Procedure for Handling Privacy Complaints

The purpose of this Procedure is to establish the procedure for handling privacy complaints under the Freedom of Information and Protection of Privacy Act (FIPPA), and other applicable access and privacy legislation.

If an individual believes that Laurentian University of Sudbury (the “University”) has collected, used, disclosed, retained or disposed of their personal information in contravention of access and privacy laws, they may call, write or visit the relevant University department or office to try to resolve the matter informally.

If the matter is not resolved to their satisfaction with the relevant department or office, individuals may file a formal complaint with the University Information and Privacy Coordinator (UIPC). 

Individuals have a right to challenge the University’s compliance with applicable privacy legislation. If an individual believes that the University has wrongfully collected, used, disclosed, retained or disposed of personal information, they may file a written complaint with the UIPC:

Information and Privacy Coordinator
935 Ramsey Lake Road
Sudbury, ON
P3E 2C6

Email: Generalcounseloffice@laurentian.ca

The privacy complaint must include:  

• the details of the complaint, including evidence of identity or, if the request is on behalf of another individual, evidence of identity of the individual and of authorization of the representative by the individual to make the complaint;
• the who, what, when, where, how, and why of what happened;
• the academic, administrative or other department or office associated with the handling of personal information;
• the name(s) of any person(s) involved, if known;
• the date or time period during which the purported contravention occurred, if known; and
• a person’s expectations regarding the outcome of the privacy complaint.

The steps and time required to process a privacy complaint may vary depending on the nature, circumstances, and complexity of the complaint. Generally, privacy complaints will be processed as follows.

1. Upon receipt of a request, the UIPC will send an acknowledgement letter to the requester;
    
2. The UIPC will correspond with the complainant in order to obtain clarification or additional information, as required;
    
3. The UIPC will correspond with the academic or administrative department or office and person(s) involved with the subject-matter of the privacy complaint, or who may have knowledge of the circumstances surrounding the complaint;
    
4. The UIPC will consult with other appropriate authorities within the University, including without limitation the Office of the General Counsel, the Office of Risk Management, and/or Information Technology;
    
5. Within 30 days of the acknowledgement of receipt of the complaint, the UIPC will communicate with the complainant to review the matter, inform them of any steps taken to address their complaint, and resolve any outstanding concerns;
    
6. The UIPC will follow-up with the academic or administrative department or office and person(s) involved with the complaint to ensure implementation of corrective or remedial measures, as required.

If you have a concern or questions about the protection of your personal information, or if you know of or suspect a privacy breach, please contact the UIPC by emailing Generalcounseloffice@laurentian.ca.