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 education; employment; research and development; and community programs.
- Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract. This lawful basis pertains primarily, but not exclusively, to research contracts.
- Processing is necessary for compliance with a legal obligation to which Georgia Tech is subject.
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:
- 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 with banking service providers, financial service providers such as financial aid and tax form processors, and collection agencies for the purposes of assessing student tuition and fees, collecting payments and other Institute funds, processing refunds, invoicing on behalf of the Institute, managing receivables, and providing banking and treasury operations.
If you have specific questions regarding the collection and use of your personal data, please contact the Office of Enterprise Data Management at firstname.lastname@example.org
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 and Sensitive Personal Data
Georgia Tech receives personal and 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 email@example.com
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Security of Personal Data subject to the EU GDPR
All personal data and 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.
We will not share your information with third parties except:
- as necessary to meet one of its lawful purposes, including but not limited to,
- its legitimate interest,
- contract compliance,
- pursuant to consent provided by you,
- as required by law;
- as necessary to protect Georgia Tech’s interests;
- with service providers acting on our behalf who have agreed to protect the confidentiality of the data.
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.
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:
- 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