Access and privacy

Access to Information and Protection of Privacy

As a public body, Alberta University of the Arts (AUArts) is subject to the Access to Information Act (“ATIA”) under section 1(e) of the ATIA and to the Protection of Privacy Act (“POPA”) under section 1(g); as such, AUArts is committed to ensuring the lawful and consistent collection, use, disclosure, and protection of information under its custody and control.

The Information Access, Privacy and Security Policy authorizes and informs users of information in the custody of AUArts to operate in accordance with the acts. 

The Access to Information Act

The Access to Information Act (ATIA) is a legislative framework that ensures transparency and accountability in public bodies within Alberta, including the Alberta University of the Arts (AUArts). It grants individuals the right to access records held by these bodies while balancing this with limited and specific exceptions to safeguard privacy and other sensitive information. 

Key Highlights for AUArts Community: 

Transparency and Access:

AUArts, as a post-secondary institution is classified as a public body under the ATIA and is therefore required to provide access to records such as institutional policies, procedures, and other non-exempt information upon request. 

Personal Information:

Community members can request access to their own personal information and request corrections to any inaccuracies within their personal information. 

Records Management:

ATIA emphasizes proper record management to ensure that AUArts efficiently retrieves, organizes, and protects information. See AUArts Records Management Procedure and Schedule for more information.

Exemptions:

Certain records, like teaching materials or proprietary research, are exempt from disclosure under the act to protect academic and intellectual integrity.

Guidelines for Requests:

Access to information requests must be in writing, detailed enough to identify the record, and accompanied by any applicable fees, more details are available under the “Make an access request” tab. 

Role of the Information and Privacy Commissioner:

In cases of disputes, such as a denied request, individuals can seek independent review by Alberta’s Information and Privacy Commissioner https://oipc.ab.ca/. 

ATIA ensures AUArts' commitment to openness while respecting privacy and confidentiality, ensuring it aligns with Alberta's broader goals for public accountability and effective governance. 

The Protection of Privacy Act

The Protection of Privacy Act (POPA) is the legislative framework by which public bodies, including AUArts, may collect, use, or disclose personal information and requires the protection of personal information held by AUArts. As well as allows AUArts to create, use and disclose non-personal data in specified circumstances. 

Key Highlights for AUArts Community:

Stronger Privacy Standards:

Privacy by Design: AUArts must integrate privacy considerations into all programs, services, and systems. E.g., Increased focus on understanding and applying privacy best practices in administrative and academic areas. 

Prohibition of Information Sale: AUArts cannot sell personal information for any purpose. 

Clear Collection Notices:

AUArts collects personal information as it relates directly to and is necessary for an operating program or activity of AUArts, including a common or integrated program or service or is authorized by other legislation or law enforcement.  This information can be collected through oral consent, forms, applications, or surveys, and always informs individuals about the authority for collection, its intended use, and whom to contact with questions. 

Sample Notice: The personal information you provide on this form is collected under the authority of Alberta's Protection of Privacy Act (POPA), Section 4(c). This information will be used to process your request for third party funding. This information will be input into automated systems to generate content. If you have any questions about the collection or use of this information, contact the Registrar’s Office at payfees@auarts.ca or the University Secretary at access.privacy@auarts.ca 

Privacy Incidents and Reporting:

AUArts is required to protect personal information in its custody or under its control by making reasonable security arrangements against such risks as unauthorized access, collection, use, disclosure or destruction. 

Should there be a loss, unauthorized access, or unauthorized disclosure where there is a real risk of significant harm as a result of a privacy incident as per POPA, AUArts will provide notice to the individual, Alberta’s Information and Privacy Commissioner, and the Minister responsible for this Act (the Minister of Technology and Innovation).  
The AUArts community is encouraged to report any concerns or breaches promptly, see the Privacy Response Breach page for more information.  

Privacy Management Programs:

By June 11, 2026 AUArts is required to have a documented privacy management program detailing policies, and processes which demonstrate fostering a culture of privacy, and ensuring compliance with legislation. Students, faculty, and staff can request and review AUArts' privacy management documentation. 

Privacy Impact Assessments (PIAs):

Mandatory for all new or modified programs that handle personal information to ensure compliance and address privacy risks. 

Improved Data Use Rules:

Non-personal data may be used to enhance programs or services, while personal information sharing is restricted and strictly regulated. 

New Penalties for Misuse:

Strict penalties for mishandling personal or non-personal information have been introduced including fines for employees and the employer, ensuring accountability. 

Support and Resources

The President and CEO is considered the Head of AUArts in accordance with ATIA and POPA and has delegated the day-to-day administration and implementation of the requirements of the Acts to the University Secretary as the access and privacy coordinator please direct any questions or concerns about access to information or privacy to access.privacy@auarts.ca  

Additional Education and Resources are available at: