Brandeis International Business School

Privacy Policy

Privacy Notice for Brandeis International Business School

The International Business School at Brandeis University ("IBS") is committed to safeguarding the privacy of personal data. This Privacy Notice outlines the collection, use, and disclosure of personal information provided to the University by students, applicants for faculty positions and research subjects as well as by prospective students and applicants for programs offered by IBS (“Prospective Students”. When information is submitted to IBS, or you use the University's websites and other services, you consent to the collection, use, and disclosure of that information as described in this Privacy Notice.

University Use of Information

IBS collects and processes Information and Sensitive Information from individuals who are students only as necessary in the exercise of the University's legitimate interests, functions and responsibilities as a private research higher education institution. IBS also collects and processes Information and Sensitive Information from individuals who are research subjects in the exercise of scientific, historical research, or statistical purposes. IBS also collects and processes Information from individuals who are applicants for faculty positions in order to enter into or administer a contract for employment with the University. Information is collected from students and shared with internal and external parties to register or enroll persons in the University, provide and administer housing to students, manage a student account, provide academic advising, develop and deliver education programs, track academic progress, analyze and improve education programs, recruitment, regulatory reporting, auditing, maintenance of accreditation, and other related University processes and functions. IBS also uses Information and Sensitive Information to conduct general demographic and statistical research to improve University programs. Sensitive Information is collected, processed and shared internally and externally, as necessary, applicable and appropriate, to identify appropriate support services or activities, provide reasonable accommodations, enforce University policies or comply with applicable laws. Finally, Information and Sensitive Information may be shared by IBS with third parties who have entered into contracts with the University to perform functions on behalf of the University, subject to the obligation of confidentiality and safeguarding from unauthorized disclosure.

For purposes of this Privacy Notice, Sensitive Information is defined as race, ethnic origin, religious or philosophical beliefs, health data, sexual orientation, and criminal convictions.

For purposes of this Privacy Notice, Information refers to any other information concerning a natural person that is created by or provided to IBS from or concerning students, applicants for faculty employment and research subjects.

Third Party Use of Sensitive Information

We may disclose your Sensitive Information and other Information as follows:

  • Consent: We may disclose Sensitive Information and other Information if we have your consent to do so.
  • Emergency Circumstances: We may share your Information, and Sensitive Information when necessary to protect your interests and you are physically or legally incapable of providing consent.
  • Employment Necessity: We may share your Sensitive Information when necessary for administering employment or social security benefits in accordance with applicable law or any applicable collective bargaining agreement, subject to the imposition of appropriate safeguards to prevent further unauthorized disclosure.
  • Charitable Organizations: We may share your Information with other not-for-profit organizations in connection with charitable giving subject to the imposition of appropriate safeguards to prevent further unauthorized disclosure.
  • Public Information: We may share your Information and Sensitive Information if you have manifestly made it public.
  • Archiving. We may share your Information and Sensitive Information for archiving purposes in the public interest, and for historical research, and statistical purposes.
  • Performance of a Contract: We may share your Information when necessary to administer a contract you have with the University.
  • Legal Obligation: We may share your Information when the disclosure is required or permitted by international, federal, and state laws and regulations.
  • Service Providers: We use third parties who have entered into a contract with the University to support the administration of University operations and policies. In such cases, we share your Information with such third parties subject to the imposition of appropriate safeguards to prevent further unauthorized disclosure.
  • University Affiliated Programs: We may share your Information with parties that are affiliated with the University for the purpose of contacting you about goods, services, charitable giving or experiences that may be of interest to you.
  • De-Identified and Aggregate Information: We may use and disclose Information in de-identified or aggregate form without limitation.
Security

We implement appropriate technical and organizational security measures to protect your information when you transmit it to us and when we store it on our information technology systems.

Cookies and Other Technology

The University's use of cookies and other data from information technology can be found in the Privacy Notice on the University’s Website.

Retention and Destruction of Your Information

Your information will be retained by the University in accordance with applicable state and federal laws. Your information will be destroyed upon your request unless applicable law requires destruction after the expiration of an applicable retention period. The manner of destruction shall be appropriate to preserve and ensure the confidentiality of your information given the level of sensitivity, value and criticality to the University. The erasure of your information shall be subject to the retention periods of applicable state and federal laws, and to the legitimate interests of the university to maintain our own necessary records accurately and completely.

Your Rights

You have the right to request access to, a copy of, rectification, restriction in the use of, or erasure of your information in accordance with all applicable laws. The erasure of your information shall be subject to the retention periods of applicable state and federal laws. If you have provided consent to the use of your information, you have the right to withdraw consent without affecting the lawfulness of the University's use of the information prior to receipt of your request.

Students may exercise these rights by accessing your student account maintained by the University's information technology systems using their login credentials, or by contacting the University's Registrar, Mark Hewitt, at mhewitt@brandeis.edu.  Applicants for employment as faculty may exercise these rights by accessing their account created in the University's information technology systems, or by contacting Kelly Forde, at kforde@brandeis.edu.

Information created in the European Union will be transferred out of the European Union to the University. If you feel the University has not complied with applicable foreign laws regulating such information, you have the right to file a complaint with the appropriate supervisory authority in the European Union.

