105 Declaration

Declaration and Notice of Collection, Use, Disclosure and Treatment of Personal Information Provided as Part of Your Ontario University Undergraduate (105) 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 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.
  • Protect the personal information in your application and do not provide it to other organizations in any form (e.g., paper, PDF).

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, upon your request, from the British Columbia Ministry of Education, Skills and Training; Quebec CEGEPs; and/or Ontario and British Columbia colleges and universities.
  • We work with the Ontario College Applications Service (OCAS) to collect your academic information from specified Ontario high schools, upon your request.
  • We collect information about your status as a Canadian Aboriginal/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 Aboriginal/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 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 and the program for which you are registered to the Ministry of Advanced Education and Skills Development (MAESD). The OUAC collects your registration information from the MAESD.

Use of Personal Information

  • We use your personal information to compile and process your application and payment.
  • We use personal 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
    • The Ontario College Application Service (OCAS)
    • Ontario government ministries (MAESD, Ministry of Education)
    • The COU
    • Academic researchers (at the discretion of the OUAC) 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 personal information obtained from the MAESD 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 (MAESD, Ministry of Education)
    • The COU
    • Academic researchers (at the discretion of the OUAC) for admissions, enrollment and other academic policy development and research purposes
  • If you order electronic transcripts in support of your application, we may use your personal information to process your transcript request.
  • We and/or the universities use your gender and 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 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.
  • 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 MAESD for policy development and research purposes, as outlined in the Ministry of Training, Colleges and Universities Act (MTCU Act).
  • We disclose your personal, application and confirmation information to OCAS to assist in research about postsecondary trends for applicants who apply to both Ontario universities and colleges.
  • 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 MAESD, and postsecondary institutions, as outlined in the MTCU Act.
  • We disclose your OEN to your chosen universities in order to maintain the OEN registry.
  • We and/or the universities notify universities and colleges across Canada, 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 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 personal 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 government ministries (MAESD, Ministry of Education)
    • The COU
    • Academic researchers (at the discretion of the OUAC) 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.
  • If you order electronic transcripts in support of your application, we disclose your personal information to the institutions from which you have ordered your transcripts, in order to process your transcript request.

How Do We Protect Your Personal Information?

  • At the end of each application cycle, we destroy any supplementary material or transcripts 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.
  • We keep current and historic electronic versions of your application in accordance with our Records Retention Policy.
  • We maintain administrative, technical and physical safeguards in an effort to protect against unauthorized access, use, modification or disclosure of your personal information.
  • We store electronic records off-site as part of our disaster recovery procedures.
  • 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.

More Information

  1. Review our Privacy Code
  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 25, 2017