Information Technology Services Privacy Notice

Wichita State University (WSU) is committed to protecting the privacy and confidentiality of the personal information entrusted to us. We aim to help you understand what type of personal information WSU collects, uses, and discloses. While this document may not include all data systems or uses of data at any given time, it is reviewed and updated as necessary. Please visit WSU Policy 19.20 / Data Sensitivity Classification for more details on how personally identifiable information is defined at WSU.

This privacy notice describes the collection, use, and disclosure of your personal information by Information Technology Services (ITS), in order to:

• provide you with products and services you have requested;
• help ITS develop, troubleshoot, and improve the products and services provided via information systems by WSU; and
• ensure content relevant to you is presented in the most effective manner for you.

This notice does not cover how your personal information is collected, used, or disclosed by other departments or areas of the university, nor does it cover data classified as FERPA data. For more information on WSU’s management of personal data under FERPA, please reference this website: Family Educational Rights and Privacy Act. It also does not cover how your personal information may be used by third parties who integrate with systems or services used by this department. For more information on third party data management, please visit the privacy notices or policies located on their websites. WSU is not responsible for the availability, content, or privacy practices of non-university sites.

This privacy notice only references personal information in WSU IT systems that are accessed and used by ITS for their legitimate business purposes. The types of WSU systems accessed in ITS include:

• Student Information Systems
• Financial Information Systems
• Financial Aid Systems
• Human Resource and Payroll Systems
• Learning Management Systems
• Housing Systems
• Office/Personnel Productivity Tools

Personal information is collected in a variety of ways based upon the actions of the individual, or the legitimate business needs of the institution. The following examples of personal information are collected by the WSU systems or services referenced above through work-related functions completed by ITS.

• User Information: Wichita State University’s publicly facing technology services (e.g., websites, student information system, learning management system, and other similar systems listed above) collect personal information that you knowingly and voluntarily provide when completing applications and forms, sending emails, registering for classes, applying for a job, responding to surveys, or ordering merchandise, etc. Other user information may be generated or combined in systems for legitimate business purposes listed in this notice as part of your interactions with the university as a student, employee, or alumni. 
• Logging Information: The logging information collected can include date/time of login, training, or password change, duration of login, browser type, history files, folder names, applications ran, links clicked on, operating systems used, IP addresses, and country, city, or state of login origin, AD group membership, and/or authentication methods.
• Investigation Information: For investigational purposes such as research software performance discrepancies, claims that systems are not performing as expected, or requests to determine if data has been changed when not expected, specific members of ITS may access any personal information that is held within involved systems. This could include information that is collected by logs, audit files, and within data systems that is directly related to the specific investigation. 

• Integrations: Through integration of these systems with other WSU systems and services. 
• Directly: Personal information input into emails or provided during incident response.
• Automatically: Data is automatically generated and logged when individuals interact with WSU’s web-based systems and services.

This information is only accessed by individuals from ITS when there is a legitimate business need to do so as described in this section and the next section. In the case where use is necessary, the principle of data minimization is applied which stipulates accessing only the data required to fulfill the legitimate business need.

• To maintain current functionality of information systems.
• To interface with software vendors that we contract with to provide services for WSU’s constituents.
• To troubleshoot and solve software problems.
• To develop and test new functionality for software and services.
• To investigate or respond to possible data privacy or security incidents. 
• To provide reporting required under certain compliance and legal requirements.
• To comply with WSU policies or the law.

• With Service Providers: Information is shared with service providers who support or provide information technology services to WSU.  These providers should meet WSU’s data security requirements and use your personal information only in the ways agreed upon contractually. 
• For Legal or Safety Obligations: Personal information may be shared to comply with legal requirements or to protect the safety, property, or rights of the university, its community members, and guests. Depending on the type of request, the approval of the Data Management Committee and/or legal counsel may be required.
• With Consent: Information may be shared for any purpose for which WSU ITS has obtained your consent.

For more information or to report a privacy concern, please reach out to the Chief Privacy Officer via email at privacy@wichita.edu or by phone at 316-978-4HIP (4447).

For more information or specific requests surrounding FERPA data, please reach out to the Office of Registrar at 316-978-3055 or visit WSU’s website entitled Family Educational Rights and Privacy Act.