Williams University values your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, and protect your data when you interact with us.

1. Information We Collect

We collect various types of personal data to provide educational services and maintain smooth university operations, including:

Personal Identification Data: Name, date of birth, contact details, nationality, passport/ID details.

Academic Records: Enrollment details, attendance, academic performance, grades, and course history.

Financial Information: Payment details, billing information, and scholarship or financial aid records.

Online Activity Data: IP address, cookies, browsing data, and usage statistics from our website or learning platforms.

Employment Information (for staff): Job application data, work history, performance evaluations, and qualifications.

2. How We Use Your Information

We use your personal data for:

Academic Administration: To manage student admissions, course registration, attendance, grading, and certification.

Financial Processing: To process tuition fees, scholarships, and other payments.

Communication: To keep students, staff, and faculty informed about courses, events, and important updates.

Support Services: To provide academic advising, career counseling, health services, and IT support.

Regulatory Compliance: To meet legal requirements, report to educational authorities, and ensure compliance with university policies.

Marketing and Surveys: With your consent, we may use your data for feedback surveys, marketing, and research purposes.

3. Legal Basis for Data Processing

We process your personal data based on:

Consent: When you provide data voluntarily for specific purposes, such as signing up for newsletters.

Contractual Obligation: To fulfill our agreement with you to provide education and related services.

Legitimate Interest: For internal management, security, and university improvement.

Legal Compliance: To comply with local and international legal obligations, such as reporting to government authorities.

4. Sharing of Information

We do not sell or rent personal data. However, we may share information with:

Service Providers: Third-party services such as payment processors, IT providers, or accreditation bodies.

Government Authorities: To comply with legal reporting or regulatory requirements.

Partner Institutions: For programs involving collaboration, exchanges, or joint degrees.

All third parties are required to adhere to the same level of data protection as outlined in this policy.

5. Data Security

We use a variety of security measures to protect personal data from unauthorized access, misuse, or loss, including:

Encryption: Secure transmission and storage of sensitive data.

Access Control: Restricted access to personal information based on role and necessity.

Regular Audits: Ongoing monitoring and audits to ensure data security standards are met.

6. Data Retention

We retain your personal data for as long as necessary for the purpose for which it was collected or as required by law. After that, your data will be securely deleted or anonymized.

7. Your Rights

You have the following rights regarding your personal data:

Access and Portability: Request a copy of the personal data we hold about you.

Correction: Request corrections to any inaccurate or incomplete personal data.

Deletion: Request the deletion of your personal data in certain circumstances.

Restriction and Objection: Request a limitation on how we use your data or object to specific uses.

Withdraw Consent: Withdraw consent for data processing where it was previously given.

To exercise these rights, please contact us at privacy@williams.university.

8. Cookies and Tracking

Our website uses cookies to improve user experience and gather analytical data. By using our site, you agree to the use of cookies in accordance with our Cookie Policy.

You can manage your cookie preferences through your browser settings. However, disabling cookies may limit your ability to use certain features of our website.

9. International Data Transfers

As Williams University operates in multiple countries, your personal data may be transferred across borders. We take appropriate measures to ensure that your data is protected when transferred internationally, in compliance with applicable privacy laws.

10. Children’s Privacy

We do not knowingly collect personal data from individuals under the age of 16 without verifiable parental consent. If we become aware that we have inadvertently collected such data, we will take immediate steps to delete it.

11. Policy Updates

Williams University reserves the right to update or modify this Privacy Policy at any time. Any significant changes will be communicated through our website or other appropriate channels. Your continued use of our services after any updates constitutes acceptance of the changes.

12. Contact Us

If you have any questions or concerns about this Privacy Policy, or if you wish to exercise your data protection rights, please contact:

Williams University Data Protection Office: DPO@williams.university