Last revised: 12 August 2024
This notice outlines how Queen’s University collects, uses, discloses, and protects personal and confidential information through its Fast Administrative Reporting Tool (FAST).
Users of FAST are Queen’s University faculty and staff. Users are informed that such personal and confidential information shall only be used for the purpose for which the user has been granted access to FAST and shall only be shared with individuals authorized to receive it.
Purpose of FAST
FAST is a web-based software solution tailored for the Queen’s community. Its primary function is to provide robust reporting capabilities (both research and non-research) essential for reconciling financial transactions within the organization. This helps ensure accuracy and transparency in financial operations.
Personal Information
Personal information accessible through FAST includes the following. Note, that some of the information pertaining to employees and suppliers is likely to be business identity information as defined by FIPPA section 2(3) and (4) and not, strictly speaking, personal information:
- Employee and Student Information: IDs and names of employees and students involved in financial transactions. This information is collected from PeopleSoft Finance, Student and Human Resources modules.
- Supplier Information: IDs and names of suppliers engaged in business transactions with Queen’s University. This information is collected directly from the PeopleSoft Finance and acQuire systems.
Uses of Personal Information
- Transaction Verification: Personal information is utilized to verify payments made to employees, students and suppliers, ensuring they align with financial statements and records.
- Enhancement of Tool Functionality: Data collected also contributes to enhancing FAST’s functionalities, such as improving reporting accuracy and user experience.
Confidential Information
Confidential information managed within FAST comprises:
- Financial Transactions: Details of payments made to employees, students and suppliers, including transaction amounts, dates, and purposes.
- Operational Data: Other financial transactions crucial to Queen’s University’s day-to-day operations.
Disclosures to Third Parties
To support ongoing maintenance and troubleshooting of FAST, Queen’s University shares necessary information with Millennium, its service provider. Millennium adheres to strict confidentiality agreements to safeguard the data entrusted to them.
Retention of Information
Data accessible through FAST is retained from the inception of accessing the data to the present day. This retention policy ensures that historical data is available for reporting, analysis, and auditing purposes, maintaining compliance with regulatory requirements.
Changes to This Privacy Notice
Queen’s University may update this privacy notice periodically to reflect changes in privacy practices or legal requirements. Users of FAST are encouraged to review this notice regularly. Continued use of FAST after any changes signify acceptance of the revised terms.
Contact for Further Information/Questions
For inquiries regarding privacy practices related to FAST or to request further information, individuals can reach out to finance@queensu.ca