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Policies & Procedures / Willamette University Privacy Notice for Oregon Residents

Willamette University Privacy Notice for Oregon Residents

Willamette University values your privacy and is committed to protecting your personal information in accordance with the Oregon Consumer Privacy Act (OCPA). This Privacy Notice explains how the University collects, uses, and protects your information, and your rights under the OCPA.

1. Scope

This Privacy Notice applies to personal information collected from Oregon residents that falls within the scope of the OCPA. It covers data collected through our websites, admissions and enrollment systems, academic services, research, and other university operations. Please note that employment records and contracted services records are exempt from the OCPA and therefore, this notice is not applicable to those records.

2. Information the University Collects

Examples of the personal data the University collects:

  • Identifiers: Name, email, mailing address, phone number, student ID, government-issued ID numbers
  • Education Information: Enrollment records, student conduct records, transcripts, academic performance
  • Financial Data: Payment records, tuition, financial aid, and donation history
  • Web Activity: IP address, browser type, pages visited on our sites, device info
  • Geolocation Data: Based on IP address or mobile use (if enabled)
  • Demographics: Age, gender, race/ethnicity (when voluntarily provided)
  • Inferences: Information inferred from your behavior or profile to tailor experiences

3. How the University Uses Your Information

Your data is used only for purposes that are necessary and proportionate to the University’s educational mission, including:

  • Administering admissions, classes, and academic services
  • Compiling prospective student information
  • Managing financial aid, billing, and scholarships
  • Ensuring campus safety and compliance
  • Providing support services (housing, advising, health, etc.)
  • Operating, improving, and securing our websites and digital tools
  • Engaging with alumni, donors, and the community
  • Complying with legal obligations

4. Selling of Personal Data

The University limits selling of personal data to its alumni population. Specifically, the University provides a third-party insurance provider with alumni names, addresses, email addresses, and University ID numbers in order to offer alumni exclusive discounts on insurance products.

  • Alumni who prefer not to have their information shared with this third-party vendor may opt out by contacting the University Advancement Department at 503-370-6340, or advancement-info@willamette.edu.

5. Other Legal Frameworks

Some of your personal data may be protected under other laws:

  • FERPA (Family Educational Rights and Privacy Act): Applies to student education records.
  • GLBA (Gramm Leach Bliley Act): Applies to personally identifiable financial data the University collects about an individual in connection with providing a financial product or service.

Where these federal laws apply, they take precedence over the OCPA.

6. How the University Shares Your Information

The University may share personal data with:

  • University departments and affiliates with a legitimate need to know
  • Service providers acting on our behalf (e.g., software vendors, cloud services)
  • Accrediting bodies, research partners, or government agencies
  • Law enforcement or courts when required by law

The University does not allow outside entities to use your data for their own marketing or advertising with the exception detailed in section 4 of this notice.

7. Your Rights Under Oregon Law

If you're an Oregon resident, you have the right to:

  • Access your personal data
  • Correct inaccurate data
  • Delete your data (with exceptions)
  • Receive a copy of your data (portability)
  • Opt out of:
    • Targeted advertising (we do not currently engage in this)
    • Sale of personal data (limited to section 4)
    • Profiling with significant legal or academic effects (not practiced)

You may also appeal a denied request. Appeals will be reviewed and responded to within 45 days.

To exercise these rights, please email: privacy-info@willamette.edu

8. Data Retention

The University retains personal data only as long as necessary to fulfill the purposes described above, or to comply with legal and institutional obligations (e.g., academic records, financial reporting).

9. Security Measures

The University implements reasonable technical, administrative, and physical safeguards to protect your personal data from unauthorized access, use, or disclosure.

10. Changes to This Notice

This Privacy Notice may be updated from time to time, as needed.

11. Contact Us

For questions or concerns regarding your privacy, please contact us at:
Email: privacy-info@willamette.edu