The intent of this policy is to describe how IGNITE respects the privacy of its digital platform users and protects personal information collected across our website (www.IGNITEStudentUnion.ca) and the MyIGNITE student engagement platform (www.my.IGNITEStudentUnion.ca). Because our digital platforms and file storage are managed in collaboration with Humber Polytechnic, data processing is subject to shared institutional infrastructure frameworks.
Guidelines
ACCOUNTABILITY
IGNITE is committed to operational accountability regarding student and platform user information collected through our digital channels. Data stewardship is a shared responsibility given our collaborative IT alignment with Humber Polytechnic. IGNITE endeavors to maintain the privacy, confidentiality, and security of personal data in alignment with applicable privacy frameworks. Data will be handled with an effort to ensure it is:Collected with consent and for reasonable purpose
- Used and disclosed for the limited purpose for which it was collected
- Accurate
- Accessible for inspection and correction by authorized personnel only
- Stored securely
IDENTIFYING PURPOSE
IGNITE collects specific personal information (such as name or email address) only when voluntarily provided to deliver online services, manage engagement activities, and facilitate operations. Additionally, standard web server logs and cookies are utilized to collect machine-specific information (such as IP address, operating system, and browser type). This data may be processed for purposes including:
- Managing and authenticating user accounts on the MyIGNITE platform;
- Processing applications for student activities, campus clubs, health and dental plans, and bursaries;
- Administering event ticketing, contests, or voluntary surveys;
- Utilizing analytics and remarketing tools to understand site usage, compile statistical information, and tailor digital content; and,
- Analyzing voluntary equity, diversity, and inclusion (EDI) data to better inform organizational policies, daily practices, and tailored communication outreach, without influencing administrative decisions.
CONSENT
To the extent permitted by law, submitting an online form, registering on the MyIGNITE platform, or voluntarily supplying your contact information constitutes consent to the collection, use, and disclosure of your information for the stated purposes. Where data is securely transferred to IGNITE by Humber Polytechnic or the University of Guelph-Humber, IGNITE relies on the primary data collection notices and consents obtained by those institutions during the student registration process. IGNITE does not independently share academic information or information related to student institutional accounts.
LIMITING COLLECTION
IGNITE limits data collection to what is reasonably required. We utilize standard cookies, web analytics services, and remarketing technologies (such as pixel tags) to measure traffic patterns and support form processing. Users may reject cookies through their browser preferences, though certain site features may require them to function properly. Information is not shared with outside entities except for verified third-party digital service providers assisting with website maintenance, marketing, or platform operations. IGNITE requires these third-party providers to maintain the confidentiality and reasonable security of personal data collected on our behalf.
LIMITING USE, DISCLOSURE AND RETENTION
IGNITE will not use any information which has been personally collected or distributed to IGNITE by the Institution (Humber Polytechnic or Guelph-Humber University) for any purpose other than that which was originally identified. IGNITE will not sell any information to any third party.
When IGNITE no longer requires personal information either for the purpose identified or in order to comply with legal retention laws, the use will be ceased, and documents physically and/or digitally destroyed.
EXCEPTIONS TO CONFIDENTIALITY
We may collect personal information without your knowledge or consent if:
- It is clearly in your interest such as in cases involving health, safety and/or emergency situations, and consent is not available in a timely manner;
- Knowledge and consent would compromise the availability or accuracy of the information and collection is required to investigate a breach of an agreement with IGNITE, inclusive of policies of which you have been made aware, including those of the Institution, or contravention of a federal or provincial law; and,
- It is publicly available.
We may use personal information without your knowledge or consent if:
- We have reasonable grounds to believe the information could be useful when investigating a contravention of federal or provincial law, and the information is used for that investigation;
- An emergency threatens an individual’s life, health, or security;
- It is publicly available;
- The use is clearly in your interest and consent is not reasonably available in a timely manner; and,
- Knowledge and consent would compromise the availability or accuracy of the information and collection are required to investigate a breach of an agreement with IGNITE, inclusive of policies of which you have been made aware, including those of the Institution, or contravention of federal or provincial law.
We may disclose personal information without your knowledge or consent only to:
- Counsel representing IGNITE;
- Collect a debt owed to IGNITE;
- Comply with a subpoena, warrant or an order made by a court or judicial or administrative body with appropriate jurisdiction;
- A government institution that has requested the information identified its lawful authority, and indicated that disclosure is for the purpose of enforcing, carrying out an investigation, or gathering intelligence relating to any federal or provincial law; or suspects that the information relates to national security or the conduct of international affairs, or is for the purpose of administering any federal or provincial law;
- An investigative body named in the applicable legislation or regulations of a government institution on our initiative when we believe the information concerns a breach of an agreement with IGNITE, inclusive of policies of which you have been made aware, including those of the Institution, or contravention of federal or provincial law or reasonably suspect the information relates to national security or the conduct of international affairs;
- Made by an investigative body for the purposes related to the investigation of a breach of an agreement or a contravention of a federal or provincial law; and,
- An emergency threatening your life, health, or security, where we will inform you of the disclosure.
SAFEGUARDS
IGNITE utilizes digital security measures intended to protect data collected through its web platforms. Because our website hosting and digital infrastructure operate in collaboration with Humber Polytechnic, data resides within shared institutional networks and benefits from corresponding IT safeguards. While reasonable administrative access controls are employed to restrict data to authorized personnel, no digital platform or data transmission over the internet can be guaranteed as completely secure.
ACCURACY OF PERSONAL INFORMATION
IGNITE relies primarily on students and website users to ensure their voluntarily provided information is accurate and current. Users are expected to update their account details directly through the MyIGNITE platform whenever operational changes occur. For errors or omissions that cannot be corrected through the platform interface, users may submit a written request to the Director, Data Analytics and Digital Transformation.
INDIVIDUAL ACCESS
Students and platform users may request access to the personal data IGNITE retains about them, subject to identity verification and administrative feasibility. IGNITE will endeavor to respond to formal, written access requests submitted to the Director, Data Analytics and Digital Transformation within thirty (30) calendar days, or as otherwise reasonable under the circumstances.
CHALLENGING COMPLIANCE
All individuals who provide information to IGNITE have the right to challenge the compliance of IGNITE with regard to privacy and policy issues. If there are any issues with the way IGNITE is dealing with privacy, an individual has the right to challenge the inaccuracy. Users who have questions or concerns regarding IGNITE’s digital data practices, or how our practices align with shared institutional infrastructure, may submit a written inquiry to the Director, Data Analytics and Digital Transformation to request an administrative review of the matter.
Date adopted: October 2, 2013
Date reviewed: November 12, 2014
Date reviewed: November 18, 2015
Date reviewed: October 17, 2017
Date reviewed: March 30, 2021
Date revised: February 10, 2022
Date revised: June 24, 2026