Privacy Notice for Prospective Students

The IBS Office of Admissions is committed to safeguarding the privacy of individuals who apply for admission to the school. This section of the Privacy Notice outlines the school’s collection, use, and disclosure of information provided by prospective students and applicants. When you submit your application to us, or otherwise provide us with information in your application for admission, or use our websites and other services, you consent to our collection, use, and disclosure of that information as described in this section of the Privacy Notice.

Prospective Student Information Collected by IBS Admissions

As part of the application process, IBS may collect Sensitive Information from you.  For purposes of this Privacy Notice, Sensitive Information is defined as your voluntary response in the application for admission to questions concerning your race, ethnic origin, and history of criminal conviction.  Sensitive Information also includes religious or philosophical beliefs, trade union membership, health data, or sexual orientation that may be volunteered by you in your personal essay submitted with your application for admission.

As part of the request for information form and application process, the University also collects general information from you such as your name, address, email address phone number, and education.  For purposes of this Privacy Notice, Information refers to all other information that you have provided to IBS Admissions in your application.

As part of its effort to respond to questions from prospective students in a timely manner, IBS offers a voluntary online chat service provided by a reputable third party which is used to respond to questions in real time during pre-determined days and hours, and when not in service, provides users with the option of sharing contact information so that follow up may be handled via email. This third party firm handles information obtained via their service in a manner which complies with the GDPR regulations.

University Use of Information

IBS Admissions will use Information that you provide to us and Information we collect about you to administer your application. In addition, we may use your Information to analyze and improve our admissions process, for outreach efforts, and for other University processes and functions related to your admission as a student. We also might de-identify your Sensitive Information to use for research or statistical purposes.  If you are accepted for admission to IBS, we will use and share your Information and Sensitive Information internally with other University offices and units as necessary and appropriate to support your success as a student, to deliver education, advising, residence, athletic, student development, financial aid, to communicate the school’s activities, and for fundraising.

Online Payments

We may collect credit card information from you for your application fee and enrollment deposit. A reputable third-party financial institution handles our credit card transactions.

Whenever you transmit credit card information through our site, the numbers and letters are scrambled using encryption technology to protect the information from being stolen or intercepted. To protect your security, we do not allow you to store your credit card number from session to session.

Cookies

The University’s use of cookies and other data from information technology can be found in the Privacy Notice for the Website.

Third Parties

We may also disclose your information to third parties as follows:

  • Consent: We may use and disclose your Information and Sensitive Information to third parties if we have your consent to do so.
  • Parents and Guardians: In some cases, we may share your Information with a parent or guardian if necessary to properly complete the admissions process or in the event of an emergency.
  • Service Providers: We may use third parties to support our operations including processing of payments, provision of student information from those who take pre-entry tests or who express an interest to third parties in attending business school. In such cases, we may receive or share your Sensitive Information and Information with such third parties who are obligated to keep it confidential and safeguard it from unauthorized disclosure.
  • School Counselors and Administrators: We may use your Information and share it with your school counselors and administrators.
  • University Affiliated Programs: We may share your Information with third parties that are affiliated with the University for the purpose of contacting you about goods, services, or experiences that may be of interest to you.
  • Research and Studies: We may share your Information with third parties that study admissions or other topics related to higher education. We may also share your Information with third parties that conduct research or develop products or services designed to improve admissions and other higher education functions.  If we do share your Information for this purpose, it will be de-identified.
  • Required by Law: We may share your Information with third parties to the extent we are required to do so by law, court order, or subpoena.
  • Emergency Circumstances: We may share your Information with third parties if, in our sole judgment, such disclosure is necessary to protect the health, safety, or property of any person.
  • De-Identified and Aggregate Information: We may collect, use and disclose Sensitive Information or other Information about our applicants in de-identified or aggregate form without limitation.
Security

You must have a secure browser—one that supports secure transmission of data across the Internet—to apply online to IBS. For more information about your browser’s security features, use your browser’s help feature.

We seek to implement appropriate security measures to protect your information when you transmit it to us and when we store it on our systems. Unfortunately, no data transmission or storage can be guaranteed to be 100% secure. Your application account password is protected so that only you can access it and view the information that you provide to us through your application portal.  We strongly advise you not to share your password with anyone.

Retention and Destruction of Your Information

Your information will be retained by IBS Admissions in accordance with the applicable retention periods pursuant to state and federal law.  Your information will be destroyed upon your request unless applicable law requires destruction after the expiration of an applicable retention period.  The manner of destruction shall be appropriate to preserve and ensure the confidentiality of your information given the level of sensitivity, value and criticality to the University. The erasure of your information shall be subject to the retention periods of applicable state and federal laws, and to the legitimate interests of Brandeis to keep necessary records relative to your application to and/or attendance at the university.

Your Rights

You have the right to request access to, a copy of, rectification, restriction in the use of, or erasure of your information. These rights differ depending upon the location within the world where Information and Sensitive Information was created or shared.  The erasure of your information is also subject to the retention requirements of state and federal law.  If you have provided consent to the use of your information, you have the right to withdraw consent without affecting the lawfulness of the University’s use of the information prior to receipt of your request.  You may exercise these rights by contacting: globaladmissions@brandeis.edu.

Information created in the European Union will be transferred out of the European Union to the University.  If you feel the University has not complied with applicable foreign laws regulating such information, you have the right to file a complaint with the appropriate supervisory authority in the European Union.

Updates to This Notice

We may update or change this notice at any time. Your continued use of the University's website and third party applications after any such change indicates your acceptance of these changes.

Last updated: May 25, 2018