Privacy Notice

Seneca Polytechnic is a publicly-funded institution with campuses throughout the Greater Toronto Area. This notice describes how we collect, use and disclose personal information. 

Personal information is collected under the legal authority of the Ontario Colleges of Applied Arts and Technology Act (OCAAT) and the Ministry of Training, Colleges and Universities Act (MCU), in compliance with the Freedom of Information and Protection of Privacy Act (FIPPA). Information collected is used by Seneca for academic, administrative, student support, employment-related, financial, research, statistical and other appropriate and consistent purposes. 

Seneca collects personal information of students, alumni and other parties, including but not limited to faculty, staff and private citizens as part of the services Seneca provides.  Personal information collected by Seneca includes certain identifying information, including, but not limited to, names, contact information, education and employment history, date of birth, Social Insurance Number, and relevant financial and medical information. 

Seneca’s EDI commitment ensures that we are critically analyzing, identifying, and dismantling the barriers to access and student success. Our Reconciliation and Inclusion plan recognizes that we play an important role as educators, as well as be a gathering place and community partner. It is our responsibility to foster an equitable, diverse, and inclusive education reflective of our community and to make sure everyone feels welcome, seen, heard, and supported inside and outside the classroom.

The EDI-related data collected through the Ontario Colleges Application Service (OCAS) application process will not be used to influence or determine any admissions decisions. The data may be used to guide communications and services and to develop opportunities for our student community.

Seneca collects personal information either directly, indirectly and/or via website technology.

We collect personal information when individuals communicate with us, apply directly to us or fill out our forms.  We also create records of our dealings with individuals that include personal information.  For example, we create and maintain a student record for every Seneca student.

Seneca may also collect personal information from other relevant sources including, without limitation, OCAS, secondary schools, colleges, universities and other institutions previously attended, including third-party services and test score providers where the items collected form a part of the application or admission process to a college program.

Like many organizations, we collect information about our visitors to our website.  Please refer to our section on “Website Privacy” below.

Seneca uses secure online platforms to facilitate certain online tests and exams (e.g., Examity, Respondus Monitor). Students will be notified if their webcam, microphone and computer screen are being monitored and/or viewed by authorized Seneca employees in order to ensure the integrity of the test or exam. Students will be informed if they are being recorded, the purpose of the recording and who will have access to the recordings.

Several classrooms and labs have been equipped with cameras, microphones, monitors and speakers that capture and stream instructor and student interactions, providing an in-person experience for students choosing to study online.

Programs that indicate flexible delivery will include at least one course in this format. Learn more in Seneca’s online video about Flexible Learning.

Seneca provides appropriate notice for the collection of personal information and takes reasonable steps to ensure that individuals are advised of the purpose for which their personal information is being collected, used or disclosed.

Where required, Seneca obtains the consent of individuals for the collection, use or disclosure of personal information (e.g., when releasing information to a third party); however, Seneca may collect, use or disclose personal information without the knowledge or consent of individuals but only as permitted by law.

Consent of a student, aged 16 or older, is required in order for Seneca to share information with a parent, guardian, or other family member.

Seneca is permitted to use personal information for the purpose for which it was obtained or compiled, or for a consistent purpose. Student information collected by Seneca may be used, among other things, to admit, register and graduate students, record academic achievement, issue identity cards and, where applicable, facilitate local transit passes, to provide access to information technology systems and to operate academic, financial, athletic, recreational, residence, alumni and other Seneca programs. Information collected from prospective or current students before or after enrollment may also be used for the purposes of statistical analysis, research and marketing.

The majority of personal information processing happens in Canada, however, if Seneca has a contract with a third party service provider that is based in another country, or if a student is participating in a student exchange program, Seneca may be required to transfer personal data to a third country or international organization.  In transferring personal data, Seneca will employ suitable safeguards to protect the privacy and security of the personal information so that it is only used in a manner consistent with the individual’s relationship with Seneca and this Notice.

Information on admissions, registration and academic achievement may also be disclosed as part of day-to-day operations of Seneca, used and/or disclosed for statistical and research purposes by Seneca, where it is necessary and proper in the discharge of Seneca's functions, to aid in the investigation concerning performance or status within, or completion of, an academic program, or with respect to an employment relationship, or as required or permitted under law. Information may be shared with other colleges and universities in order to facilitate a student’s enrolment and participation in a collaborative program in which Seneca has entered into a partnership agreement.

Information is shared with third parties where processing is necessary for the purposes of legitimate interests pursued by Seneca (e.g. health insurance plan provider, residence management, to enable access to an educational tool or platform).  In order to demonstrate that a student has not opted out of a specific student service or program, information confirming their payment of optional term fees may be shared with that respective service provider to ensure the student has unimpeded access to the service or program they have supported.

Seneca is required to disclose personal information such as Ontario Education Numbers, student characteristics and educational outcomes to the Ministry of Colleges and Universities under s. 15 of the Ministry of Training, Colleges and Universities Act, R.S.O. 1990, Chapter M.19, as amended.

The ministry collects this data for purposes such as planning, allocating and administering public funding to colleges, universities and other postsecondary educational and training institutions and to conduct research and analysis, including longitudinal studies, and statistical activities conducted by or on behalf of the ministry for purposes that relate to postsecondary education and training. Further information on the collection and use of student-level enrolment-related data can be obtained from the Ministry of Colleges and Universities website.

