101 Declaration and Notice

Declaration and Notice of Collection, Use, Disclosure and Treatment of Personal Information Provided as Part of Your Ontario University Undergraduate (101) Application

The Ontario Universities’ Application Centre (OUAC) is a division of the Council of Ontario Universities (COU). We process applications for admission to Ontario university programs on behalf of the Ontario universities. To apply for admission to a university undergraduate program and/or a non-degree-granting program in Ontario, your application must be processed through the OUAC. We forward your application to the universities of your choice.

We are committed to protecting your privacy in relation to the personal information you provide in support of your application.

By applying through the OUAC, you agree that your chosen universities will obtain the personal information you provide to us and that we will collect, use, disclose and otherwise manage your personal information as set out in this Declaration and Notice.

Universities may use and disclose your personal information for other purposes in accordance with their own admission and personal information policies and practices, including requirements for government enrollment reporting, which you must investigate yourself.

Your Responsibilities

  • Provide all the personal information requested in this application, along with your application fee. Universities will not consider incomplete applications. Universities may require additional personal information and/or submissions to complete your application.
  • Pay for your application. Fraudulent use of credit cards and demanding/obtaining unauthorized application fee reimbursement is considered unethical.
  • Keep your access code, OUAC username, password and application reference number confidential and secure. Notify us immediately if you suspect any unauthorized access, use or disclosure of this information.
  • Ensure that your application information and all supporting documentation is truthful, complete and correct. We and the universities reserve the right to verify any information provided as part of this application. If you withhold information or submit any information that is determined to be false, misleading, or written by a third party, we and/or the universities may, at our absolute discretion, invalidate the application, resulting in its immediate rejection or in the revocation of an offer of admission or registration at a university. Any such information may be shared by the OUAC, or by Ontario universities and colleges, with other universities and colleges across Canada and/or other regulatory authorities (e.g., Canadian Border Services Agency).
  • Protect the personal information in your application and do not provide it to other organizations in any form (e.g., paper, PDF).
  • Understand that, if you choose to use email or chat to communicate with us, the contents of your communications are not secure.

Collection of Personal Information

    • We collect the personal information you provide in your application, or in reference to your application, to process your application for your chosen universities.
    • We collect your academic data, including your Ontario Education Number (OEN), from your high school and/or school board. We collect this information several times during the application cycle to process your application. A restricted number of school and/or board officials are authorized to update your high school academic data and diploma information.
    • We collect information about your status as a Canadian Indigenous person, if you choose to provide it. You are not required to provide this information; however, if you do, we will forward it to your chosen universities so they can inform you of specific services available to Canadian Indigenous students.
    • We collect information about your status as a first-generation university or college applicant, if you choose to provide it. You are not required to provide this information; however, if you do, we will forward it to your chosen universities so they can inform you of specific services available to first-generation students.
    • We collect information about your gender from your high school; however, if you choose not to share this information with the universities, you can remove it from your application.
    • We collect payment information when you pay (or someone else pays) for your application. We use this information to process your payment. All credit card processing is done by a third party and no cardholder data is collected, transmitted or stored on OUAC systems.
    • If you are accepted and then register at an Ontario university, the university will send your registration information (e.g., the program you register in) to the Ministry of Training, Colleges and Universities (MTCU). The OUAC collects your registration information from the MTCU.
    • We track your online application activity using cookies and varied web analytics. We and/or the universities may use this data in non-personally identifiable reports to track navigation paths, maintain and improve the application system and for other purposes in accordance with our/their policies and practices.

Use of Personal Information

  • We use your personal information to compile and process your application and payment.
  • We use information from all undergraduate applications to create aggregate, non-personally identifiable statistical reports. This information may be used by the following groups:
    • The public, via the OUAC website
    • Ontario universities and colleges
    • OCAS
    • Ontario school boards
    • Ontario government ministries (MTCU, Ministry of Education)
    • COU
    • Third-party researchers (at the OUAC’s discretion) for admissions, enrollment and other academic policy development and research purposes
  • We and/or the universities use your email address to communicate with you.
  • We use information obtained from the MTCU on university registration to create aggregate, non-personally identifiable statistical reports. This information may be used by the following groups:
    • Ontario universities and colleges
    • OCAS
    • Ontario government ministries (MTCU, Ministry of Education)
    • COU
    • Third-party researchers (at the OUAC’s discretion) for admissions, enrollment and other academic policy development and research purposes
  • We and/or the universities use your date of birth for identification, document matching, and statistics. This information does not affect the universities’ admission decisions.

