Many units at UBC have a need to gather simple information from prospective students, clients etc. via on-line surveys. Individuals should be aware that there are privacy concerns when using U.S.-based web survey tools such as Zoomerang and SurveyMonkey.
Collection of Personal Information and Servers Outside of Canada
The Office of the University Counsel has advised that UBC units should look for Canadian-based survey service providers whenever possible so that personal information (names, addresses, student numbers, etc.) does not become stored outside of Canada. (See the University Counsel’s memorandum regarding the use of on-line survey tools (PDF) for more detailed information on why personal data stored outside of Canada is a concern).
Record of Consent Required
If you find you have no other option but to use a web survey provider outside of Canada, and your survey will be collecting personal data, you need the appropriate consent and a record that the survey participant accepted to consent. The survey questions should include a way to capture that the individual completing the survey is aware of and consents to their information being stored outside of Canada (i.e. a checkbox). This record is necessary since consent is now required in order to store and access personal information outside of Canada in accordance with Section 30.1 of the Freedom of Information and Protection of Privacy Act.
Questions or Concerns?
If you have questions or concerns about your web-based surveys, consent language, or FIPPA, please contact the Office of the University Counsel at paul.hancock@ubc.ca.