In support of the Graduate and Employer Key Performance Indicator (KPI) Surveys, Seneca shares a limited amount of student and graduate information with the ministry and their contracted survey provider. The ministry collects this information under the legal authority of OCAAT, in compliance with FIPPA. To learn more visit College graduation, satisfaction and job rates | ontario.ca. 

Samples of student work will be made available to subject matter experts periodically in accordance with the Ministry of Colleges and Universities requirements for quality assurance purposes. All names and other identifying information will be removed from the work.

Under the authority of section 13 of the Statistics Act (Canada), Statistics Canada requires Ontario colleges and universities to report student-level data to Statistics Canada’s Postsecondary Student Information System (PSIS) in order to meet policy and planning needs in the field of postsecondary education. The information collected may be used by Statistics Canada for statistical and research purposes, and the confidentiality provisions of the Statistics Act prevent the information from being released in any way that would identify a student. Further information is available on the Statistics Canada’s Postsecondary Student Information System.

Seneca acknowledges that student assigned email addresses may be visible to other students when participating in Seneca collaboration platforms (e.g., Blackboard, Zoom or MS Teams) and students should expect to share this limited information as part of their participation in educational activities. Seneca does not publish student assigned email addresses in a directory or global address list.

Seneca publishes a list of graduates (as of April 2022) including the student’s name, program, distinction and term of graduation on our Seneca proud graduation webpage. Students are notified about the publication at the time of graduation, and have the option to request that their name be removed from the list. Any additional disclosure of student information requires their consent, unless otherwise permitted under FIPPA.

Individuals have the right to ask for their own personal information and to request a correction of records containing their own personal information. For more information please visit the Freedom of Information webpage.

Seneca takes reasonable steps to protect personal information against loss or theft as well as unauthorized access, disclosure, copying, use or modification, regardless of the format in which the information is held, using appropriate administrative and security safeguards. In working with service providers who handle personal information on its behalf, Seneca takes reasonable steps to choose service providers that are capable of protecting personal information as per Seneca security and privacy standards. Service provider privacy and security obligations are documented in contractual agreements.

Record retention is dependent on the type of record. Records are retained as per department/program retention practices, and/or as required by legislated statute. 

Seneca respects your online privacy.  Personal information is collected and used online in certain circumstances. For instance, we collect and use information you submit while using the online chat “help form” in order to appropriately respond to your inquiries.

Our site uses cookies which are small files containing pieces of information that are stored by your browser on your computer's hard drive. Most web browsers automatically accept cookies, but if you prefer, you can set your browser to block them.

We collect cookie information to authenticate you, prevent fraud and provide you with the services you have requested. We also use cookies to measure the performance of our website, to improve our sites, and to track and analyze your behaviour on our website in order to provide you with a better user experience.

We use web analytics and advertising services such as Google Analytics 4 and Google Ads to help us analyze the data collected on our website and webforms, to perform ad measurement services, and to improve our overall ad performance. At no time do we share identifiable personal information with our analytics service providers. 

Seneca may provide links to other websites outside of Seneca. Seneca makes no warranty or endorsement of material contained within such websites, nor does Seneca assume any responsibility for the linked website or its contents.  Our privacy notice only applies to our website.  If you click on a link to another website, you should review their privacy notice. 

Seneca is responsible for all personal information under its control, including personal information disclosed to third parties who provide services. The Privacy Office is responsible for providing advice and direction to support Seneca’s compliance under the Freedom of Information and Protection of Privacy Act (FIPPA) and other applicable privacy legislation; however, all employees are accountable for protecting the personal information in the custody and control of Seneca.

If you have any questions or concerns regarding the collection, use and disclosure of your information, or in regards to the Seneca’s privacy practices, please contact the Seneca Privacy Office. 

Canada's anti-spam legislation (CASL) is the federal law dealing with spam and other electronic threats. It is meant to protect Canadians while ensuring that businesses can continue to compete in the global marketplace. CASL applies to any commercial electronic message (CEM) sent to an electronic address. CEMs include any email, text message, and sound, voice, or image message sent through electronic means and having as its purpose or one of its purposes, encouraging participation in a commercial activity.

Some Seneca messages are excluded from CASL. They include messages:

• directly related to student applications, admissions, and registration processes for Seneca-run programs and courses
• promoting the purchase of products, goods or services offered by Seneca or closely connected to the core activities of the institution
• responding to inquiries, requests or complaints
• containing a Seneca-endorsed donation request

Seneca takes every measure to ensure all CEMs are compliant. For all requests or inquiries about CASL, please email Seneca's CASL contact.

The European Union’s (EU) General Data Protection Regulation (GDPR) is a privacy law that came into force on May 25, 2018. It is designed to give residents in the EU control over how their data is processed and used. Seneca collects personal information for the purposes indicated above, to fulfil Seneca’s legitimate interests, functions and responsibilities as a public, postsecondary educational institution.

EU residents have certain rights under the GDPR. All requests or inquires pertaining to information subject to GDPR, including access and correction of personal information, requests to withdraw consent for continued processing, data portability, or erasure of personal data, can be directed to:

In addition, EU residents have the right to submit a complaint with an EU supervisory authority, in particular the one in their EU Member State of residence, place of work, or place of the alleged violation, if they believe that Seneca’s processing of Personal Information violates the GDPR. 

Seneca keeps its privacy notice under regular review and places any updates on this web page. This privacy notice was last updated on November 7, 2024.

Seneca Privacy Office and FAQs on privacy protection

Seneca Privacy Office Pamphlet

Freedom of Information