University Policies
Policy Contact
For guidance on what office to contact about privacy matters contact: Email 401-863-9167

Privacy Policy

Policy No. Issue Date Effective Date

1.0 Policy Purpose

This policy affirms Brown University’s (the University’s) commitment to ensuring that the privacy of Personal Information collected from and about its applicants, students, faculty, staff, donors, contractors, program participants, those who use its systems, tools and platforms, and others is respected. The University protects the privacy of Personal Information within its control in a manner consistent with applicable laws, regulations, and University policies.

2.0 To Whom the Policy Applies

This policy applies to all faculty, staff, students, alumni, affiliates, and contractors who are authorized by the University to collect, store, process, transfer and/or use Personal Information.

3.0 Policy Statement

3.1 General Policy

At Brown University, we care about your privacy. This right to privacy is carefully balanced with University values and needs that are consistent with Brown’s education mission; its obligation to protect and maintain its property, information systems and resources; preserving the health and safety of University members and guests; and the need to comply with applicable federal, state and international laws and regulations, and University policies. The University is committed to:

  1. Collecting, storing, using, or disclosing Personal Information in a manner that ensures appropriate security of the Personal Information.
  2. Limiting the collection, storage, use, and disclosure of Personal Information to what is appropriate for its academic, research, and administrative functions.
  3. Ensuring that University members and guests, who have access to Personal Information through employment at or affiliation with the University, use the Personal Information solely for the purpose for which access was granted.
  4. Retaining Personal Information only as long as necessary for the purpose for which it was collected, in accordance with the University’s Record Retention Schedule, as required by applicable laws and regulations, or as disclosed to providers of the Personal Information.

This policy is not intended to replace or supersede other existing University policies and procedures relating to the use and maintenance of Personal Information, such as for Family and Educational Rights and Privacy Act (FERPA) compliance, Gramm-Leach Bliley Act (GLBA) compliance, and Health Insurance Portability and Accountability Act (HIPAA) compliance.

4.0 Definitions

For the purpose of this policy, the term below has the following definition:

Personal Information:

Non-public data in a University system or record.

5.0 Responsibilities

All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure compliance with it.

6.0 Consequences for Violating this Policy

Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures. For third-party relationships, non-compliance may result in the suspension or revocation of the third-party relationship with Brown University.

7.0 Related Information

Brown University is a community in which employees are encouraged to share workplace concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).

The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.

7.1 Related Policies

See Policy Section 3.2

7.2 Related Procedures

See Policy Section 3.2

7.3 Related Forms


7.4 Frequently Asked Questions (FAQs)


Policy Owner and Contact(s)

Policy Owner: Provost and Executive Vice President for Finance and Administration

Policy Approved by: President

Contact Information:

For guidance on what office to contact about privacy matters contact: Email 401-863-9167

Policy History

Policy Issue Date:

Policy Effective Date:

Policy Update/Review Summary: