Privacy

The University of Texas at Dallas (UT Dallas) respects your privacy. The University’s main webpage does not collect personal information about visitors. Personal information that you provide via email or through other online means will be accessed or shared only for purposes necessary to serve your needs or as required or permitted by applicable law. Examples include simple responses to questions or something as complex as considering you for enrollment in the University. The service may involve redirecting your inquiry, information or comment to another person or department better suited to meeting your needs.

We may use server logs to collect information concerning your internet connection and general information about your visit to our website. This information may be used to analyze trends; to create summary statistics for the purpose of determining technical design specifications; and to identify system performance or problem areas.

Some webpages at UT Dallas may collect personal information about visitors and use that information for purposes other than those stated above. Every UT Dallas webpage that collects personal information will use Secure Socket Layer (SSL) protocol.

With few exceptions, you are entitled on your request to be informed about the information UT Dallas collects about you. Under Sections 552.021 and 552.023 of the Texas Government Code, you are entitled to receive and review the information. Under Section 559.004 of the Texas Government Code, you are entitled to have UT Dallas correct information about you that is held by us and that is incorrect, in accordance with the procedures set forth in The University of Texas System Policy UTS139. The information that UT Dallas collects will be retained and maintained as required by Texas records retention laws (Section 441.180 et seq. of the Texas Government Code) and rules. Different types of information are kept for different periods of time.

The “Public Information Officer” of UT Dallas is the University Attorney. He/she is the designated agent for coordinating responses to requests for public information appropriately submitted to UT Dallas.

Social Security Statement

Your Social Security Number (SSN) or UT Dallas Identification Number (UTD ID) may be requested because it is a unique ID which is maintained for the purpose of accuracy in tracking information. The disclosure of such information is voluntary. Disclosure of your SSN or UTD ID is limited by TAC552.

European Union General Data Protection Regulations

The University of Texas at Dallas (UT Dallas) 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 prospective students, students, employee applicants, employees, alumni and research subjects. When information is submitted to UT Dallas, or you use the University’s websites and other services, you will receive a notice to consent to the collection, use and disclosure of that information as described in this Privacy Notice.

What Is the GDPR?

The General Data Protection Regulation (GDPR) applies to all individuals and organizations with European Union-based operations. The EU includes the 28 states of the European Union and four additional countries: Iceland, Liechtenstein, Norway and Switzerland.

What Is Personal Data?

Under the GDPR, “personal data” refers to any information that relates to an identified or identifiable natural person (i.e., an individual, not a company or other legal entity), otherwise known as a “data subject.” Examples of “personal data” include a person’s name, email address, government-issued identification, or other unique identifier such as an IP address or cookie number, and personal characteristics, including photographs.

The GDPR highlights some “special categories” of personal data, which merit a higher level of protection due to their sensitive nature and consequent risk for greater privacy harm. This includes information about a data subject’s health, genetics, race or ethnic origin, biometrics for identification purposes, sex life or sexual orientation, political opinions, religious or philosophical beliefs, or trade union membership. Although criminal convictions and records are not considered “special categories” of personal data, this information is subject to amplified protections under the GDPR.

University Use of Information

In General

UT Dallas 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 UT Dallas 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.

Employee Applicants

UT Dallas collects and processes Information and Sensitive Information from individuals who are applying to UT Dallas for employment only as necessary in the exercise of the University’s legitimate interests, functions and responsibilities as a public research higher education institution and employer under Texas and federal laws. UT Dallas will use the details you provide on your application form, together with the supporting documents requested, additional details provided by any references. Information and Sensitive Information is collected from applicants and shared with internal and external parties to identify you; process your application; verify information, employment suitability and eligibility; communications with you; regulatory reporting; auditing; and other related University processes and functions.

Student Applicants and Students

UT Dallas collects and processes Information and Sensitive Information from individuals who are applying for admission to UT Dallas or are admitted students only as necessary in the exercise of the University’s legitimate interests, functions and responsibilities as a public research higher education institution. 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, communicating, maintenance of accreditation, and other related University processes and functions.

Employees

UT Dallas collects and processes Information and Sensitive Information from employees only as necessary in the exercise of the University’s legitimate interests, functions and responsibilities as a public research higher education institution and employer under Texas and federal laws.

The University will keep a record of the details employees provided on their application form, any supporting documents requested and additional details provided by any references and recorded following any interview process. We will maintain various administrative and financial records about their employment at UT Dallas and use of the academic and non-academic facilities and services that UT Dallas offers.

Information and Sensitive Information is collected to assess suitability for a particular role or task; to support in implementing any accommodations; where relevant, to monitor, evaluate and support research and commercialization activity; to administer remuneration, payroll, pension and other standard employment functions; to administer HR-related processes, including those relating to performance/absence management, disciplinary issues and complaints/grievances; to provide access to facilities, services and staff benefits, and where appropriate to monitor use of such in accordance with University policies; for communications; to support training, health, safety, welfare and religious requirements; to compile statistics and conduct surveys and research for internal and statutory reporting purposes; to fulfill and monitor UT Dallas responsibilities under equal access, right to work and public safety legislation; and to enable us to contact others in the event of an emergency.

Retirees, Alumni and Supporters

UT Dallas collects and processes Information and Sensitive Information from individuals who are UT Dallas alumni, its past, current and future supporters, whether donors, volunteers, participants in UT Dallas membership groups, or attendees at UT Dallas events only as necessary in the exercise of the University’s legitimate interests, functions and responsibilities as a public research higher education institution under Texas and federal laws. Information and Sensitive Information is collected and shared with internal and external parties for communication purposes, surveys, providing services, solicitations, research, internal record keeping, and administrative purposes.

Retention and Destruction of Your Information

Your information will be retained by the University in accordance with applicable federal laws, and the applicable retention periods in the Record Retention Schedule adopted by UTD. Your information will be destroyed upon your request unless applicable law requires retention or to provide ongoing services. The manner of destruction will be appropriate to preserve and ensure the confidentiality of your information given the level of sensitivity, value and criticality to the University.