Effective Date: August 1, 2020
If you are a prospective student, an applicant for admission, a current student, alumnus, an applicant for employment at Millikin University (also referred to herein as “Millikin” or “the University”), or a visitor to our website (collectively referred to herein as “Users”) we collect, store, use and disclose certain data about you.
The purpose of this Policy is to explain the types of information we collect, how it is used, how it may be shared with others and your choices about its use and disclosure. If you are visiting our site from the European Union (“EU”), or where applicable EU data protection laws apply, please see the “EU Section” below.
Information We Collect
Millikin collects and maintains personal information about University constituents, including prospective students, current students, alumni and job applicants.
Prospective students applying online voluntarily provide personal contact information (e.g., name and mailing address). Information submitted is used by the Office of Admission to process applications and contact applicants.
Personal information stored in Millikin’s alumni and donor database may include the following: biographical information, contact information, professional information, information relating to a person’s time at the University, volunteer and event registration/attendance information, gift and stewardship information, and information concerning a person’s interests, activities, memberships and affiliations (both within and outside of the University).
The University may collect information during your interactions with other University functions, units, divisions, schools, departments or institutes.
Millikin may collect personal information from our directory websites, from third-party data brokerage services and from publicly available sources.
Information about visitors to this website is commonly collected by way of the following:
Applications: Prospective students applying online voluntarily provide personal contact information (e.g., name and mailing address). All such information submitted is used by the Office of Admission to process applications and contact applicants.
Registration forms: Many of the pages featured throughout this site include online registration forms or forms in which Users voluntarily submit personal information relating to a specific event. The information in these forms is submitted directly to the department indicated in the event form and is used by that department for the purposes indicated to the User when the information is submitted.
Cookies: This site collects information via cookies, web beacons, pixels, tags or other tracking technologies. A cookie is a piece of data stored on a User’s hard drive that contains information about that User. Cookies serve to track and target the interests of our Users to improve this website. Some cookies exist only during a single session and some are persistent over multiple sessions over time. We use these technologies to remember User preferences, maximize the performance of our website and services, provide you with information that may be of interest to you, measure the effectiveness of our email campaigns, and personalize online content. Usage of a cookie does not link to any personally identifiable information. A User rejecting a cookie may still use this website. If you refuse or delete cookies, some of our website functionality may be impaired. Please refer to your browser’s help instructions to learn more about how to manage cookies and the use of other tracking technologies.
Some browsers have incorporated Do Not Track (“DNT”) preferences. Most of these features, when turned on, send signals to the website you are visiting that you do not wish to have information about your online searching and browsing activities collected and used. As there is not yet a common agreement about how to interpret DNT signals, we do not honor DNT signals from website browsers at this time.
Log files: Log files include your Internet Service Provider (ISP) and Internet Protocol (IP) address, the date and time you access the site, the pages you have accessed and the internet address from which you accessed the site. IP addresses enable the University to analyze trends, administer this website, track Users’ movements and gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.
All credit card transactions conducted through our site are processed by third-party service providers. Millikin does not store your credit card information.
Millikin University is the sole owner of information collected via its website. The University does not sell, share or rent such information in ways different from those outlined in this Policy.
How We Use Your Personal Data:
When you apply for, and accept, an admission offer, you enter into a contract with Millikin, and we process your personal information for administrative and educational purposes. The purpose of processing includes, but is not limited to:
- Administering and providing education and training
- Managing and administering student services, including accommodation services and meal services
- Administering grants and loans
- Providing advice and support to you, including health care services, health and safety, attendance monitoring, and career guidance
- Managing behavioral or disciplinary issues and complaints
- Recruitment, admission and enrollment
- Providing you with information about educational programs and services
- Maintaining your student record and managing academic processes
- Administering financial matters, including payment of fees
- Managing University services, including library services and events
- Monitoring quality and performance
- Maintaining graduation and other records, such as confirmation of awards
- Maintaining alumni membership information and contacting alumni
- Using information for statistical and archive purposes
Millikin also uses personal information for fundraising and engagement aimed at advancing the University’s mission. The personal information we use helps Millikin identify philanthropic and engagement opportunities and customize communications for our constituents.
The University does not share aggregated demographic information with outside organizations or businesses.
The University takes every precaution to protect Users’ information. When a User voluntarily submits information via this website, that information is protected.
All User information is restricted to use for the purpose(s) indicated to the User when that information is submitted. Only employees who need the information to perform a specific task (e.g., an admission representative processing an application) are granted access to personally identifiable information.
All employees are informed of the importance of, and any changes in, security and privacy practices as part of their training and in periodic updates.
Collected information is used for the purposes described in this Policy and thereafter filed in secure storage or discarded.
Your Choices/Opting Out
You can opt out of being further contacted by us by clicking “unsubscribe” to opt out of email messages and marketing. Please note, this provision does not apply to millikin.edu email addresses. You may also contact the University toll-free at 800.373.7733.
Guidelines for children
We do not use the website to knowingly collect personal data from children under the age of thirteen (13), nor is this website designed for or directed at children. By using the site, you represent that you are age thirteen (13) or over. If you are a child under thirteen (13) years of age, you are not permitted to use the site and should not send any personal data about yourself to us through the site. If you believe that a child may have provided his or her personal data to us, please contact us at email@example.com. In the event that we become aware that we have collected personal data from a child under the age of thirteen (13), we will dispose of that personal data immediately.
