The University of Ottawa collects, uses and discloses personal information in accordance with the Freedom of Information and Protection of Privacy Act (FIPPA).
For a detailed overview of the privacy complaint process, please refer to the University's Policy and Procedure on Access to Information and Protection of Privacy.
How to make a privacy complaint
If you believe that your personal information has been collected, used, disclosed or disposed of in a manner that violates the Freedom of Information and Protection of Privacy Act, please contact the Director, Compliance, Access to Information and Privacy.
Please submit your privacy complaint in writing either by using the Privacy Complaint Form or by writing a letter that clearly outlines the nature and extent of the circumstances of your complaint; the faculty, administrative office or service in which the problem occurred; the name(s) of person(s) involved; the date or time period when the alleged violation occurred; and what you expect the outcome of the complaint to be.
Depending on the nature, circumstances and complexity of the complaint the steps and time taken to process the privacy complaint may vary. Generally, the Coordinator follows the steps listed below to process a privacy complaint:
- An acknowledgment of receipt of the complaint is sent to the person who filed the complaint;
- The Director contacts the person who filed the complaint to clarify the complaint or gather additional information;
- The Director contacts the faculty, administrative office or service and person(s) who are identified in the complaint or who may have knowledge of the circumstances;
- The Director consults other appropriate authorities within the University, e.g., Legal Counsel, Protection Services, Office of Risk Management, Computing and Communications Service;
- The Director contacts the person who filed the complaint to review the matter and, informs them of any steps taken to address the complaint and resolve any outstanding concerns;
- The Director conducts a follow-up with the faculty, administrative office or service and person(s) involved to ensure that a plan is in place to implement corrective or remedial measures, if any.
For a detailed overview of the privacy breach process, please refer to the University's Policy and Procedure on Access to Information and Protection of Privacy.
A breach of privacy may occur, for example, in the case of theft or an inadvertent disclosure or disposal of personal information.
If you know or suspect that a privacy breach has occurred, you must immediately contact the contact the Director, Compliance, Access to Information and Privacy.