For a detailed overview of the privacy complaint process, refer to Procedure 20-7 - Handling Privacy Complaints.
How to file a privacy complaint
Step 1: Complete the Privacy Complaint Form [PDF, 389KB] or write a letter that clearly outlines: the nature and extent of the circumstances of your complaint; the faculty, administrative office, or service in which the problem occurred; the name(s) of person(s) involved; the date or time period when the alleged violation occurred; and what you expect the outcome of the complaint to be.
Step 2: If you are being represented by a third party, be sure to include a signed copy of the Authorization Request Form for Representation [PDF, 489KB] when you submit your completed Privacy Complaint Form.
Step 3: Send the Privacy Complaint Form, the Authorization for Representation form (if applicable), and the application fee to the Director, Access to Information and Chief Privacy Officer.
Privacy complaints will be handled in a confidential manner that is respectful to both the complainant and the respondent. The University will make every reasonable effort to maintain the confidentiality of the complaint and will limit disclosure of information about individuals to those within the University who need to know for the purposes of, or purposes consistent with, addressing the situation, investigating, or taking corrective action.
Depending on the nature, circumstances, and complexity of the complaint, the steps and time taken to process the privacy complaint may vary.
General privacy complaint process
Step 1: An acknowledgment of receipt of the complaint is sent to the person who filed the complaint.
Step 2: The Director contacts the person who filed the complaint to clarify the complaint or gather additional information.
Step 3: The Director contacts the faculty, administrative office, or service and the person(s) identified in the complaint or who may have knowledge of the circumstances.
Step 4: The Director consults other appropriate authorities within the University, e.g., legal counsel, Protection Services, Office of Risk Management, Computing and Communications Service.
Step 5: The Director contacts the person who filed the complaint to review the matter and informs them of any steps taken to address the complaint and resolve any outstanding concerns.
Step 6: The Director follows up with the faculty, administrative office, or service and the person(s) involved to ensure that a plan is in place to implement corrective or remedial measures, if any.