About the Office

The NWP Privacy Office helps students, staff, and the public navigate access and privacy legislation and provides resources on how the polytechnic accesses, collects, uses, discloses, protects and retains your personal information. 

Aerial view of Grande Prairie Campus on a bright sunny summers day Aerial view of Grande Prairie Campus on a bright sunny summers day

Privacy Office

Legislation

The Protection of Privacy Act (POPA) is the legislative framework by which public bodies may collect, use, or disclose personal information and requires the protection of personal information held by public bodies. As well as allows public bodies to create, use and disclose non-personal data in limited circumstances.

Protection of Privacy Act    Government of Alberta Website

NWP Privacy Statement

Protection of Privacy – The personal information requested on this form is collected under the authority of the Post-Secondary Learning Act (s.65) and the Protection of Privacy Act (ss4(a) and (c)). It will be only be used for the purpose of recruitment, research, processing of your request by NWP, updating records, and receiving correspondence through a variety of communication channels including magazines, e-newsletters, special event notifications, invitations, and announcements. You will have the option to opt out of any communication correspondence upon receiving the first email. Questions concerning the collection, use and disposal of this information should be directed to:

Privacy Office Email: @email

Directory of Personal Information Banks

The Protection of Privacy Act (POPA) requires public bodies to be transparent about how they collect, use, and disclose personal information. One way this transparency is achieved is through the publication of a Directory of Personal Information Banks (PIBs).

A personal information bank is a collection of personal information that is organized or can be retrieved by an individual’s name or by an identifying number, symbol, or other particular identifier that is assigned to an individual. Northwestern Polytechnic (NWP) as a public body, collects personal information in the course of delivering its programs, administering pension plans, supporting employees and governance functions, and meeting legal and operational requirements.

Under section 57 of POPA, the head of a public body is required to create, maintain, and publish a directory that lists all personal information banks under its control. This directory must be made available in printed or electronic form and must be kept current.

Each entry in the NWP PIBs provides:

  • the title and location of the personal information bank;
  • a description of the type of personal information maintained and the categories of individuals whose information is included;
  • the legal authority for collecting the personal information; and
  • the purposes for which personal information was collected, used, or disclosed.

The PIB does not provide access to personal information or disclose information about specific individuals. Its purpose is to inform the public about the existence and management of NWP’s personal information holdings, and to support accountability and compliance with POPA.

PIB entries may be added or deleted as they are identified, scheduled, or decommissioned.

For questions regarding our Directory of Personal Information Banks, please contact:

NWP Privacy Office
10726 106 Ave
Grande Prairie, AB T8V 4C4
E-mail: @email

NWP Directory

Academic Upgrading Placement Spreadsheet

Location: Office of the Registrar
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Individuals who are applying to the polytechnic
Use: To coordinate placement tests for admission into polytechnic programs
Legal Authority: Protection of Privacy, section 4(c)

Active Directory

Location: Information Technology
Information Maintained: May include name, personal information, polytechnic identifiers, photographs
Individuals: Individuals who have interacted with the polytechnic as students, staff, contractors
Use: To provide authentication to resources
Legal Authority: Protection of Privacy, section 4(c)

Application for Financial Support

Location: Office of the Registrar
Information Maintained: May include name, personal contact information, polytechnic provided identifiers, demographic information, education history, polytechnic academic information, health information, accessibility needs, banking information
Individuals: Individuals who are applying for awards and/or bursaries
Use: To assess awards and bursary applications
Legal Authority: Protection of Privacy, section 4(c)

Apply Alberta (APAS)

Location: Office of the Registrar
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Individuals who are applying to the polytechnic
Use: To facilitate curriculum and Catalog Management
Legal Authority: Protection of Privacy, section 4(c)

Canada Student Loan Payments

Location: Financial Services
Information Maintained: May include name, personal information, polytechnic identifiers, banking information
Individuals: Individuals who are applying for or have been awarded Canadian Student Loans
Use: To facilitate student Canada Student Loan payments
Legal Authority: Protection of Privacy, section 4(c)

Caseware

Location: Financial Services
Information Maintained: May include name, polytechnic provided identifiers, business contact information, personal contact information
Individuals: Individuals who request payment for goods or services, reimbursement of expenses or the purpose of collecting monies
Use: To support polytechnic work
Legal Authority: Protection of Privacy, section 4(c)

Clockwork

Location: Accessibility Services
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Individuals who need to book an appointment with an Accessibility Services Provider
Use: To support students with accessibility issues
Legal Authority: Protection of Privacy, section 4(c)

Cloud and Network Drives

Location: Shared Services
Information Maintained: May include name, personal contact information, business contact information, polytechnic provided identifiers, banking information, externally provided identifiers, polytechnic employment information, certifications, education history, polytechnic academic information, training records, demographic information, health information, emergency contact information, accessibility needs, photograph
Individuals: Individuals who have interacted with the polytechnic as students, staff, volunteers, interested parties, mailing list subscribers, donors
Use: To facilitate polytechnic work
Legal Authority: Protection of Privacy, section 4(c)

