Bursar and Treasury Services EU General Data Protection Regulation Privacy Notice

Office of Bursar & Treasury Services

EU General Data Protection Regulation Privacy Notice

This is the Georgia Institute of Technology’s (Georgia Tech) Office of Bursar & Treasury Services privacy and legal notice for compliance with the European Union General Data Protection Regulation (“EU GDPR”).  For more information regarding the EU GDPR, please review Georgia Tech’s EU General Data Protection Regulation Compliance Policy.

Lawful Basis for Collecting and Processing of Personal Data

Georgia Tech is an institute of higher education involved in education, research, and community development.  In order for Georgia Tech to assess student tuition and fees, collect payments and other Institute funds, process refunds, invoice on behalf of the Institute, manage receivables, and provide banking and treasury operations, it must collect, use and process this personal data. 

The lawful basis for the collection and processing of personal data by Georgia Tech’s Office of Bursar & Treasury Services falls under the following category(ies):  

  • Processing is necessary for the purposes of the legitimate interests pursued by Georgia Tech or third parties in providing an accurate student accounting of tuition and fee charges, payments received, and the proper administration and management of funds supporting students’ education.

Types of Personal Data collected and why

In order for Georgia Tech to provide activities to assess student tuition and fees, collect payments and other Institute funds, process refunds, invoice on behalf of the Institute, manage receivables, and provide banking and treasury operations, it needs to collect the following categories of personal data:

  • Name
  • Contact information including, without limitation, email address, physical address, phone number, and other location data
  • Unique personal identifiers and biographical information (e.g. date of birth)
  • Details of your education and/or employment qualifications
  • Information related to visa requirements, copies of passports and other documents to ensure compliance with U.S. laws
  • Financial information gathered for the purposes of administering fees and charges, loans, grants, scholarships, etc.

The personal data collected by Georgia Tech’s Office of Bursar & Treasury Services will be shared as follows:

Georgia Tech Unit

Purpose

Registrar’s Office

Proper administration and assessment of tuition and fee charges.

Office of Scholarships and Financial Aid

Proper administration and assessment of tuition and fee charges.

Academic Departments

To intervene on behalf of student finances and payment deadlines.

Office of Human Resources

Proper administration of employment and payroll deductions.

Institute Research and Planning

To provide basic student financial information in support of conducting surveys, collecting information, and receiving input from Institute constituents.

Housing

To provide the information needed for students to live in campus housing and pay applicable fees.

 

Third-Party Name

Purpose

U.S. Department of Education

Administration of student federal financial aid funding.

U.S. Department of the Treasury/Internal Revenue Service

Submission of federal regulatory tax reporting information.

TAB Service Tax form processor

 

To print tax documents, provide mailed and electronically posted forms to students, and file regulatory information with the IRS.

Various Banking Service Providers (For example: Bank of America, SunTrust and similar organizations)

To send and receive payments as directed by students and Georgia Tech units. To process refunds due to overpayments and residual financial aid.

University Accounting Loan Service provider

To service federal and institutional student loans, including billing and receipting payments.

Collection agencies (ConServe, Coast, Williams & Fudge)

 

To collect past due account receivable balances.

Providers of External Scholarships and Fellowships

Required for the receipt of scholarships and/or financial aid.  

Contractors utilized by the U.S Government

To provide verification of student financial information regarding students or former students who have applied for employment with the U.S Government.

Insurance Companies (United Healthcare, Anthem )

Processing payments for health insurance.

Barnes and Noble

Processing payments for student books and supplies.

State and Federal Agencies (Department of Veterans Affairs, Georgia Bureau of Investigations and similar organizations)

To send and receive tuition/ fee invoices and payments on behalf of students.

Georgia Tech Global Campuses (GT- Lorraine, GT- Shenzhen)

Proper administration and assessment of tuition and fee charges.

Georgia Tech is a unit of the Board of Regents of the University System of Georgia (the “BOR”), and data is shared with the BOR and its employees.

If you have specific questions regarding the collection and use of your personal data, please contact the Office of Enterprise Data Management at eugdpr@edm.gatech.edu  

If a data subject refuses to provide personal data that is required by Georgia Tech in connection with one of Georgia Tech’s lawful bases to collect such personal data, such refusal may make it impossible for Georgia Tech to provide education, employment, research or other requested services.

Where Georgia Tech gets Personal Data and Special Categories of Sensitive Personal Data

Georgia Tech receives personal data and special categories of sensitive personal data from multiple sources. Most often, Georgia Tech gets this data directly from the data subject or under the direction of the data subject who has provided it to a third party (for example, application for undergraduate admission to Georgia Tech through use of the Common App).

Individual Rights of the Data Subject under the EU GDPR

Individual data subjects covered by Georgia Tech’s EU General Data Protection Regulation Compliance Policy will be afforded the following rights:

   a) information about the controller collecting the data

   b) the data protection officer contact information

   c) the purposes and legal basis/legitimate interests of the data collection/processing

   d) recipients of the personal data

   e) if Georgia Tech intends to transfer personal data to another country or international organization

   f) the period the personal data will be stored

   g) the existence of the right to access, rectify incorrect data or erase personal data, restrict or object to    processing, and the right to data portability

   h) the existence of the right to withdraw consent at any time

   i) the right to lodge a complaint with a supervisory authority (established in the EU)

   j) why the personal data are required, and possible consequences of the failure to provide the data

   k) the existence of automated decision-making, including profiling

   l) if the collected data are going to be further processed for a purpose other than that for which it was collected

Note: Exercising of these rights is a guarantee to be afforded a process and not the guarantee of an outcome.

Any data subject who wishes to exercise any of the above-mentioned rights may do so by filling such request with the Office of Enterprise Data Management at eugdpr@edm.gatech.edu

Cookies

Cookies are files that many websites transfer to users’ web browsers to enable the site to deliver personalized services or to provide persistent authentication. The information contained in a cookie typically includes information collected automatically by the web server and/or information provided voluntarily by the user.  Our website uses persistent cookies in conjunction with a third party technology partner to analyze search engine usage and web traffic patterns. This information is used in the aggregate to monitor and enhance our web pages. It is not used to track the usage patterns of individual users.

Security of Personal Data subject to the EU GDPR

All personal data and special categories of sensitive personal data collected or processed by Georgia Tech under the scope of the Georgia Tech EU General Data Protection Regulation Compliance Policy must comply with the security controls and systems and process requirements and standards of NIST Special Publication 800-171 as set forth in the Georgia Tech Controlled Unclassified Information Policy.

Georgia Open Records Act

As a state university, Georgia Tech is subject to the provisions of the Georgia Open Records Act  (ORA). Except for those records that are exempt from disclosure under the ORA, the ORA provides that all citizens are entitled to view the records of state agencies on request and to make copies for a fee. The ORA requires that Georgia Tech produce public documents within three business days. For more information on Georgia Tech’s ORA compliance, please visit the Open Records Act page on the Legal Affairs website

Data Retention

Georgia Tech keeps the data it collects for the time periods specified in the University System of Georgia Records Retention Schedules: https://www.usg.edu/records_management/schedules/

USG Records Retention Schedules that apply to data kept by Georgia Tech’s Office of Bursar & Treasury Services are:

Record Type

Retention Schedule Link

Administration

https://www.usg.edu/records_management/schedules/924

Finance

https://www.usg.edu/records_management/schedules/935

Student Records

https://www.usg.edu/records_management/schedules/934