processors and/or service providers.
- The University will retain User information as long as necessary to complete user transactions, during a User’s matriculation at the University and thereafter, as permitted and/or required by applicable law and the University’s document retention policy.
- User information or data will not be sold or distributed for use by third parties.
- The University will comply with the requirements of the Family Educational Rights and Privacy Act (“FERPA”).
Data anonymization. Whenever and wherever possible, the University will anonymize User data to minimize impacts from either data spillage or theft. Anonymization includes the use of a uniqueID or key field identifiers rather than a name or government id, e.g., Social Security Number in the United States or another National Identifier.
Third party sites
Links to Third Party Websites. Our Websites may provide links to external sites that are not subject to the University controls or safeguards. These external sites may use cookies or other tracking technologies to collect information about Users when a link to them from our Websites is used. The University does not control such third party websites, and use thereof will be subject to that site’s privacy policy. The University is not responsible for the privacy practices or the content of such other websites.
Disclosure of Third Party Data Processors. The University leverages third party vendors as data processors, and/or services providers, but limits access to the third party only for the purposes of completing work for the University. General guidelines for third parties who are given access to data are outlined in our Data Handling Policy and include confidentiality obligations. A list of Malone University’s third party processors and copies of data handling and retention policies are available upon request from the Information Technologies Help Desk whose contact information is found in FAQ130.
User rights to opt out and correct information
Opt Out Rights. As noted above a User may opt out of the use of cookies on our Websites by activating the appropriate setting on the User’s browser. The University does not sell or transfer User information to third parties. In addition, Users may elect to opt out of the University’s use of the User’s information for distribution of promotional materials and/or for targeted or other advertising purposes, by contacting the University at the site referenced hereinbelow.
Access to and Correction or Removal of User Information. Users can access, review and change their personal information by contacting the University at the site referenced hereinbelow. Deletion of a User’s personal information may require deletion of the User’s account. In addition, the University may not accommodate a request to change information if it believes the change would violate any law or legal requirement.
Contact Information. Questions regarding this Data Privacy Policy, the opt out options set forth above and/or to access, correct or remove User information should be directed to the Information Technologies Office whose contact information is found here.
Changes to this Data Privacy Policy. The University reserves the right to make changes to and amend this Data Privacy Policy at any time or times. Amended versions of this Data Privacy Policy will be posted and/or linked to on our Websites and identified with an updated effective date. Continued use of our Websites will be deemed to be an acceptance of the amended terms.Disclaimer of Liability. The Data Security Policy explains the University’s Websites data privacy guidelines and practices, but does not create a contractual obligation on the University. The University shall not be liable for any improper or incorrect use of the Websites or regarding the improper use of the information described and/or contained thereon. The University further does not assume any responsibility or liability for anyone’s use of the Websites or the User information collected by or obtained thereunder.Malone University is committed to honoring the privacy of visitors to its website. The following discloses our information gathering and dissemination practices for the Malone University website, malone.edu.