GDPR Privacy Notice - Oakland University William Beaumont School of Medicine

EU General Data Protection Regulation Privacy Notice For

Oakland University William Beaumont School of Medicine FACULTY AFFAIRS

This Privacy Notice applies to Oakland University William Beaumont School of Medicine and is intended to comply with the European Union’s (“EU”) General Data Protection Regulation (“GDPR”). This Privacy Notice applies to personal data that Oakland University collects or processes about individuals while they are located in the EU, regardless of whether they are a citizen or permanent resident of an EU country. “Personal Data” means any information relating to an identified or identifiable Faculty member.

Lawful Basis or Bases for Collecting and Processing Personal Data

Oakland University William Beaumont School of Medicine is an institution of higher education that offers courses to undergraduate, graduate and continuing education students, conducts academic and sponsored research, and participates in various community engagement activities. OUWB Faculty Affairs collects, processes and uses Personal Data to administer online learning programs, review and process appointment, reappointment and promotion applications, and other faculty appointment related functions, including providing access to University resources (Moodle, Library etc.)

Oakland University’s and OUWB’s lawful basis or bases for collecting and processing personal data include the following:

Processing is necessary for the legitimate interests pursued by Oakland University or third parties in providing information for faculty appointments
Processing is necessary for the performance of a contract to which the faculty member is party or in order to take steps at the request of the faculty member prior to entering into a appointment agreement.
Processing is necessary for compliance with a legal obligation to which Oakland University is subject.
Processing is necessary to protect the vital interests of the faculty member or of another person.
Processing is necessary for the performance of a task carried out in the public interest.

Types of Personal Data Collected/Processed and Purpose

OUWB Faculty Affairs collects the following categories of Personal Data in order to administer online learning programs, review and process appointment, reappointment and promotion applications, and other faculty appointment related functions, including providing access to University resources (Moodle, Library etc.).

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)
Photographs of you
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
Information related to the prevention and detection of crime and the safety of employees, students and visitors of Oakland University

The Personal Data that OUWB Faculty Affairs collects may be shared with: Academic Human Resources, Beaumont Health, AAMC (American Association of Medical Colleges), LCME (Licensing Commission on Medical Education, and routinely used by third party services to process employment/appointment information, e.g. Smart Path, PeopleAdmin, CastleBranch, and benefit providers and consultants..

If you have specific questions regarding the collection and use of your Personal Data, please contact OUWB Faculty Affairs @ [email protected] or (248) 370-3640.

If a faculty member refuses to provide Personal Data that Oakland University requires in connection with one of Oakland University’s lawful basis or bases for collecting such Personal Data, such refusal may make it impossible for Oakland University to provide education, employment, research or other requested services.

Where Oakland University gets Personal and Sensitive Personal Data

Oakland University receives personal and sensitive Personal Data from multiple sources. Most often, Oakland University gets this data directly from the faculty candidate or under the direction of the faculty candidate who has provided it to a third party (for example, through Beaumont Health). OUWB collects EEO data from Beaumont Health when not provided by the faculty member (ie. Race, Ethnicity, Gender).

Individual Rights of Faculty under the GDPR

In addition to the right to receive the information provided in this Privacy Notice, faculty covered by this Privacy Notice have the right to:

Request from Oakland University access to and rectification or erasure of Personal Data or restriction of processing concerning the Faculty member, the right to object to processing and the right to portability of Personal Data;
Where processing is based upon consent, to withdraw consent at any time, without affecting Oakland University’s right to process Personal Data based upon consent before its withdrawal;
The right to file a complaint with a supervisory authority appointed by an EU member state for the purpose of receiving complaints;
Additional notice of the existence of automated decision-making, including profiling;
If the Personal Data is going to be further processed for a purpose other than that for which it was collected, then notice of the purpose and basis or bases for the further processing;
If Personal Data is collected for Oakland University’s legitimate interests or for a task carried out in the public interest, then the Faculty member has the right to object, on the grounds of his or her particular situation, to the processing of Personal Data concerning him or her (including profiling);
Where Personal Data are processed for direct marketing purposes, the right to object at any time to processing Personal Data concerning him or her for such marketing; and
Not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him or her or similarly significantly affects him or her; provided, however, that this right does not apply if the decision is (a) necessary for entering into, or performance of, a contract between the Faculty member and Oakland University; or (b) is based upon the Faculty member’s consent.

Note: Exercising of these rights guarantees access to a process but does not guarantee any particular outcome.

Any Faculty member who wishes to exercise any of the above-mentioned rights may do so by filling such request with the Assistant Dean for Faculty Affairs or the Manager of Faculty Affairs at [email protected]; (248)370-2741 or (248) 370-3640.

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. Oakland University’s 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 Faculty member to the EU GDPR

All Personal Data and sensitive Personal Data collected or processed by Oakland University under the scope of the GDPR must comply with the security controls and systems and process requirements and standards set forth in Oakland University’s Administrative Policies and Procedures as they are amended from time-to-time, including without limitation:

Oakland University will not share your Personal Data 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 the Faculty member, or as required by law;
as necessary to protect Oakland University’s interests;
with service providers acting on Oakland University’s behalf who have agreed to protect the confidentiality of the Personal Data.

Data Retention

Oakland University maintains records for the time periods specified in its Records Retention and Disposal Policy, Administrative Policy 481, located at https://www.oakland.edu/policies/generalgovernance/481/.