Last updated: Mar 22, 2023

INTRODUCTION

Strategy Consulting Mentorship Program (“SCMP”, “we”, “us” or “our”) was created to provide an opportunity for undergraduate and graduate students at University of British Columbia to prepare for and interview with top global strategy consulting firms. SCMP fosters respect, learning and collaboration among its applicants, external partners and alumni. To achieve these goals, we collect, use, disclose and retain personal information.

This Privacy Policy (this “Policy”) describes what personal information we collect, how we may use and disclose it, and the steps we take to keep it secure.

ACCOUNTABILITY

To the extent required by law and as governed by this Policy, SCMP is responsible for an individual’s personal information under its control, and has designated a Privacy Officer who is responsible for ensuring the organization’s compliance with this Policy. Information regarding how to contact the Privacy Officer can be found under “Contact Us” below.

COLLECTION AND USE OF PERSONAL INFORMATION

This Policy applies to all personal information collected, used, disclosed, and retained in any form by SCMP about our undergraduate and graduate student applicants.

“Personal information” includes any information about an individual that does or could identify an individual, including information relating to personal characteristics, physical description, activities or views. It does not include aggregated information that cannot be associated with a specific individual.  Personal information also does not include name, title, or business contact information.

We collect and use the following types of personal information for the following purposes:

·       Application Form. As part of our application process for our mentorship program, we collect student applicants’ personal information through the use of a Google Form. The purpose for collection is to evaluate the applicants based on their (i) academics; (ii) professional experiences; (iii) leadership, impact and community involvement; and (iv) life experience. The scope of personal information we collect in our application form includes the applicant’s name, email address, phone number, gender, minority group status (optionally, if applicable), academic program, graduation year, standardized test results (if applicable), resume and transcript. In the event the applicant is not accepted and re-applies in subsequent application cycles, we may use the information collected from a previous application form in our evaluation of the applicant.

·       Application Video Interview. In addition to the application form, we require student applicants to submit a recorded video interview using the platform myInterview. The purpose for the recorded video interview is to gain insight on the applicant’s background and response to behavioural questions. SCMP does not store the video data on its systems, but rather, accesses the recorded videos through a link provided by myInterview. SCMP notes that video data (e.g., video footage, images and transcripts) may be stored by myInterview.

·       Mentorship Program. During the course of SCMP’s mentorship program, we may collect, use and disclose students’ personal information for the purposes of training and mentorship.

·       Peer Review. As part of SCMP’s mentorship program, we may collect, use and disclose students’ personal information (e.g., CVs) to other students in the program for peer review purposes.

·       Mailing List. Student applicants can choose to sign up for our mailing list, which authorizes SCMP to use the student’s name and email address for the purpose of communicating information relating to the mentorship program. Students can choose to stop receiving these communications at any time.

NOTICE AND CONSENT

SCMP will generally obtain consent from individuals regarding the purpose for collection, use or disclosure of personal information before, or at any time it collects the personal information, except as required or otherwise permitted by law.

Consent may be express, deemed or implied. Consent can be implied where the purpose for collecting, using or disclosing the personal information would be considered obvious to a reasonable person, and where an individual voluntarily provides their personal information for that purpose.

Except in limited circumstances, the consent of an individual may be withdrawn at any time by providing SCMP reasonable notice. The withdrawal of consent may restrict SCMP’s ability to provide a particular service. If this is the case, SCMP will explain the situation to assist the individual in making the decision.

SHARING PERSONAL INFORMATION

We may disclose students’ personal information in the following circumstance:

·       Interviews with Consulting Firms. One of the outcomes of SCMP’s mentorship program is to facilitate interviews for our students with our partner consulting firms. To do so, we may, depending on the partner consulting firm’s application process, forward students’ resumes in order to facilitate the interview. For clarity, the resume forwarded to partner consulting firms is prepared during the course of the mentorship program, and is distinct from the resume provided to us in the Google Form application.

SECURITY

We take reasonable steps, using technical and administrative measures to protect personal information in our custody or under our control. Access to personal information is provided on a need-to-know basis to carry out the purposes for which the information was collected and otherwise as described in this Policy.

We ensure that our volunteers are trained to protect personal information with appropriate security safeguards and are required to respect the confidentiality of such information.

No data transmission over the Internet or data storage system can be guaranteed to be 100% secure. While we strive to use reasonable precautions to protect students’ personal information, we cannot guarantee its absolute security.

STORAGE, RETENTION AND DISPOSAL

Personal Information is retained on SCMP’s Google Drive and only for as long as necessary. Where personal information has been used to make a decision about an applicant, SCMP will keep the personal information for at least one year and, if necessary, a reasonably sufficient additional period to allow the individual to have access to it after the decision has been made. Subject to this one-year retention requirement, SCMP will only retain personal information for as long as necessary to fulfill the identified purposes.

When a student’s personal information is no longer need for any of the purposes described in this Policy, we securely delete it.

CONTROL OVER YOUR INFORMATION

SCMP takes reasonable steps to ensure that personal information in our custody is accurate and up-to-date. We rely on those who submit personal information to us to notify us of any changes to their personal information.

At any time you can contact us to: (i) review the personal information about you that is in our custody or control; (ii) withdraw your consent for our use and disclosure of your personal information; (iii) request a list of third parties to which we may have provided your personal information; and (iv) amend your personal information, by writing to us at the contact information provided below under “Contact Us”.

THIRD PARTY WEBSITES

Our website may include links to other third-party websites. For any linked websites that are not owned or controlled by us, please review that website’s privacy statement before disclosing personal information. We are not responsible for the collection, use and disclosure practices of companies or organizations to which our sites may provide links.

CHANGES AND UPDATES

This Policy is effective as of the date listed at the top of this page.

SCMP has the discretion to update this Policy at any time. You can verify if this Policy has changed by checking the last updated date that appears at the beginning of this Policy. We encourage you to frequently check for any changes and to stay informed about our practices with respect to the collection, use, disclosure and protection of the personal information we collect.

We may, but are not obligated to, provide you with notice in case of any material changes made to this Policy. You should not continue using our services if you do not agree with the version of this Policy in effect at that time. Any changes will be effective only after the effective date of the change and will not affect any dispute arising prior to the effective date of the change.

CONTACT US

Any concern, inquiry, or request related to privacy, including requests for access to or correction of personal information, should be directed in writing to SCMP’s Privacy Officer at privacy@ubcscmp.com. Such concerns, inquiries, or requests will be responded to in accordance with applicable privacy legislation.

The Office of the Information & Privacy Commission for British Columbia provides independent oversight and enforcement of British Columbia access and privacy laws and may be contacted at:

Direct Line:   (250) 387-5629

E-mail:   info@oipc.bc.ca