Queen鈥檚 University鈥檚 enterprise financial systems are foundational supports for the work we do. These systems may collect and hold information of a personal nature.
For information related to the handling of payment card data, please visit the Queen鈥檚 University Financial Services website.
Last revised: 23-Aug-2024
This notice outlines how Queen鈥檚 University collects, uses, discloses, and protects personal and confidential information through its acQuire application.
Users of acQuire are active Queen鈥檚 University faculty, staff and students, including some affiliate organizations. Users are informed that such personal and confidential information shall be used only for the purpose for which the user has been granted access to acQuire and shall be shared only with individuals authorized to receive it.
Purpose of acQuire
acQuire is an eProcurement marketplace system, utilized for facilitating procurement and payment of goods and services, along with processing non-payroll & non-ERS (Expense Reimbursement System) payments using Queen鈥檚 funding, supplier management and related reporting.
Personal Information
Personal information is collected under the authority of the Queen鈥檚 University Royal Charter, 1841, as amended, and will be used for educational, administrative and statistical purposes. Note that much of the information pertaining to Queen鈥檚 internal users and Suppliers/Payees is business identity information as defined by FIPPA section 2(3) and (4) and not, strictly speaking, personal information.
- Queen鈥檚 internal users: Names, email addresses, phone numbers, NetIDs, department association are imported/set up in acQuire.
- Suppliers/Payees: Names, email addresses, addresses, phone numbers, banking information, tax identification information is collected.
Uses of Personal Information
Information is used to facilitate goods and services purchasing, payment requests and spend reporting.
Confidential Information
Confidential information managed within acQuire comprises:
- Purchase information about suppliers and payees
- Payment information about suppliers and payees
Disclosures to Third Parties
To support ongoing maintenance and troubleshooting of acQuire, Queen鈥檚 University shares necessary information with Jaggaer, its service provider. Jaggaer adheres to strict confidentiality agreements to safeguard the data entrusted to them.
Retention of Information
Data accessible through acQuire is retained until purged, as per Queen's records retention schedule.
Changes to this Privacy Notice
Queen鈥檚 University may update this privacy notice periodically to reflect changes in privacy practices or legal requirements. Users of acQuire are encouraged to review this notice regularly. Continued use of acQuire after any changes signify acceptance of the revised terms.
Contact for Further Information/Questions
For inquiries regarding privacy practices related to acQuire or to request further information, individuals can contact Nicki Mundell, Senior Manager eProcurement, Strategic Procurement Services (nm26@queensu.ca).
Last revised: 23-Aug-2024
This notice outlines how Queen鈥檚 University collects, uses, discloses, and protects personal and confidential information through its Expense Reimbursement System (ERS).
Users of ERS are Queen鈥檚 University Faculty, Staff and Students. Users are informed that such personal and confidential information shall only be used for the purpose for which the user has been granted access to ERS and shall only be shared with individuals authorized to receive it.
Purpose of ERS
The ERS is a web-based software solution, utilized for the reimbursement of expenses (both travel and non-travel) incurred by Queen鈥檚 Faculty, Staff and Students.
Personal Information Collected
Personal information is collected within ERS under the authority of the Queen鈥檚 University Royal Charter, 1841, as amended, and will be used for educational, administrative and statistical purposes.
The personal information stored in ERS is inputted by the individual or their delegate. Note that some of the information pertaining to users is business identity information as defined by FIPPA section 2(3) and (4) and not, strictly speaking, personal information.
- Required Information: Names, email address, employee/student numbers and Login IDs (NetIDs)
- Other Information that can be added by user but not required: Title, preferred name, company name, department, assigned work location, work address, home address, phone numbers, emergency contact information, TSA International Visa Information, Passport information, Credit Card information.
For sensitive information such as Passport Numbers and Credit Card numbers, once the information is entered and saved, it is masked and cannot be edited. The only way to edit this information is to delete and re-enter.
Uses of Personal Information
Information is used to process reimbursement claims, remit payment to claimants, and for data analysis such as spend reporting.
Other Confidential Information in the System
Claim details and payment confirmations for Students, Staff and Faculty are also stored in the system.
Disclosures to Third Parties
To support ongoing maintenance and troubleshooting of ERS, Queen鈥檚 University shares necessary information with SAP Concur, its service provider. SAP Concur adheres to strict confidentiality agreements to safeguard the data.
Retention of Information
Data accessible through ERS is retained from the inception of accessing the data to the present day. This retention policy ensures that historical data is available for reporting, analysis, and auditing purposes, maintaining compliance with regulatory requirements.
Changes to this Privacy Notice
Queen鈥檚 University may update this privacy notice periodically to reflect changes in privacy practices or legal requirements. Users of ERS are encouraged to review this notice regularly. Continued use of ERS after any changes signify acceptance of the revised terms.
Contact for Further information/Questions
For inquiries regarding privacy practices related to ERS or to request further information, individuals can reach out our general financial services email address at finance@queensu.ca.
Last revised: 12-Aug-2024
This notice outlines how Queen鈥檚 University collects, uses, discloses, and protects personal and confidential information through its Fast Administrative Reporting Tool (FAST).
Users of FAST are Queen鈥檚 University faculty and staff. Users are informed that such personal and confidential information shall only be used for the purpose for which the user has been granted access to FAST and shall only be shared with individuals authorized to receive it.
Purpose of FAST
FAST is a web-based software solution tailored for the Queen鈥檚 community. Its primary function is to provide robust reporting capabilities (both research and non-research) essential for reconciling financial transactions within the organization. This helps ensure accuracy and transparency in financial operations.
Personal Information
Personal information accessible through FAST includes the following. Note, that some of the information pertaining to employees and suppliers is likely to be business identity information as defined by FIPPA section 2(3) and (4) and not, strictly speaking, personal information:
- Employee and Student Information: IDs and names of employees and students involved in financial transactions. This information is collected from PeopleSoft Finance, Student and Human Resources modules.
- Supplier Information: IDs and names of suppliers engaged in business transactions with Queen鈥檚 University. This information is collected directly from the PeopleSoft Finance and acQuire systems.
Uses of Personal Information
- Transaction Verification: Personal information is utilized to verify payments made to employees, students and suppliers, ensuring they align with financial statements and records.
- Enhancement of Tool Functionality: Data collected also contributes to enhancing FAST鈥檚 functionalities, such as improving reporting accuracy and user experience.
Confidential Information
Confidential information managed within FAST comprises:
- Financial Transactions: Details of payments made to employees, students and suppliers, including transaction amounts, dates, and purposes.
- Operational Data: Other financial transactions crucial to Queen鈥檚 University鈥檚 day-to-day operations.
Disclosures to Third Parties
To support ongoing maintenance and troubleshooting of FAST, Queen鈥檚 University shares necessary information with Millennium, its service provider. Millennium adheres to strict confidentiality agreements to safeguard the data entrusted to them.
Retention of Information
Data accessible through FAST is retained from the inception of accessing the data to the present day. This retention policy ensures that historical data is available for reporting, analysis, and auditing purposes, maintaining compliance with regulatory requirements.
Changes to this Privacy Notice
Queen鈥檚 University may update this privacy notice periodically to reflect changes in privacy practices or legal requirements. Users of FAST are encouraged to review this notice regularly. Continued use of FAST after any changes signify acceptance of the revised terms.
Contact for Further Information/Questions
For inquiries regarding privacy practices related to FAST or to request further information, individuals can reach out to finance@queensu.ca
Contacts
In addition to the contacts in the individual privacy notices, you may also contact the Chief Privacy Officer at access.privacy@queensu.ca or by phone at 613-533-6095.