D2L

Location: Centre for Teaching and Learning
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Individuals who are Employees and students
Use: To facilitate online learning and teaching
Legal Authority: Protection of Privacy, section 4(c)

Deltek Talent Management (HRSmart)

Location: Human Resource
Information Maintained: May include name, personal contact information, business contact information, polytechnic provided identifiers, banking information, externally provided identifiers, polytechnic employment information, certifications, education history, polytechnic academic information, training records, demographic information, health information, emergency contact information, accessibility needs, photograph
Individuals: Individuals who are and have been employees of the polytechnic
Use: To facilitate polytechnic work
Legal Authority: Protection of Privacy, section 4(c)

Diligent

Location: Executive Office
Information Maintained: May include name, personal contact information, externally provided identifiers, demographic information, accessibility needs, emergency contact information
Individuals: individuals who have accepted an appointment to serve on the Board of Governors or one of its standing committees
Use: To facilitate Governance, committee administration, communication, meeting logistics, and safety
Legal Authority: Protection of Privacy, section 4(c)

Drupal

Location: Communications
Information Maintained: May include name, personal information, polytechnic identifiers, photographs

Individuals: Individuals who have interacted with the polytechnic as students, staff, contractors
Use: To facilitate content management for the Northwestern Polytechnic website
Legal Authority: Protection of Privacy, section 4(c)

Entrust

Location: Information Technology
Information Maintained: May include name, personal information, polytechnic identifiers, photographs
Individuals: Individuals who have interacted with the polytechnic as students, staff, contractors
Use: To provide identification and facility access
Legal Authority: Protection of Privacy, section 4(c)

Flywire

Location: Financial Services
Information Maintained: May include name, personal information, polytechnic identifiers and banking information
Individuals: Current students of the polytechnic
Use: To facilitate student payments
Legal Authority: Protection of Privacy, section 4(c)

Fusion

Location: Athletics
Information Maintained: May include name, personal information, polytechnic identifiers, photographs
Individuals: Current employees and students of the polytechnic, as well as members of the public who have purchased a membership
Use: To facilitate gym access
Legal Authority: Protection of Privacy, section 4(c)

GFMS

Location: Facilities Maintenance & Operations
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Current employees and students of the polytechnic, as well as members of the public who require door access
Use:  To facilitate door access
Legal Authority: Protection of Privacy, section 4(c)

Heart and Stroke Training Portal

Location: School of Health and Continuing Education
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Individuals who are Employees and students who have completed Heart and Stroke Training
Use: In order to provide certification of successful course completion
Legal Authority: Protection of Privacy, section 4(c)

HSPnet

Location: School of Health
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: School of Health employees and students
Use: To coordinate student placement positions
Legal Authority: Protection of Privacy, section 4(c)

Infosilem

Location: Office of the Registrar
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Current students of the polytechnic
Use: To schedule final exams
Legal Authority: Protection of Privacy, section 4(c)

International Trauma Life Support Portal

Location: School of Health
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Employees and students who have completed an International Trauma Life Support program through the polytechnic
Use: To provide proof of successful completion/credential to students and employees
Legal Authority: Protection of Privacy, section 4(c)

Kuali

Location: Office of the Registrar
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Current employees 
Use: To facilitate curriculum and Catalog Management
Legal Authority: Protection of Privacy, section 4(c)

MainBoss

Location: Facilities Maintenance & Operations
Information Maintained: May include name, personal contact information
Individuals: Individuals and Employees who have made work order requests
Use: To assign and complete work orders as required for Polytechnic operations
Legal Authority: Protection of Privacy, section 4(c)

Matador

Location: Shared Services
Information Maintained: May include name, personal contact information, business contact information, polytechnic provided identifiers, externally provided identifiers, polytechnic employment information, certifications, education history, polytechnic academic information, training records, demographic information, health information, emergency contact information, accessibility needs, photograph
Individuals: Individuals who have interacted with the polytechnic as students, staff, contractors
Use: To facilitate polytechnic work
Legal Authority: Protection of Privacy, section 4(c)

Mental Health Commission of Canada

Location: School of Health
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Employees and students who have completed training through the Mental Health Commission of Canada
Use: To provide proof of successful completion/credential to students and employees
Legal Authority: Protection of Privacy, section 4(c)

Microsoft Dynamics

Location: Development and Alumni
Information Maintained: May include donor name, business contact information and personal contact information
Individuals: Alumni, Donors, Sponsors, Prospective Donors or Sponsors, Individuals who have signed up for updates
Use: To support the solicitation, acceptance, administration and stewardship of donations and to maintain effective communication and relationships with alumni, donors and institutional partners
Legal Authority: Protection of Privacy, section 4(c)

MyCreds

Location: Office of the Registrar
Information Maintained: May include name, personal contact information, demographic information, externally provided identifiers
Individuals: Individuals applying as students
Use: To record document submission
Legal Authority: Protection of Privacy, section 4(c)

