Collection of Personal Information

What is A Collection?

Collection occurs when a public body gathers, acquires, receives or obtains personal information. For example, it includes activities where individuals respond through interviews, questionnaires, surveys, polls, or by completing forms in order to provide information to public bodies. Public bodies may only collect personal information in specific circumstances and in the manner prescribed by the Protection of Privacy Act (POPA).

Purpose of Collection

Personal information may be collected only if:

  • the collection of that personal information is expressly authorized by an enactment of Alberta or Canada;
  • the personal information is collected for the purposes of law enforcement; or 
  • the personal information relates directly to and is necessary for an operating program or activity of the University, including a common or integrated program or service.

Manner of Collection

Personal information must be collected directly from the individual the information is about unless another method of collection is authorized under POPA (i.e. indirect collection).

When personal information is collected directly from the individual, ensure that a Notification Statement is provided. Notification Statements include the purpose of and authority for the collection, contact information for questions and any intention of using automated systems. Both English and French POPA Notification Statement templates are available under IPRMO Forms.

Facts and Frameworks

  • Only collect personal information that is currently required for an active University program or activity.
  • Do not collect additional personal information based on potential future needs (i.e. no “just in case” collection).
  • If a program expands and requires more information, it may be collected at that time.
  • Make every reasonable effort to ensure the personal information collected is accurate and complete. 

Definitions

  • An indirect collection occurs when personal information is obtained from someone other than the individual the information is about.
  • Personal Information means recorded information about an identifiable individual, including but not limited to: name, home address, personal email address, age, and an identifying number assigned to the individual.
  • Examples of public bodies include post-secondary institutions, Government departments, municipalities, and health authorities.

For questions regarding the collection of personal information, consult the Information, Privacy and Records Management Office at privacy@ualberta.ca.