Privacy Notification Statements on Forms

Under Manitoba's privacy legislation, The Freedom of Information and Protection of Privacy Act (FIPPA) and The Personal Health Information Act (PHIA), the University must inform individuals about the purpose for which the University is collecting their Personal Information and/or Personal Health Information, the legal authority for the collection, and contact information of someone at the University that can answer the individual's questions about the collection of their information.

Subsection 37(2) of FIPPA states:

37(2) A public body that collects personal information directly from the individual the information is about shall inform the individual of
a) the purpose for which the information is collected;
b) the legal authority for the collection; and
c) the title, business address and telephone number of an officer or employee of the public body who can answer the individual's questions about the collection.

Subsection 15(1) of PHIA states:

15(1) A trustee who collects personal health information directly from the individual the information is about shall, before it is collected or as soon as practicable afterwards, take reasonable steps to inform the individual
a) of the purpose for which the information is being collected; and
b) if the trustee is not a health professional, how to contact an officer or employee of the trustee who can answer the individual's questions about the collection.

Therefore, all University forms* in which Personal Information and/or Personal Health Information is being collected from an individual (such as a student, staff, faculty, researcher, research participant, volunteer, client, alumni, customer, donor, etc), must include a FIPPA and/or PHIA Notification Statement to satisfy the requirements listed above.

* A form can be a paper form, electronic form, fillable PDF or Word document, a survey, or fields within an information management system.

Contact our office regarding a FIPPA and/or PHIA Notification Statement for any of the following reasons:

  • You discover any forms within your unit/program/office that do not have a FIPPA and/or PHIA Notification Statement on it (usually located at the bottom of the form); or
  • You want to ensure that the statement you have on the form is correct; or
  • You have made changes to an existing form and you are now collecting less/more information than before; or
  • You have made changes to a process surrounding an existing form and the use of the information you are collecting has changed; or
  • You are creating a new form to replace an old one; or
  • You are creating a new form that has not existed before.

Always remember to only collect the minimum amount of information required in order to complete your task. The University may only collect as much Personal Information and/or Personal Health Information necessary to accomplish the purpose for which it is collected.

Send us an email at fippa@umanitoba.ca or give us a call at 204-474-9462 to discuss your FIPPA and/or PHIA Notification Statement needs.

 

 

Last updated: January 26, 2018

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Additional Information Regarding UM Forms:

For information regarding the appropriate retention period of your new/existing forms, please check out the Common Records Schedule or contact our Records Manager at 204-474-8757 or email us at fippa@umanitoba.ca.

 

To review standard agreements, waivers, and release forms available to the University community, please visit the Office of Legal Counsel's Standard Agreement website.

 

For information on how to make your content accessible for all users, please visit the Student Accessiblity Services' Make Accessible Content website for how-to instruction.

 

For information on the use of the University's logo on your forms, and regarding online content, visit the Marketing Communications Office's Policy and Practices website.

 

For information on Copyright solutions regarding the content of your forms, visit the Copyright Office's website.