Microsoft Dynamics

Location: School of Students
Information Maintained: May include name, personal contact information
Individuals: individuals who attended a recruitment event
Use: To improve client services and support better performance of business activities
Legal Authority: Protection of Privacy, section 4(c)
Post Secondary Learning Act section 65 

myNWP

Location: Office of the Registrar
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Individuals who are applying to or current students of the polytechnic
Use: To support course enrolment, student advising, and maintain student records
Legal Authority: Protection of Privacy, section 4(c)

Neonatal Life Support portal

Location: School of Health
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Employees and student who have completed the Neonatal Life Support program through the polytechnic
Use: To provide proof of successful completion/credential to students and employees
Legal Authority: Protection of Privacy, section 4(c)

NWP Assistant

Location: Communications
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Current employees of the polytechnic
Use: To facilitate polytechnic work
Legal Authority: Protection of Privacy, section 4(c)

NWP Mobile Application

Location: Communications
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Current employees of the polytechnic
Use: To facilitate polytechnic work
Legal Authority: Protection of Privacy, section 4(c)

OpenBlue Workspace

Location: Facilities Maintenance & Operations
Information Maintained: May include name, personal contact information, polytechnic identifiers
Individuals: Individuals and Employees who have made work order requests
Use: To assign and complete work orders as required for Polytechnic operations
Legal Authority: Protection of Privacy, section 4(c)

PaperCut

Location: Information Technology
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Individuals who print with polytechnic printers
Use: To facilitate polytechnic work
Legal Authority: Protection of Privacy, section 4(c)

Power Campus

Location: Office of the Registrar
Information Maintained: may include name, personal contact information
Individuals: Individuals who are applying to, current students or former students of the polytechnic
Use: To assess applications, maintain student records, provide academic support to students, and provide metrics and measures reporting
Legal Authority: Protection of Privacy, section 4(c)

Proctor U

Location: Shared Services
Information Maintained: May include name, personal contact information, identifying number, symbol or other particular assigned to an individual
Individuals: Individuals who are enrolled in a course
Use: Identity verification for students using online proctoring services to ensure compliance with academic conduct rules, managing student sessions and usage statistics
Legal Authority: Protection of Privacy, section 4(c)

Program Progression Spreadsheet

Location: Office of the Registrar
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Current students of the polytechnic
Use: To track student program progression
Legal Authority: Protection of Privacy, section 4(c)

Student Health and Dental Insurance Plan Spreadsheet

Location: Office of the Registrar
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Individuals who require Northwestern Polytechnic Students' Association (NWPSA) Health and Dental Insurance Plan enrolment
Use: To administrate the NWPSA Health and Dental Insurance Plan
Legal Authority: Protection of Privacy, section 4(c)

Symplicity Accommodate

Location: Accessibility Services
Information Maintained: May include name, personal information, polytechnic identifiers, accessibility needs
Individuals: Individual who have registered a request for accommodations
Use: To assess academic accommodations for students
Legal Authority: Protection of Privacy, section 4(c)

Symplicity CSM

Location: Student Life
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Individuals who have signed up for a service ie, careers help with resumes or practicum placements, and employers who would like placements. For businesses, contact information
Use: To connect students with potential employers
Legal Authority: Protection of Privacy, section 4(c)

Troy AssurePay

Location: Financial Services
Information Maintained: May include name, personal information, polytechnic identifiers, banking information
Individuals: Individuals who request payment for goods or services or reimbursement of expenses
Use: To facilitate cheque printing
Legal Authority: Protection of Privacy, section 4(c)

TruMerit

Location: Office of the Registrar
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: School of Health graduates requiring proof of nursing credential from the polytechnic
Use: To complete requested education verification
Legal Authority: Protection of Privacy, section 4(c)

Unit4 (Financial Services)

Location: Financial Services
Information Maintained: May include name, polytechnic provided identifiers, business contact information, personal contact information
Individuals: Individuals who request payment for goods or services, reimbursement of expenses or the purpose of collecting monies
Use: To support accounts payable and receivable functions
Legal Authority: Protection of Privacy, section 4(c)

Unit4 (Human Resource)

Location: Human Resources
Information Maintained: May include name, polytechnic provided identifiers, polytechnic employment information, personal banking information
Individuals: Individuals who have received payment and require a tax slip for income tax purposes
Use: To process pay and provide information, as applicable
Legal Authority: Protection of Privacy, section 4(c)

WorkDay

Location: Shared Services
Information Maintained: May include name, personal contact information, business contact information, polytechnic provided identifiers, externally provided identifiers, polytechnic employment information, certifications, education history, Banking information, polytechnic academic information, training, records, demographic information, health information, emergency contact information, accessibility needs, photograph
Individuals: Individuals who have interacted with the polytechnic as students, staff, contractors
Use: To facilitate polytechnic work
Legal Authority: Protection of Privacy, section 4(c)

WorldShare

Location: Learning Commons
Information Maintained: May include name, personal information, polytechnic identifiers
Individuals: Individuals borrowing materials from the learning commons
Use: To facilitate interlibrary loan
Legal Authority: Protection of Privacy, section 4(c)

Get in Touch

NWP Privacy Office
10726 106 Ave
Grande Prairie, AB T8V 4C4
E-mail: @email