Last revised: 23 August 2024
This notice outlines how Queen鈥檚 University collects, uses, discloses, and protects personal and confidential information through its acQuire application.
Users of acQuire are active Queen鈥檚 University faculty, staff and students, including some affiliate organizations. Users are informed that such personal and confidential information shall be used only for the purpose for which the user has been granted access to acQuire and shall be shared only with individuals authorized to receive it.
Purpose of acQuire
acQuire is an eProcurement marketplace system, utilized for facilitating procurement and payment of goods and services, along with processing non-payroll & non-ERS (Expense Reimbursement System) payments using Queen鈥檚 funding, supplier management and related reporting.
Personal Information
Personal information is collected under the authority of the Queen鈥檚 University Royal Charter, 1841, as amended, and will be used for educational, administrative and statistical purposes. Note that much of the information pertaining to Queen鈥檚 internal users and Suppliers/Payees is business identity information as defined by FIPPA section 2(3) and (4) and not, strictly speaking, personal information:
- Queen鈥檚 internal users: Names, email addresses, phone numbers, NetIDs, department association are imported/set up in acQuire.
- Suppliers/Payees: Names, email addresses, addresses, phone numbers, banking information, tax identification information is collected.
Uses of Personal Information
Information is used to facilitate goods and services purchasing, payment requests and spend reporting.
Confidential Information
Confidential information managed within acQuire comprises:
- Purchase information about suppliers and payees
- Payment information about suppliers and payees
Disclosures to Third Parties
To support ongoing maintenance and troubleshooting of acQuire, Queen鈥檚 University shares necessary information with Jaggaer, its service provider. Jaggaer adheres to strict confidentiality agreements to safeguard the data entrusted to them.
Retention of Information
Data accessible through acQuire is retained until purged, as per Queen's records retention schedule.
Changes to this Privacy Notice
Queen鈥檚 University may update this privacy notice periodically to reflect changes in privacy practices or legal requirements. Users of acQuire are encouraged to review this notice regularly. Continued use of acQuire after any changes signify acceptance of the revised terms.
Contact for Further Information/Questions
For inquiries regarding privacy practices related to acQuire or to request further information, individuals can contact Nicki Mundell, Senior Manager eProcurement, Strategic Procurement Services (nm26@queensu.ca).