Freedom of Information guidelines
Acess to personal information in electronic systems
The University of Victoria collects personal information pursuant to Section 26(c) of the BC Freedom of Information and Protection of Privacy Act (the Act), which allows public bodies to collect personal information that "relates directly to and is necessary for an operating program or activity of the public body."
The University may only use personal information collected for the purpose for which it was obtained or compiled or for a use consistent with that purpose (Section 32 of the Act). Section 34 states that a use of personal information is consistent with the purposes for which the information was obtained or compiled if the use has a reasonable and direct connection to that purpose, and is necessary for performing the statutory duties of, or for operating a legally authorized program of the public body.
The University must strike a reasonable balance between the use of personal information to carry out its functions and the protection of personal privacy. When authorizing an employee access to third party personal information, UVic academic and administrative department personnel responsible for such authorizations must only provide access when it is required for legitimate purposes and to those employees with a demonstrated need to know. The authorized access should be sufficient such that an employee can carry out her/his duties effectively and efficiently. As a general principle, access should not be given to more information than is needed for these purposes.
When there is a change to an employee's duties,her/his authorized access must be reviewed in light of job function changes to ensure that access to third party personal information is at a level and to an extent appropriate. Access to specific categories of data and/or records may stay the same, be revoked, changed or expanded.
Persons with access to personal information in the custody and control of the University may only use and disclose that information in accordance with the Act.