Web Privacy Policy
John Carroll University (the “University”) considers the privacy of its web visitors a priority. To that end, the University has adopted the following policy (the “Web Privacy Policy”) to articulate the terms and conditions of the collection, use, and dissemination of any information the University may receive from the users of JCU.edu, University online resources, text/SMS messaging, and/or the University social media apps/websites (collectively the “Website”). Please note, however, that this policy has been developed with the knowledge that web technologies continue to advance and evolve rapidly, and that such changes may require us to alter the Web Privacy Policy. Any such alterations will not affect John Carroll University’s commitment to the protection of privacy.
Your use of the Website indicates your acceptance of this Web Privacy Policy, all applicable laws, JCU’s IT Acceptable Use Policy and JCU’s Sensitive Data and Cybersecurity Policy.
The University also complies with the Family Educational Rights and Privacy Act (FERPA), which prohibits the release of education records without student permission, except in limited circumstances. For more details on FERPA, currently enrolled students may consult the University Registrar.
Information Gathering
Web Visit Logs
To make the Website more useful, the University automatically collects certain information when users visit the Website, including but not limited to, IP addresses, date and time of visits, browser used, pages viewed and click‐streams. The data is used by the University to manage the website efficiently and to aid in certain University operations.
Use of Cookies
The Website may use “cookies,” which are text files holding small amounts of data, and other similar content-targeting technologies. These files are used to collect information to track how users interact with the Website, including where they came from or what they did on the Website.
The University uses the analytical information this data provides to improve user experience online and to aid in certain University operations. Our cookies may contain personally identifiable information. By using the University Website, you consent to the collection and use of such information by the University and its affiliates.
Users do not need to have cookies turned on to use the Website. However, users do need cookies to participate actively in some features such as message boards, forums, polling and surveys.
Information Voluntarily Provided by Users
In the course of using the Website, users may choose to provide the University with information to help the University serve them or participate in University activities. For example, an individual may: send an email to request information, share information through the University social media accounts/apps/texts/SMS, sign up for a mailing list, or send their address in order that they be sent an application or other material. Any personally identifiable information sent to the University will be used only for the purpose indicated. Requests for information will be directed to the appropriate staff to respond to the request, and may be recorded to help the University update the Website to better respond to similar requests. Each web page or app requesting information discloses the reason that information is being requested. If a user does not wish to have the information used in that manner, he/she is not required to provide it. Users are encouraged to contact the University with questions or concerns about the use of personally identifiable information. All information provided by third-party services such as Facebook will be handled in accordance with the applicable procedures in this policy and any applicable policies promulgated by such third-party services.
The University will not sell, exchange or rent personally identifiable information governed by this policy without the consent of the user. John Carroll University does not retain the information longer than necessary for normal operations. The University or its affiliates will not externally release or distribute personally identifiable information except to the extent required or permitted by law or as otherwise provided.
Security
The University has put into place security measures on the Website to safeguard the integrity of its communications and computing infrastructure, and protect against the loss, misuse and alteration of the information under its control, including but not limited to authentication, monitoring, auditing, and encryption. Once the University receives any transmission from a user, the University will make its best effort to ensure its security on our systems. The University does so by using secure technology, privacy protection controls, and restrictions on employee access. These security practices are consistent with the policies of the University and state and federal laws. Due to the nature of electronic communications, no data transmission over the Internet or telephonic or electronic means can be guaranteed to be completely secure. While the University remains committed to protecting the privacy of users, we cannot ensure or warrant the security of any information transmitted to the University electronically, nor can the University guarantee that information supplied by users to the Website will not be intercepted while being transmitted over the Internet.
Sharing of Information
The University does not release confidential information gathered through the Website. This information is not shared with third parties, other than affiliated entities carrying out University functions.
John Carroll University student contact information requires University myJCU credentials to access.
Notice and Disclaimer Regarding Artificial Intelligence (AI) Systems and AI-Generated Messages and Content
JCU’s website and other electronic communication forms such as SMS/text messaging may use automated systems powered by artificial intelligence (AI) or provide content generated by AI. These AI systems may include chatbots of AI-generated messaging programs. These AI systems or AI-generated messages are designed to provide information and responses to your questions based on available data and predefined algorithms. We recommend that you use responses as a starting point and contact the appropriate JCU office if you have questions and to verify information directly, as some information may not be up-to-date or complete. These AI systems use the information you share to personalize its responses. The AI systems use and retain information you provide it in accordance with JCU’s Web Privacy. You are advised not to share sensitive, personal, health, or confidential information or data with the Website or with these AI systems. By using the AI systems or responding to AI-generated messages, you indicate your acceptance and understanding of the above notice and disclaimer.
Public Discussions
John Carroll University makes some public discussion areas, email lists, and similar services available to its users on the Website. The University does not ordinarily log public discussion sessions; however, any information that is disclosed in these areas becomes public information and all users should therefore exercise caution when deciding to disclose confidential information in such places.
Academic chat sessions and discussion forums, such as those in Canvas, may be logged; however, these education records are protected from disclosure by FERPA.
In addition, at any time, there may be online surveys being conducted on the Website. Persons responsible for conducting online surveys that collect personally‐identifiable information should clearly state at the survey site the extent to which any information provided will be shared or protected. Aggregate data from surveys may be shared with third parties in ways that do not compromise privacy.
External Links
The Website contains links to other independently‐managed websites within the John Carroll University network and to sites outside of the John Carroll University (JCU.edu) domain. When a user visits another site, the privacy policy of that site governs its use. The University is not responsible for the privacy practices or the content of other websites.
Ad Servers and Advertisements
We do not partner with or have special relationships with any third-party ad server companies. We never use or install spyware on your computer, nor do we use spyware to retrieve information from your computer.
Notification of Policy Changes
The University reserves the right to change the Web Privacy Policy at any time. Such changes will be posted on the Website and will become effective upon posting.
Contacting John Carroll University
Please contact the Senior Data Security Engineer, James Spitznagel, at jspitznagel@jcu.edu with any questions about the Web Privacy Policy.
Review Cycle
This policy will be periodically reviewed and updated as appropriate.
