Policy Number: AUS-09P-01003
Sponsor: Office of the Executive Vice President and Treasurer
Effective Date: September 3, 2021
A. PURPOSE
At The American University of Science ("AUS", "University", "university"), privacy is of utmost importance and is taken very seriously. The university is committed to respecting your privacy and ensuring that your personal information is always protected.
B. APPLICABILITY
The online privacy policy is designed to inform you about your privacy when using any of our websites under TheAUS.us. This policy applies to all TheAUS.us websites unless otherwise specified on a particular website.
C. STATEMENT
It is essential to remember that websites other than TheAUS.us may have their privacy policies or statements. AUS units and individuals may also have their policies in place. Therefore, it is recommended that visitors review these policies before proceeding to ensure their privacy is protected.
1. Online Privacy Notice
This Online Privacy Notice applies to the information that we collect when you visit AUS’s main website (TheAUS.us) and other websites that we own or control and link or refer to this Privacy Notice (together, the “Sites”). This Notice describes how this information is processed and the choices available regarding using the information you provide.
Unless indicated on a specific Site, AUS is the data controller for all information collected under this Notice.
This Notice does not apply to information collected from or about current or former employees, contractors, volunteers, post-doctorate fellows, and other AUS workers as part of their employment or working relationship with AUS.
1.1. Personal Information
1.1.1. Individuals can access the AUS websites without disclosing personal information.
1.1.2. When accessing or using the AUS websites, the following types of information from a user may be collected and processed:
1.1.2.1. “Personal Information” is any information that we can reasonably use to identify you. If you are located in the European Economic Area (EEA), Personal Information includes all Personal Data as defined under EEA laws.
1.1.2.2. “Sensitive Personal Information” includes special categories of Personal Information (e.g., racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning health, and data concerning a natural person’s sex life or sexual orientation) for which applicable law provides enhanced protections.
1.2. Voluntarily Provided Information
In order to use certain features on the AUS websites, users may be required to provide additional information, such as their name or email address, through web forms. This information is essential for AUS to be able to contact the user or subscribe them to updates. AUS takes user privacy seriously and assures them that their provided information will be used solely to fulfill their request(s) and to contact them in case of any issues with their request. AUS will not share, exchange or sell any personal information, including email addresses, to third parties to respect user privacy.
2. Automatically Collected Information for Visitor and Traffic Analytics
2.1. Cookies
2.1.1. This part provides more information about cookies, what types of cookies are used, and how they are used. The AUS websites use cookies with the intention of providing users with a user experience that best suits their needs, while concurrently allowing the website to improve its design and functionality. Cookies can be adjusted or disabled, and this policy provides instructions on how to do so.
2.1.2. A cookie is a file designed to contain a small amount of user and website information stored on a user’s computer. The file interacts with the user and the website to provide a webpage tailored to the user through its awareness of information held within the file. Cookies also have the ability to carry all or parts of the information stored within the file to other websites that the user may visit or to third parties.
2.1.3. Types of Cookies
A third-party cookie is placed by a domain other than that of the website the user is visiting.
A session cookie is temporary, linking the actions of a user during the any given browser session. When the browser is closed, the cookie is deleted.
A permanent cookie, also known as a persistent cookie, is stored for a specific period of time and activates each time the user visits the website that created the cookie.
2.1.4. Use of Cookies
2.1.4.1. Third-party, session and persistent cookies and similar technology are used to collect aggregate (non-personal) information about Sites usage by all visitors and to help remember preferences when revisiting the Sites. These cookies may stay on the browser into the future until they expire or are deleted. Additionally, technology is used to remember users the next time they log in. Some of these cookies are erased when the browser window is closed and some persist for a period of time. Further general information about cookies and how they work is available at www.allaboutcookies.org.
2.1.4.2. Selected third parties may be allowed to place cookies through the Sites to provide better insights into the use of the Sites or user demographics or to provide relevant advertising to the user. These third parties may collect information about a user’s online activities over time and across different websites when the user uses the AUS websites.
2.1.5. Adjusting Cookie Settings
To change cookie settings, one can review their internet browser's cookie options. Popular browsers such as Chrome, Firefox, and Safari provide options to manage cookies under the 'Help', 'Preferences', or 'Options' menus.
2.1.6. Interest-Based Advertisements
2.1.6.1. Some websites engage in online interest-based advertising to enhance the user's experience and show them ads that might interest them. Like many organizations, these websites and their advertising partners display tailored interest-based advertising using information users make available to them when they interact with the sites. Interest-based ads, also sometimes referred to as personalized or targeted ads, are displayed to users based on information from activities such as searching on the website or visiting websites that contain their content or ads. This is done using a variety of digital marketing networks and ad exchanges, and a range of advertising technologies like web beacons, pixels, ad tags, cookies, and mobile identifiers.
2.1.6.1.2 To learn more about interest-based ads or to opt out of receiving third-party interest-based ads, users can visit http://optout.aboutads.info or www.youronlinechoices.eu. It is important to note that if users opt out of interest-based advertising, they will still see ads – they will just not be tailored to their interests. Additionally, deleting browser cookies can remove the cookie preferences users have made, so they may need to opt-out again in the future.
2.1.7. Blocking Cookies
If one chooses to decline or block cookies by adjusting their browser settings, including cookies essential to the Sites, it should be noted that all or parts of the Sites may not be functional or accessible to them. The Sites will issue cookies as soon as the AUS websites are visited unless the browser cookie settings are adjusted to prevent such an occurrence. It is recommended to review the information provided in the cookie policy on adjusting cookie settings for the browser of choice.