Consent and User Terms
By accessing the University’s website, you consent to the collection, use and storage of your information by Millikin University in the manner described in this Policy. In addition, you agree to and are bound to abide by the following terms and conditions:
Copyright policy: All images, text, programs and other materials found on the Millikin University website are protected by the United States copyright laws. Published information cannot be used in any manner prohibited by law or disallowed by licenses, contracts, copyrights, copyrighted material or college regulation. Any commercial use of the images, text, programs or other materials found in the Millikin website is strictly prohibited without the express written consent of Millikin University’s Marketing and Media Relations Department.
User responsibility: The User assumes all responsibility for use of the Millikin website. The User waives all claims against the University, its officers, directors, employees, suppliers and programmers that may arise from the utilization of this website.
Accuracy of information: While all reasonable attempts are made to ensure the accuracy of the information, neither Millikin University nor its information contributors can be held responsible by the User for the accuracy of the information found in this website. The University makes no expressed or implied warranty as to the accuracy of content or programming. This website does not constitute a contract, and all portions are subject to change without notice.
Use of photographs: Representatives of the University take photographs for use in print and electronic publications, including University-operated social media pages. This paragraph serves as public notice of the intent of Millikin University to do so and as a release to the University giving permission to use such images as it deems fit. If you object to the use of your photograph, you have the right to withhold its release by contacting the Marketing and Media Relations Department.
If you have any questions about this Policy or website, please contact the Marketing and Media Relations Department or firstname.lastname@example.org.
Marketing and Media Relations Department
1184 W. Main St.
Decatur, IL 62522
General Data Protection Regulation Privacy Statement (“GDPR Statement”)
Your EU Privacy Rights
You have certain rights under the Data Protection Legislation, LOPDGDD 3/2018, and the GDPR with respect to the information which Millikin holds about you and how we can use that information (for more about the information Millikin collects, please see the “Information We Collect” section.)
Your rights with respect to your own personal data include the following:
- The right to be informed about the data that we hold in relation to you and the purposes we intend to process that data for.
- The right to request access to copies of personal data held by Millikin. To obtain a copy, you may submit a subject access request to email@example.com.
- The right to object to the processing of your personal data. We will comply with your request, unless we have a compelling overriding legitimate interest for processing, or we need to continue processing your personal data to establish, exercise or defend a legal claim. For example, if deletion would prevent us from processing data that is necessary for our contract with you as a student.
- The right to restrict the processing of personal data, if:
- The accuracy of your personal data is contested by you, for the period in which we have to verify the accuracy of the personal data; or
- The processing is unlawful and you oppose the deletion of your personal data and request restriction; or
- We no longer need your personal data for the purposes of processing, but your personal data is required by you for legal claims; or
- You have objected to the processing for the period in which we have to verify overriding legitimate grounds.
- The right to request to correct your personal data if it is inaccurate. You may also supplement any incomplete personal data we have, taking into account the purposes of the processing.
- The right to require us to correct, erase or destroy inaccurate data.
- The right to prevent us from using your data for direct marketing purposes or for the purposes of scientific/historical research statistics.
- The right to withdraw consent in whole or in part at any time. You must withdraw your consent in writing, addressed to firstname.lastname@example.org. In order to ensure timely and accurate processing of your withdrawal, you must include your name, address, University identification number and the specific processes for which you no longer consent in your request. Withdrawing consent will not affect the lawfulness of processing that took place based on the consent you provided before the withdrawal.
- The right to data portability. You may request that we send this personal data to a third party, where feasible. You only have this right if it relates to personal data you have provided to us where the processing is based on consent or necessity for the performance of a contract between you and us, and the processing is conducted by automated means.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights described in this Statement). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.
We will only use your personal data when the law allows us to.
Pursuant to GDPR, we will use your personal data in one or more of the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you;
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
- Where we need to comply with a legal or regulatory obligation.
Bases for Processing Your Data
- By commencing or enrolling as a Millikin student, Millikin will be required to collect, store, use and otherwise process information about you for any purposes connected with teaching, support, research, administration, your safety and for other reasons deemed necessary for the performance of your contractual agreement with Millikin. See GDPR Article 6(1)(b).
- Processing of your personal data may also be necessary for the pursuit of our legitimate interests, or a third party’s legitimate interests, but only when it will not cause a prejudicial effect on the rights and freedoms, or legitimate interests, of the student. See GDPR Article 6(1)(f).
- Processing of your personal data may be necessary for the performance of a task carried out in the public interest (see GDPR Article 6(1)(e) and LOPDGDD Article 8(2)) and for statistical and research purposes (see GDPR Article 89).
- Millikin will obtain consent from you in order to assist with welfare needs (e.g., counseling services and services for students with disabilities). See GDPR Article 6(1)(a).
- Processing of special categories data is necessary for the statistical and research purposes in accordance with article 89(1) based on the duties in the Equality LOPDGDD 3/2018 (see GDPR Article 9(2)(j) and LOPDGDD Article 9).
International Transfers of Your Personal Data
Millikin is based in the United States and is subject to U.S. and Illinois law. Personal data that you provide to the University will generally be hosted on U.S. servers. To the extent that Millikin needs to transfer your information either (a) from the EEA to the U.S. or another country or (b) from the U.S. to another country, Millikin will do so only in the following circumstances: (a) with your explicit and informed consent; or (b) if the transfer is necessary for the performance of a contract or the implementation of pre-contractual measures with Millikin. Please note that the U.S. is not considered a safe harbor country under the GDPR.