Student Privacy Notice for Persons in the European Union
General Data Protection Regulation (GDPR)
Introduction
This Privacy Statement and Request for Consent describes the practices of the Kansas State University (“K-State,” “We,” or “Us”), a United States-based educational institution, with information relating to you, your computer, or your device (“Personal Information”). K-State collects, uses, and maintains (hereinafter “processes”) Personal Information from visitors who submit information through electronic forms through K-State information system platforms, such as KSIS, or through the K-State website, the homepage located at www.k-state.edu (collectively, the “Site”), as part of the process of applying for admission or during or related to a course of study at K-State. This Privacy Statement is incorporated into various electronic forms and also provides general information about what student personal information K-State collects and how it is used.
By submitting information through the SITE, YOU CONSENT TO K-State’s PROCESSING OF YOUR PERSONAL INFORMATION.
This Privacy Statement and Request for Consent only addresses the processing of information collected directly from students (including when they were prospective students and when enrolled as a K-State student) through the Site – it does not address any information that is automatically collected through the Site or that you voluntarily submit, whether through the site or through such means as telephone, facsimile, postal mail, personal delivery, or other or additional offline means or media. Any questions or comments about this Statement or the processing of data can be directed to gdpr@ksu.edu.
Collection of Personal Information From Users
When you interact with us through the Site, we may collect information from you as described below.
a. Information you Voluntarily Submit
Some elements of the Site may ask you to submit Personal Information in order for you to benefit from the specified features or participate in a certain activity, such as registration for classes or activities. For example, if you register for a user profile on the Site, we may request Personal Information such as your name and contact information. We may combine information you submit through the Site with other information we have collected from you, whether on-line or off-line. We treat the combined information in accordance with this Privacy Statement.
The information we process after you voluntarily submit it may include your:
i. Name
ii. Addresses
iii. Emails
iv. Phone numbers
v. Sex
vi. Marital status
vii. Social Security Number
viii. Tax identification number
ix. Date of birth
x. Place of birth
xi. Race / ethnic group
xii. Military and veteran Status
xiii. Disability status
xiv. Passport information
xv. International travel information
xvi. Citizenship status
xvii. Current visa type
xviii. Visa expiration date
xix. Visa history
xx. Country of citizenship & residence
xxi. Highest level of education
xxii. Educational transcripts
xxiii. Education majors & degrees
xxiv. Standardized test records
xxv. Fingerprints
xxvi. Billing/credit card data
xxvii. Salary history
xxviii. Financial data
xxvix. Student disciplinary records and reports
xxxi. Health and treatment records
xxxii. Photographs, video images, and likeness
b. Sensitive Information
Unless we specifically request or invite it, we ask that you not send or otherwise disclose to us your racial or ethnic origin, political opinions, religion or other beliefs, health, criminal background, or trade union membership. In those cases where we may request or invite you to provide the foregoing information, we will only do so with your express consent, in accordance with applicable data protection law requirements. Where you provide us with such information without request from K-State, we reserve the right (but do not have any obligation) to erase any such information at our discretion.
c. Information About Minors
The Site is not intended for persons under the age of 16. We do not knowingly collect Personal Information online from persons in this age group. We reserve the right to delete any information identified as having been provided by such persons at our discretion. If you are under the age of 16, please contact the applicable K-State department prior to submitting any personal information through the Site.
How We Use the Information We Collect
We use Personal Information submitted by you or otherwise collected through the Site and through other sources for the purposes described in this Privacy Statement and Request for Consent and as otherwise described to you at the point of collection. Generally, we use the information you provide to us only for the reason for which it was provided. Specifically, we may use Personal Information from or about you for:
i. Processing academic, housing, health treatment, study abroad and extracurricular records
ii. Processing payments
iii. Processing financial aid payments, determinations and awards
iv. Processing donations
v. Generating student demographic reports
vi. Compliance with federal and local student aid, immigration, and employment requirements
vii. Ensuring student safety
viii. Processing records relating to dependent care
ix. Processing registration for classes and participation in sporting events and campus events
x. Processing admissions decisions and notifications
xi. Preparing media and website presentations
We may use any information that does not personally identify you, your computer, or your device, for any purpose.
Our Disclosure of Your Information
K-State does not sell your Personal Information. We may share your Personal Information with third parties only as described in this Privacy Statement and Request for Consent or as otherwise described at the point where we collect the information from you, including:
i. to departments within K-State for the purposes described in this Privacy Statement;
ii. to university-controlled affiliated corporations for the purposes described in this Privacy Statement;
iii. to the Kansas State University Alumni Association and to the Kansas State University Foundation for purposes described in this Privacy Statement;
iv. to companies or individuals that we hire to provide services to us, such as application processing, contact management, website hosting services and payment processing; and
v. to relevant governmental authorities to ensure compliance with applicable laws and regulations.
Where Your Information is Processed
K-State is based in the United States. No matter where you are located, your Personal Information will be processed in the United States. The laws of the United States and other countries governing data protection may not be as comprehensive or as protective as the laws in the country where you live.
Data Retention
We generally retain Personal Information for so long as it may be relevant for the purposes identified in this Privacy Statement and Request for Consent, unless a longer period of time is required by law or K-State Policy.
Your Consent to the Processing of Your Personal Information
The laws in some countries require your consent to the processing of certain information, including:
i. Marital status
ii. Race/ethnic group
iii. Disability status
iv. Fingerprints
v. Health and treatment records
By executing the form requesting your consent and incorporating this Privacy Statement, you consent to K-State’s processing of data in these categories. If you live in the European Union, you have the right to withdraw your consent to the processing of your Personal Information at any time. You may exercise this right by contacting gdpr@ksu.edu. Please note that doing so may mean that K-State will be unable to provide certain services to you as a student.
This Privacy Statement and Request for Consent is issued on behalf of K-State as Controller of your Personal Information under applicable data protection laws. A “Controller” is the person or organization who alone or jointly determines the purposes for which, and the manner in which, any Personal Information is, or is likely to be, processed.
Lawful Basis for Processing Your Personal Information
The laws in some countries require us to tell you about the lawful grounds we rely on to collect, use, disclose, and otherwise process your Personal Information. This does not apply to the categories of information for which you must provide express consent for processing, as discussed above. To the extent those laws apply, our lawful basis for processing your Personal Information is because it furthers our performance, or preparation for performance, of a contract or agreement to provide educational and other services to you.
Your Data Rights and Choices
If you are within the European Union, you have the right to request access to your Personal Information and the rectification of inaccurate Personal Information from K-State. If you are within the European Union, you also have the right to obtain from K-State the erasure or the restriction of processing of your Personal Information in certain circumstances, including when the data are no longer necessary in relation to the purposes for which they were collected or otherwise processed, except when K-State is required by law to maintain or otherwise process your Personal Information, for the establishment, exercise, or defense of legal claims, or the protection of the rights of another person. You may exercise these rights by contacting K-State using the contact information provided below. If you are within the European Union, you also have the right to lodge a complaint with a supervisory authority, in particular in the country of your habitual residence, place of work, or place of alleged infringement of the applicable law.
If you would like to submit a data access, correction, restriction, or deletion request, you can do so by contacting us at gdpr@ksu.edu and we will process such request with respect to any Personal Information that we are able to link to you individually based on the information that you can provide to us. Exercising any of these rights is a guarantee to be afforded a process and does not guarantee any particular outcome. These rights and options that you have with respect to Personal Information are subject to limitations and exceptions under applicable law.
For information about options and processes under FERPA-related policies, please see FERPA.
Right to Change Privacy Statement
K-State reserves the right at any time to modify, alter, or update the terms of this Privacy Statement and Request for Consent. Your use of the Site following any changes means that you agree to follow and be bound by the Privacy Statement and Request for Consent as changed, subject to limitations under applicable law. Please review this Privacy Statement and Request for Consent periodically, and especially before you provide any Personal Information to us. This Privacy Statement and Request for Consent is available on the Registrar’s website under the student tab. The Privacy Statement and Request for Consent was last updated on November 2018.
