GDPR Policy

Privacy & Data Protection

The College is committed to handling personal data in a transparent, secure, and lawful manner in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR), where applicable, and the Personal Information Protection and Electronic Documents Act (PIPEDA) of Canada.

1. Purpose

This Policy explains how Beta College of Business and Technology collects, uses, processes, stores, and protects personal information through its Enterprise Resource Planning (ERP) system.

The ERP system is a centralized platform used to manage academic, financial, administrative, and operational information relating to students, faculty, staff, applicants, alumni, vendors, and other authorized users.

The purpose of this policy is to ensure transparency, accountability, and compliance with applicable privacy legislation while safeguarding the personal information entrusted to the College.

2. Scope

This policy applies to all individuals whose personal information is processed through the College's ERP system, including:

Students
Applicants
Alumni
Faculty
Staff
Vendors and contractors
External users
Any individual authorized to access the ERP system

3. Data Controller

Beta College of Business and Technology is the Data Controller responsible for determining the purposes and means of processing personal information collected through the ERP system.

Personal Information & Processing

The following sections explain what information may be collected, the lawful basis for processing, and how the information is used.

4. Types of Personal Information Collected

Depending on the services provided, the ERP system may collect and process the following categories of personal information:

Identification Information

Full name
Date of birth
Student or employee identification number
Government-issued identification (where required), including passport or national identification number

Contact Information

Email address
Telephone number
Residential or mailing address

Academic Information

Admission and enrollment records
Course registrations
Grades and academic assessments
Attendance records
Academic progress

Financial Information

Tuition and fee records
Payment history
Banking information (where required for refunds or financial assistance)
Social Insurance Number (SIN), collected only where legally required for taxation or government reporting purposes

Employment Information

Job title
Qualifications and certifications
Payroll information
Employment history

Technical and Usage Information

IP address
Login history
System usage logs

5. Lawful Basis for Processing

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.

6. Purpose of Processing

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

Data Management & Individual Rights

These provisions cover data sharing, retention, privacy rights, and the safeguards used to protect personal information.

7. Data Sharing and Third Parties

Beta College of Business and Technology does not sell or rent personal information.

Personal information may be shared, where necessary, with:

Government authorities and regulatory agencies, when required by law
Accrediting and educational oversight bodies
Third-party service providers, including cloud hosting providers, payment processors, and technology vendors operating under contractual agreements
Partner institutions participating in collaborative academic programs or student exchange initiatives

All third-party service providers that process personal information on behalf of the College are required to maintain appropriate privacy and security safeguards and comply with applicable data protection legislation through Data Processing Agreements (DPAs) or equivalent contractual arrangements.

8. Data Retention

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.

9. Your Privacy Rights

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.

10. Security Measures

Beta College implements appropriate technical and organizational safeguards to protect personal information from unauthorized access, disclosure, alteration, loss, or destruction.

These safeguards include:

Role-based access controls
Encryption of data during transmission and storage
Multi-factor authentication
Continuous system monitoring and security auditing
Regular vulnerability assessments
Secure backup and recovery procedures
Staff training on privacy, cybersecurity, and data protection responsibilities

Transfers, Technology & Policy Administration

The final sections address international transfers, cookies, policy updates, and contact information.

11. International Data Transfers

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

12. Cookies and Tracking Technologies

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.

13. Policy Updates

This policy may be updated periodically to reflect changes in legislation, technology, or institutional practices.

The most current version of this policy will be published on the College website and ERP portal.

Next scheduled review: May 2027.

14. Contact Information

For questions, requests, or concerns regarding this Privacy Policy or the processing of personal information, please contact:

IT Department | CRM Division

Beta College of Business and Technology

director@mybeta.ca +1 905-497-9999

Our Commitment

Beta College of Business and Technology is committed to transparency, accountability, compliance with applicable privacy legislation, and safeguarding the personal information entrusted to the College.

Beta College of Business and Technology