Providence Hall (PH) is committed to respecting your privacy. This privacy notice governs the collection and use of information collected through official PH websites and PH-published mobile applications.

This Privacy Notice does not cover the practices of our third-party partners (e.g., vendors), nor does it apply to information that we collect from or about our employees, vendors, consultants, or contractors. Additionally, this notice does not apply to websites that are created and maintained for purposes other than conducting official PH business by individual employees or students using resources made available within a PH domain.

By using PH websites or PH-published mobile applications, you agree to the Terms and Conditions of this Privacy Notice and to our processing of Personally Identifiable Information (PII) for the purposes stated below. If you do not agree to the Terms and Conditions of the Privacy Statements, please do not use the site or the mobile applications.

This Privacy Notice is provided by PH in compliance with Utah Code Section 63D-2-103.

Personally Identifiable Information (PII)

PII, or Personally Identifiable Information, refers to any information that can be used to identify or distinguish an individual. It includes but is not limited to names, addresses, phone numbers, email addresses, or any other data that, when combined, can be used to identify a specific person.

PH Websites

PH Websites refers to the official online platform operated by PH, which is currently hosted and managed by the Apptegy, Inc. It provides information, services, and resources related to the school.

PH-Published Mobile Applications

PH-published mobile applications are mobile software operated by PH, which is currently hosted and managed by Apptegy, Inc., available for download on authorized app stores. They provide tailored functionalities, services, and access to features on mobile devices.

User or Users

In the context of this privacy notice, ‘User’ or ‘Users’ refers to individuals who visit, access, or use PH websites or PH-published mobile applications. Users may include visitors, customers, or any other individuals who engage with PH websites or PH-published mobile applications and their features.

We only collect personal information from visitors to PH websites if it is explicitly and voluntarily provided. We never collect sensitive data regarding political opinions, religious beliefs, health status, or sexual orientation. When browsing our website, no Personally Identifiable Information is gathered. However, some services may require account registration to access specific features. These accounts may include personal information for authentication purposes.

PH Websites

As do most websites, PH websites automatically collect the following information about your device:

• The public Internet Protocol (IP) address of the device through which you access PH websites.

• The Uniform Resource Locator (URL) of the website from which a device reaches a PH website (called a referrer), typically by following a link.

• The webpages requested from the PH websites.

• The Date and Time of Access.

• The Operating System of the device through which you access PH websites.

• The Browser Type and Version, the Monitor Screen Size and Color Depth, and other plugin and program information as sent by your browser.

PH uses this information for specific purposes, including delivering and optimizing website content, maintaining the stability of our IT systems, and cooperating with law enforcement in the event of cyber-attacks.

Mobile Applications

When you install the official PH mobile application from the Google Play store and Apple’s App Store, the application may ask for permission to use or access various features on your device. Please note, PH regularly partners with third-party organizations that publish apps on our behalf. As an example, “Canvas Student” is published by Instructure.

These applications may ask for permission to use or access the following:

• Personal Information, such as name, age, home address, phone number, email address, User ID, or any information you are prompted to provide to use the mobile app platform.

• GPS services to provide location-based features or services.

• Contacts to store or retrieve contact information within the application.

• Internet access to enable communication with servers and provide online functionality.

• Calendar access to store or set events within the application.

• External storage access to save and retrieve images, downloads, or other related files.

• Notifications to send you relevant alerts, updates, or messages.

Please note that the general information mentioned above may be combined with that of other visitors or users. This helps us analyze usage patterns, improve application content and structure, and share aggregated insights with partners or the public. The shared aggregate data does not include any personally identifiable information.

PH websites and PH mobile applications are currently hosted and managed by Apptegy, Inc. (collectively, including our subsidiaries and other affiliates, “Apptegy,” “we,” “us,” or “our”).

Apptegy's Privacy Policy is found by clicking on the blue button below.

PLEASE REVIEW THIS POLICY CAREFULLY. We have attempted to provide transparent explanations of our practices and policies so you can make a meaningful decision about whether to use the Services.

BY USING THE SERVICES IN ANY WAY, INCLUDING USING THE SERVICES AS AN END USER OR ONLY AS A VISITOR, YOU AGREE TO BE BOUND BY EVERYTHING IN THIS POLICY. Please note that using our Services is your choice. If you do not consent to the collection, use, or disclosure of personal information as described in this Policy, you should not use our Services.

We may change this Policy from time to time in our discretion. Please see Section 12 below for more information.

If you have questions about this Policy, please contact us at any of the following:

• By email at privacy@apptegy.com;

• By telephone at 1-888-501-0024; or

• By mail at Apptegy Inc., c/o Data Protection Officer, 2201 Brookwood Drive, Suite 115, Little Rock, AR 72202.