2.2. Google Analytics
Google Analytics is used to help operate the Sites more efficiently, gather demographic information, and monitor the level of activity of the Sites. For information on how Google uses data from sites that share information with Google, see https://www.google.com/policies/privacy/partners/ (or other relevant URLs that Google may provide from time to time). To prevent the use of Google Analytics relating to your use of the Sites, you can download and install the browser plugin available at this link: https://tools.google.com/dlpage/gaoptout?hl=en.
3. Basis for Processing
Personal information collected on the AUS websites is processed to facilitate online interactions with the user. Personal information is only collected and processed in furtherance of AUS’s legitimate interests and/or to fulfill any contractual obligations with the user.
4. How Information is Stored and Secured
AUS utilizes risk-assessed administrative, technical, and physical security measures to protect your personal information. There are reasonable security measures in place to help prevent the loss, misuse, and alteration of your data. However, it's important to note that no method of transmission over the Internet or electronic storage is 100% secure.
5. How Long Personal Information is Kept
It is stated that the University considers its relationship with the AUS community to be lifelong. This suggests that the organization will maintain a record for the individuals until they inform the organization that they no longer wish to stay in touch. Furthermore, after that point, the organization will keep a core set of information for AUS's legitimate purposes, such as archival, scientific, and historical research, and for the defense of potential legal claims.
6. Sharing Personal Information
Information is shared internally at Stanford to facilitate and manage the purposes listed above. This includes third parties whom Stanford engages to process Personal Information on their behalf for the purposes stated above, such as vendors who help Stanford with marketing, application processing, and web hosting. Personal data may also be shared with government and law enforcement agencies or regulators to 1) comply with a legal process, subpoena, order, or other legal or regulatory requirement applicable to Stanford University; 2) enforce terms of use or other policies at Stanford; or 3) pursue available legal remedies or defend against legal claims. Other third parties may be involved as per the request, as permitted by this and other Stanford University policies and applicable laws and regulations. Stanford University will not sell any personal information to third parties for their use in direct marketing, advertising, or promotion of their products or services.
7. International Transfer of Personal Information
7.1. Personal information provided by users outside of the United States may be transferred to other countries such as the United States, where data protection laws may differ from those of their home country. By providing the requested information, users acknowledge that their information will be transferred to the U.S. and processed on servers in the U.S. However, all reasonable steps will be taken to protect privacy in accordance with the applicable data protection laws.
7.2. Non-personally identifiable information we collect and process
AUS, non-personally identifiable internet log information such as browser type and navigation to various parts of the AUS websites, in an aggregated form, is collected for analytical purposes to improve the browsing experience of our Sites, update relevant content, and improve the overall design.
8. Information Security
AUS takes the security of your personal information seriously. AUS’s minimum security standards can be found in the Wise Book.
9. Marketing
Personal Information submitted by users through the AUS websites, such as names, addresses, and other contact information, may be collected by AUS for internal marketing and development purposes. It may also be utilized to respond to inquiries, complete transactions, or fulfill other forms of customer service. Users who do not wish to receive marketing from AUS can unsubscribe using the instructions provided in any marketing email they receive.
10. EEA Data Subject Rights
10.1. In certain circumstances, individuals have the right to access their personal information, correct or erase information, restrict processing, and object to communications, direct marketing, or profiling. The EU's General Data Protection Regulation provides further information about these rights. Additionally, individuals have the right to lodge complaints with their national or regional data protection authority.
10.2. If individuals wish to exercise these rights, they should be provided with an opportunity to discuss any concerns they may have. To verify their identity, further information may need to be requested to protect the personal information that is held. When a request to erase information is received, a core set of personal data will be maintained to ensure that they are not contacted inadvertently in the future, as well as any information necessary for AUS archival purposes. For legal purposes, some financial information, including US IRS compliance, may also need to be retained.
10.3. In the event of an actual or threatened legal claim, the personal information of individuals may be retained for purposes of establishing, defending against, or exercising rights with respect to such claim.
10.4. Individuals who provide information directly to AUS consent to the transfer of their personal information outside of the European Economic Area to the United States. They understand that the current laws and regulations of the United States may not provide the same level of protection as the data and privacy laws and regulations of the EEA.
11. Access and Choice
11.1. AUS students can manage privacy settings for their directory information. Faculty, staff, and other AUS affiliates can manage their privacy settings.
11.2. Users have the option to opt out of receiving emails from AUS by "unsubscribing" using the instructions provided in any email received from us. However, please note that this will not prevent AUS from sending emails regarding their account or transactions with AUS.
12. Document Retention
Personal Information is kept for as long as necessary to fulfill the particular purpose for which it was collected. Records may also be retained if legally required or to fulfill a legitimate interest.
13. Updates to Privacy Policy
AUS reserves the right to modify its policy at any time. One's continued use of the AUS website after any change in this policy will constitute their acceptance of such change.
14. Additional Information
14.1. The AUS websites may contain links to third-party sites located outside of AUS. AUS is not responsible for the privacy practices or the content of these websites. It is recommended that individuals review privacy statements and policies published by these third-party sites.
14.2. If any significant changes are made in the way an individual's personal information is treated, it will be made clear on the AUS website or by contacting the individual directly. The controller for personal information is AUS.
