Guidance for Data Protection and Privacy

Background

Generally, the goals of data protection and privacy laws around the world are to ensure that:

1. Holders of protected information store and share it in secure, access-controlled environments. This information includes an individual's:
   1. personal data, such as demographic data,
   2. personally-identifiable information (PII),
   3. education history
   4. health-related information,
   5. work history
   6. financial information;
2. Holders of protected information use it only with the individual's explicit consent:
   1. This might allow for uses such as:
      1. initiating participation in the application review process,
      2. conducting a health clearance process,
      3. arranging a home, work, or educational placement,
      4. arranging transportation to and from a program location, or
      5. generating aggregated and anonymized statistical reports that may be shared with program funders
   2. It might not allow for uses such as:
      1. contacting a participant for a donation or to share other program opportunities,
      2. sharing health-related information with a school, or
      3. continuing communication with alumni after the end of a program.
3. The individual has a right to access and have control over that data, such as the right to be forgotten.

Organizations such as American Councils for International Education (American Councils) and its partners must follow these laws and regulations.

Personal data and personally-identifiable information is any information that relates to an identified or identifiable individual. This includes when you combine different pieces of information that, together, can identify a particular person, such as home address, age, and gender.

Examples of personal data include:

• name
• address
• email address
• telephone
• birth date
• identification numbers, such AIS, passport number, drivers licence, or national identity card
• location data, such as the location data function on a mobile phone
• Internet Protocol (IP) address

How You Can Protect Data and Ensure Privacy when Using AIS

General Practices

• Do not share your AIS username and password with anyone else. This includes not logging into AIS for someone else to use.
• Do not log in to AIS while connected to an unsecured or public Wi-Fi, or other network. You can resolve this by first connecting to a virtual private network (VPN).
• Always lock your computer screen when not at your computer.
• Never leave your computer unattended in a public place.
• Always log out of AIS when you have finished with your session or at the end of your workday.

When Accessing or Displaying Data On-screen

• Keep your AIS web browser window hidden from view when others around you do not have authorization to see that data.
• Always lock your computer screen when you walk away from your desk.

When You Download or Print Applicant Documents, Excel Spreadsheets, Reports, or Other Data

• Keep documents with protected information hidden from view when others around you do not have authorization to see that data.
• Retrieve printed documents with protected information immediately from a printer or copier.
• Do not leave a document with protected information lying visible on your desk when you walk away.
• Store a document with protected information in a secure, limited-access manner, such as a network file space with restricted access or a locked drawer.
• Destroy a document with protected information when you have finished with it. With AIS, you can always download another copy, when needed.

Please also read and familiarize yourself with the AIS Privacy Policy

Questions?

Do you have questions about anything you have read here? What can we do to help you follow AIS's and American Councils' data protection and privacy rules? Please contact us in Washington, DC, USA, at: