Privacy Policy

The Alma Mater Society (AMS) is committed to protecting the privacy and personal information of its members, volunteers, donors, and stakeholders. This Privacy Policy outlines how AMS collects, uses, discloses, retains, and safeguards personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA).

Privacy and Personal Information

The Alma Mater Society collects personal information in partnership with Queen’s University and in accordance with Ontario’s Freedom of Information and Protection of Privacy Act (FIPPA). The Alma Mater Society collects only the personal information which is necessary for it to administer its programs and activities and carry out its services and functions. The personal information is used by employees of The Alma Mater Society who need the information to carry out their duties for the purposes for which it was collected or for a consistent purpose. Personal information is retained only as long as is necessary for the fulfillment of the purposes for which it is collected. The Alma Mater Society has in place mechanisms to protect the security of the personal information it collects. AMS obtains informed consent for the collection, use, and disclosure of personal information. Consent may be expressed (e.g., written, verbal) or implied (e.g., participation in a program). Individuals may withdraw consent at any time, subject to legal or contractual restrictions.

What is Personal Information?

“Personal Information” is defined in FIPPA as recorded information about an identifiable individual. An individual’s personal information includes information regarding his or her race, gender, home address, medical history, education history, identifying numbers (e.g. SIN, employee number, student number, etc.), financial or employment information, personal opinions, completed assignments and exams, and grades, comments and evaluations provided by an instructor. If you have a concern about the collection, use or disclosure of your personal information at the Alma Mater Society, please contact the AMS President at  or the General Manager, at 

Collection of Personal Information

AMS collects personal information only for purposes that are reasonable and necessary for the operation of our programs, services, and governance. This may include:

Name, contact information, and student ID

Demographic data (e.g., age, gender, academic program)

Information is collected through forms, online platforms, email, phone, and in-person interactions.

Use and Disclosure of Personal Information

AMS uses personal information for the following purposes:

To administer programs, services, and events

To communicate with members and stakeholders

To conduct surveys and improve services

To comply with legal and regulatory obligations

Collective Use:
AMS may aggregate anonymized data for statistical analysis, reporting, and advocacy. This data does not identify individuals and is used to improve organizational effectiveness.

Disclosure:
AMS does not provide personal information to any third parties. Disclosure to third parties occurs only when:

Consent has been provided

Required by law or legal process

Necessary for service delivery (e.g., payment processors, IT providers)

In case of emergencies or threats to safety

All third-party service providers are contractually obligated to maintain confidentiality and comply with PIPEDA.

Privacy Breach Protocol:

In the event of a privacy breach, AMS will:

Contain the breach and assess the risk

Notify affected individuals if there is a real risk of significant harm

Report the breach to the Office of the Privacy Commissioner of Canada, if required

Document the breach and corrective actions taken

AMS is committed to continuous improvement in data protection and breach prevention.

Retention and Disposal of Personal Information

AMS retains personal information only as long as necessary to fulfill the identified purposes or as required by law. When no longer needed, personal information is securely destroyed, erased, or anonymized.

Retention periods vary depending on the type of information and applicable legal requirements (e.g., CRA regulations for donation records).

Data Security Measures

AMS takes reasonable and appropriate security measures to protect personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

Physical safeguards: Secure office spaces, locked filing cabinets, and restricted access areas

Technical safeguards: Use of encryption, firewalls, secure servers, forced MFA and password-protected systems

Administrative safeguards: Staff training on privacy practices, access controls, and regular audits

AMS ensures that all staff, volunteers, and contractors understand their responsibilities in maintaining data security. When personal information is transmitted electronically, AMS uses secure protocols to prevent interception or tampering.

Access and Correction

Individuals have the right to access their personal information held by AMS and request corrections if inaccurate or incomplete. Requests can be made by contacting the AMS IT Helpdesk https://support.myams.org/support/home