Disclosure of Personal Information

  • We disclose your OUAC access code to your guidance counsellor, on a confidential basis, to assist in the application process.
  • We disclose your application information to your guidance office and/or school board to assist in the application process.
  • We disclose your demographic, academic and university/program choice data to all the universities you apply to.
  • If you apply to a joint or collaborative university/university or university/college program, we and/or the universities disclose your application information to the relevant partner Ontario colleges or universities.
  • We provide the universities with access to correspondence about your application.
  • If you intend to apply for the Ontario Student Assistance Program (OSAP), and provide your authorization and consent specifically for this purpose, we disclose your personal information to OSAP so they can determine your eligibility for financial aid.
  • If a third party pays for your application and has questions about the payment, we disclose your personal information, as necessary and appropriate, to respond to these questions.
  • We may disclose personal information to the MTCU for policy development and research purposes, as outlined in the Ministry of Training, Colleges and Universities Act (MTCU Act).
  • We may disclose your academic information to the Ministry of Education in order to verify your academic record.
  • We may disclose your personal, application, academic, confirmation and registration information (excluding name and email address) to third-party researchers (e.g., OCAS) to assist with research about postsecondary trends.
  • We and/or the universities may disclose your personal information to validate or assign an OEN. The OEN Registry is maintained by the Ministry of Education and is used for tracking and research purposes by the Ministry of Education, the MTCU, and postsecondary institutions, as outlined in the MTCU Act.
  • We disclose your OEN to your chosen universities in order to maintain the OEN registry.
  • If you apply to a Canadian university outside of Ontario, we disclose your Ontario high school academic data to that university, upon your request.
  • We and/or the universities notify universities and colleges across Canada and/or other regulatory authorities (e.g., Canadian Border Services Agency), at our absolute discretion, if you withhold information or submit any information connected with your application that is determined to be false, misleading, or if it contains evidence of academic dishonesty or inappropriate or unethical conduct. Fraudulent use of credit cards or demanding/obtaining unauthorized application fee reimbursement is considered unethical.
  • We disclose your identifying information, the high school you attend, and whether you have applied to or registered with a university, to the Ministry of Education, as authorized in subsection 8.1(1) of the Education Act.
  • We disclose your academic, application, confirmation and registration information in a non-personally identifiable form to the Ontario universities for admissions, enrollment and other academic policy development and research purposes.
  • We disclose information from all university applications in aggregate, non-personally identifiable statistical reports. This information may be used by the following groups:
    • The public, via the OUAC website
    • Ontario universities and colleges
    • OCAS
    • Ontario school boards
    • Ontario government ministries (MTCU, Ministry of Education)
    • COU
    • Third-party researchers (at the OUAC’s discretion) for admissions, enrollment and other academic policy development and research purposes
  • We may disclose your personal information to regulatory authorities, law enforcement or other persons, as authorized or required by law.

How Do We Protect Your Personal Information?

  • At the end of each application cycle, we destroy any supplementary material you submit in support of your application. This material will not be returned, forwarded or copied to you, and will not be forwarded to third parties, prior to being destroyed.
  • If you have created an OUAC account but have never submitted an application, we will destroy your account and all related personal information (paper or electronic) at the end of the application cycle.
  • We keep current year and historic electronic versions of data you provided in your application for 7 years, including your demographic, academic and program choice data, in accordance with our Data Retention and Disposal Policy. This data remains in Canada.
  • We store electronic records off-site as part of our disaster recovery procedures. These records also remain in Canada.
  • We maintain administrative, technical and physical safeguards in an effort to protect against unauthorized access, use, modification or disclosure of your personal information.
  • We maintain the confidentiality of all personal information we collect in connection with your application and disclose such personal information only for the purposes described in this Declaration and Notice.

Applicant’s Declaration

You are required to consent to the personal information practices set out in the “Declaration and Notice of Collection, Use, Disclosure and Treatment of Personal Information Provided as Part of Your Ontario University Undergraduate (101) Application”, and to certify the following statement:

I certify that the personal information and documents submitted, or to be submitted, in this application are true, complete and correct, including my declarations as to citizenship and immigration status in Canada, and that all information requested in this application has been disclosed.

I understand that it is my responsibility to keep the OUAC and the universities, to which I have applied or at which I register, informed of any changes to the information in my application materials, and I agree to do so immediately after any such change occurs.

More Information

  1. Review our Privacy Statement
  2. Contact the OUAC Privacy Officer:
    170 Research Lane, Guelph ON  N1G 5E2
    Phone: 519-823-1940
    Email: privacyofficer@ouac.on.ca

Last updated: August 29, 2019