Privacy Policy

1. Purpose

Carey Hall and its operating divisions — Carey Seminary, Carey Lodge, and Carey Residences — are committed to protecting the privacy of individuals whose personal information we collect, use, and disclose. This Privacy Policy explains how we handle personal information in accordance with the British Columbia Personal Information Protection Act (PIPA), S.B.C. 2003, c. 63.

Our goal is to be transparent about our practices, to collect only the information we need, and to use it only for the purposes for which it was collected or as permitted by law.

2. Scope and Application

This policy applies to all personal information collected, used, or disclosed by:

• Carey Hall (parent organization)
• Carey Seminary — graduate theological education
• Carey Lodge — hospitality and conference services
• Carey Residences — on-campus student housing

It applies to information collected through our websites, application forms, email correspondence, in-person interactions, and any other means by which we receive personal information.

This policy does not apply to third-party websites linked from our sites. We encourage you to review the privacy policies of any external sites you visit.

3. Definitions

Personal Information

Any information about an identifiable individual, excluding business contact information used solely for business purposes (e.g., a person’s name, title, business address, telephone number, or email address when used in a professional capacity).

Sensitive Information

A subset of personal information that warrants heightened protection, including financial details, immigration or residency status, health information, and other information whose unauthorized disclosure could cause significant harm.

Consent

Voluntary, informed agreement — express (explicit) or implied (reasonable inference from context) — to the collection, use, or disclosure of personal information.

Privacy Officer

The designated individual at Carey Hall responsible for overseeing compliance with this policy and applicable privacy legislation.

4. Information We Collect

We collect personal information only as necessary for legitimate organizational purposes. The type of information collected varies depending on your relationship with us:

Students and Applicants (Carey Seminary):

• Full name, date of birth, and contact information
• Academic transcripts, degrees, and credentials
• English proficiency test scores (e.g., Duolingo English Test)
• Statement of faith, pastoral references, and ministry background
• Immigration and study permit documentation (international students)
• Financial information for bursary, scholarship, or payment plan applications
• Emergency contact information

Guests and Lodging Clients (Carey Lodge):

• Full name and contact information
• Payment and billing details
• Booking and reservation preferences
• Identification for check-in purposes

Residents (Carey Residences):

• Full name, contact information, and emergency contacts
• Lease agreements and rental payment information
• Security deposit records
• Maintenance and service requests

Website Visitors:

• IP address and browser type (collected automatically via cookies and analytics tools)
• Pages visited, time on site, and referral source
• Information submitted through contact or inquiry forms

Faculty, Staff, and Volunteers:

• Employment application materials and credentials
• Contact and payroll information
• Performance records and professional development information

5. Consent

We obtain consent before or at the time of collecting personal information, except where the law permits or requires collection without consent. Consent may be:

• Express — obtained verbally, in writing, or through a digital form; or
• Implied — inferred from context when the purpose is obvious and the information is not sensitive.

You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent may affect our ability to provide certain services. To withdraw consent, please contact our Privacy Officer.

We do not, as a condition of service, require consent to the collection, use, or disclosure of personal information beyond what is necessary to provide that service.

6. Use and Disclosure of Personal Information

We use personal information only for the purposes identified at or before the time of collection, or for a purpose consistent with those purposes. These include:

• Processing admissions applications and registering students
• Administering academic programs, grades, and transcripts
• Managing financial aid, scholarships, and bursaries
• Providing lodging, conferencing, and residential services
• Processing payments and managing accounts
• Complying with legal and regulatory obligations
• Communicating with you about programs, services, or updates relevant to your relationship with us
• Improving our programs, services, and website

We do not sell, rent, or trade personal information to third parties. We may disclose personal information to:

• Service providers acting on our behalf (e.g., payment processors, IT support) who are bound by confidentiality obligations
• Academic or regulatory bodies as required for accreditation or compliance
• Government authorities where required or authorized by law
• Other parties with your express consent

7. Retention of Personal Information

We retain personal information only as long as necessary to fulfil the purposes for which it was collected, or as required by law. Retention periods vary by category:

• Student academic records: retained indefinitely in accordance with accreditation standards
• Financial records: retained for a minimum of seven (7) years as required by the Canada Revenue Agency
• Lodging and reservation records: retained for three (3) years after the last transaction
• Residential tenancy records: retained for two (2) years after lease end
• Unsuccessful application files: retained for one (1) year, then securely destroyed

When personal information is no longer required, we destroy or de-identify it using secure methods appropriate to the medium (e.g., shredding physical documents, secure deletion of digital files).

8. Accuracy of Personal Information

We take reasonable steps to ensure that personal information we collect, use, or disclose is as accurate, complete, and up to date as required for the purposes for which it is used.

If you believe your personal information in our records is inaccurate or incomplete, please contact us and we will take reasonable steps to correct it.

9. Security Safeguards

We protect personal information using physical, administrative, and technical safeguards appropriate to the sensitivity of the information. These include:

• Restricted access to personal information on a need-to-know basis
• Password protection and encryption for digital records
• Secure physical storage for paper-based records
• Staff training on privacy obligations and data handling
• Contractual privacy obligations with third-party service providers

No method of electronic transmission or storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security. In the event of a privacy breach that creates a real risk of significant harm, we will notify affected individuals and, where required, the relevant authorities in a timely manner.

10. Your Rights

Subject to certain exceptions permitted or required by law, you have the right to:

• Access the personal information we hold about you
• Know how your personal information has been or is being used
• Challenge the accuracy or completeness of your personal information and request corrections
• Withdraw consent to the collection, use, or disclosure of your personal information
• Make a complaint about our privacy practices

To exercise any of these rights, please submit a written request to our Privacy Officer (see Section 12). We will respond within 30 business days. In some cases, we may request that you verify your identity before fulfilling a request.

If we are unable to provide access or must limit your access, we will explain the reason and, if applicable, advise you of any further recourse available, including the right to make a complaint to the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC).

11. Third-Party Platforms and Technologies

We use the following third-party platforms and services in our operations, each of which has its own privacy policy:

• Populi — Student information system for Carey Seminary (admissions, registration, financial records, and course management). See: populiweb.com/legal/privacy.
• Zoom — Video conferencing for synchronous course delivery and meetings.
• Google Workspace — Email, calendar, and document management.
• DocuSign — Electronic signature platform for contracts and agreements.
• Payment processors — For tuition, lodging, and residence payments.

We take reasonable steps to ensure that any third-party service provider we use maintains privacy protections consistent with PIPA and our obligations under this policy. However, once information is transmitted to a third-party platform, their respective policies govern its handling.

Our websites may use cookies and similar tracking technologies for analytics and functionality. You may configure your browser to refuse cookies; however, some features of our websites may not function properly if cookies are disabled.

12. Contact — Privacy Officer

For questions, concerns, or requests related to this Privacy Policy or our privacy practices, please contact:

Privacy Officer:

Carey Hall Society
5920 Iona Drive, Vancouver, BC  V6T 1J6
Email: privacy@thecareygroup.org
Phone: 604.225.5920

If you are not satisfied with our response, you have the right to make a complaint to the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC) at www.oipc.bc.ca.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, applicable law, or organizational structure. We will post the revised policy on our websites with an updated effective date. For significant changes, we will provide notice through appropriate channels (e.g., email to affected individuals or a notice on our website).

Continued use of our services after the effective date of a revised policy constitutes your acceptance of the changes.

Carey Hall · 5920 Iona Drive, Vancouver BC V6T 1J6 · privacy@thecareygroup.org · 604.225.5920