For more information, view our Privacy Policy using the link below:

PH may use the information we collect:

• To respond to your inquiries

• To provide services or materials you request

• To operate and understand how services are utilized

• To maintain our contact list

• To provide business services for which the information is intended

• To assess the effectiveness of our events, campaigns, and publications

• For information processing that is reasonably appropriate or necessary within our legal obligations

As a responsible organization, we do not use automatic decision-making or profiling. Moreover, your personal information will not be used in ways unrelated to the ones described without a clear notice and without providing an opportunity to opt-out or otherwise prohibit unrelated uses.

PH may share collected information with third parties and other Utah LEA or USBE parties for legitimate business purposes without your consent, including but not limited to, the following reasons or in the following circumstances:

• As necessary to complete a transaction for you

• To vendors or third parties who deliver or provide goods and services or otherwise act on behalf of or at the direction of PH, such as exam testing agencies and partners, product-fulfillment companies, third-party event hosts, other third parties who may provide services on websites that are accessible from links on one of our sites (H-Wire, Canvas, Shmoop, BambooHR Careers, etc.), and credit card companies processing payment (e~Funds)

• To PH administration, may be through the use of Google Forms

• To investigate potentially fraudulent or questionable activities

• To cooperate with law enforcement or in response to a government or regulatory request, including if specifically requested or required, as otherwise permitted by law, and for other valid PH business purposes

• Required by law or by an order of a court, regulatory bodies, or governmental authority

• As we deem necessary to protect the rights, safety, or property of PH

Because PH is a state institution, some information collected from PH's website and PH's mobile application may be subject to the Government Records Access and Management Act (“GRAMA”), Utah Code Section 63G-2-101 et seq. In addition, Providence Hall may disclose information to third parties when such disclosure is required or permitted by law.

If an appropriate request is made to PH for information that is subject to disclosure under GRAMA and not made confidential elsewhere in the Utah Code, PH may be required to disclose the information requested, even if it may include your personally identifiable information.

All records that are prepared, owned, received, or retained by a governmental entity that may be reproduced by certain means are considered public, unless they are private, controlled, or protected, as outlined in GRAMA, or are records to which access is restricted according to court rule, other State law, federal law, or federal regulation.

Information that is generally considered public record under GRAMA and not made confidential elsewhere in the Utah Code or by federal law, may be subject to electronic access through the PH website. Personally Identifiable Information (PII) is not a classification of records under GRAMA.

Information about GRAMA can be found on the Utah State Legislature website.

PH uses reasonable measures to safeguard personal information collected on its sites depending on its sensitivity. In order to prevent unauthorized access or disclosure, we have suitable physical, technical, and administrative controls and procedures to safeguard the information we collect online. Our measures follow applicable laws regarding the safeguarding of information under our control. However, no information system can be 100 percent secure.

PH is not responsible for the security of information you transmit to us over networks that we do not control, including the Internet, email systems, and wireless networks. Moreover, you are responsible for protecting your username and password and for selecting strong passwords.

We retain the information we collect online no longer than as reasonably necessary to fulfill the purposes for which we collect the information and to comply with our legal obligations.

Various websites may be linked through providencehall.com. Many of these sites, including private sector sites, are not subject to GRAMA and may also not be subject to other sections of the Utah Code or federal law, such as the Family Educational Rights and Privacy Act (FERPA). Visitors to those sites are advised to check the privacy notices of these sites and be cautious about providing Personally Identifiable Information (PII) without a clear understanding of how the information will be used. Visitors may want to consult guidelines on protecting your personal information such as those recommended by the Privacy Alliance, at http://www.privacyalliance.org/protection/.

PH and PH Websites are not responsible for the privacy practices, privacy notices, or content regarding these other sites.

Subject to local law, you may have certain rights regarding information that we have collected and that is related to you. We encourage you to contact us to access, update, or correct your information if it changes or if you believe that any information that we have collected about you is inaccurate.

To help us keep your personal information up-to-date or if you no longer wish to receive communications from us, please log in to the PH website that collected your data and update your information. For general inquiries, please contact 1-888-501-0024, or email us at privacy@apptegy.com.

Personally identifiable information is not classification of records under Utah Code Section 63G, Chapter 2, Government Records Access and Management Act. Access to government records is governed by Utah Code Section 63G, Chapter 2, Government Records Access and Management Act.

We want you to feel comfortable using our services, knowing that your privacy is respected and protected. We welcome your feedback on this notice, which is reviewed annually.

For more information on our privacy or records management practices see the 400 numbered policies in the Operations section of the Policies page of our website.

Last revision: 2/26/2024