GDPR Policy

Personal information is processed only where there is a lawful basis for doing so, including:

• Consent – where individuals have provided consent for specific activities, such as receiving marketing communications.
• Contractual Necessity – to fulfill contractual obligations related to admissions, enrollment, employment, or other College services.
• Legal Obligation – to comply with applicable federal, provincial, or international legal and regulatory requirements.
• Legitimate Interests – to maintain system security, improve services, and support institutional operations where such interests do not override individual rights.
• Public Interest – where processing is necessary to support educational administration and institutional responsibilities.

Personal information is collected and processed for purposes including:

• Managing admissions, registration, and student enrollment
• Maintaining academic records, grades, and attendance
• Administering examinations and course scheduling
• Processing tuition payments, refunds, and financial assistance
• Managing human resources, payroll, and employee records
• Communicating with students, employees, applicants, and other stakeholders
• Maintaining the security, integrity, and availability of college systems
• Meeting legal, regulatory, accreditation, and reporting obligations
• Providing student support and institutional services
• Conducting marketing and promotional activities where permitted by law or with appropriate consent

Personal information is retained only for as long as necessary to fulfill the purposes described in this policy or to comply with legal, regulatory, financial, or operational requirements.

When personal information is no longer required, it will be securely deleted, destroyed, or anonymized in accordance with the College's records retention and disposal procedures.

Where applicable under GDPR and Canadian privacy legislation, individuals have the right to:

• Access their personal information.
• Request correction of inaccurate or incomplete information.
• Request deletion of personal information, subject to legal and operational requirements.
• Request restriction of processing.
• Receive personal information in a structured, commonly used, and machine-readable format where applicable.
• Object to processing based on legitimate interests.
• Withdraw consent at any time where processing is based on consent.
• Submit a complaint regarding the handling of personal information.

To exercise any of these rights, please contact the Director of Information Technology at director@mybeta.ca.

Where personal information is transferred outside Canada or, where applicable, outside the European Economic Area (EEA), Beta College will ensure that appropriate safeguards are in place to protect personal information.

These safeguards may include:

• Standard Contractual Clauses (SCCs)
• Transfers to jurisdictions recognized as providing an adequate level of data protection
• Other legally approved transfer mechanisms under applicable privacy legislation

The ERP system uses cookies and similar technologies to support authentication, security, and essential system functionality.

Where applicable, users will be informed about the use of cookies and may manage cookie preferences through their browser settings or other available preference management tools.