Purpose of This Notice
Utah Tech University (“the University,” “we,” “us”) is a governmental entity of the State of Utah. Under the Utah Government Data Privacy Act (Utah Code § 63A-19-101, et seq., “GDPA”), you have a fundamental interest in and inherent expectation of privacy regarding personal data you provide to a governmental entity. This notice explains what personal data the University collects through its admissions application and related recruitment and enrollment communications, why we collect it, how it is used and shared, how long it is kept, and what rights you have.
Personal Data We Collect
Through the admissions application and review process we may collect the following categories of personal data:
- Identity and contact information, including but not limited to: name, date of birth, gender, mailing address, email address, phone number
- Citizenship and residency information, but not limited to: country of citizenship, visa/immigration status (if applicable), state residency for tuition purposes
- Academic history, including but not limited to: prior schools attended, transcripts, grades and GPA, standardized test scores, intended program of study
- Demographic information, including but not limited to: race and ethnicity, first-generation status, military/veteran status (voluntary, collected for federal or state reporting)
- Financial information, including but not limited to: financial aid interest and scholarship applications (payment card or bank account data is collected only through our PCI-compliant payment processor and is not stored in the admissions system)
- Communication and engagement data, including but not limited to: emails, texts, and calls with admissions staff; event registrations; portal login activity
- Technical data, including but not limited to: IP address, device/browser type, and similar identifiers generated when you use the online application or applicant portal
How We Use Your Information
The University uses your personal data to:
- Follow up with recruitment and admissions communications
- Evaluate and process your admissions application, including eligibility and program placement decisions
- Communicate with you about application status, deadlines, financial aid, orientation, and enrollment steps
- Verify identity and help prevent fraud in the application process
- Determine residency status for tuition purposes
- Comply with federal and state reporting obligations (e.g., IPEDS, USBE/USHE reporting, Title IX, Clery Act)
- Conduct internal analysis to improve recruitment, outreach effectiveness, admissions, and student-success processes
- Maintain accurate institutional records consistent with University record retention schedules
We do not use your personal data for a purpose incompatible with those stated above without providing you an updated notice.
Consequences of Not Providing Information
Providing most information requested on the admissions application is voluntary; however, certain data elements are required to process your application. If you do not provide required information (such as name, contact information, prior academic records, or intended program of study), the University may be unable to evaluate your application, determine eligibility for admission, calculate accurate tuition residency, or process financial aid. Optional demographic information (such as race/ethnicity or veteran status) is used only for federal and state reporting and institutional planning; declining to provide it will not affect your admission decision.
Legal Authority for Collection
The University collects this information under the authority of Utah Code Title 53B (State System of Higher Education) and applicable Utah System of Higher Education (USHE) policy, and federal requirements including Title IV of the Higher Education Act. Collection and processing are also governed by the Family Educational Rights and Privacy Act (FERPA) once you are admitted and enrolled, and by the GDPA as described in this notice.
How Your Information Is Shared
The University does not sell personal data. We share personal data only in the following circumstances:
- With University offices that need it to process your application (Admissions, Financial Aid, Registrar, academic colleges/departments, Accessibility and Disability Center, where applicable)
- With software programs and other third-party vendors or service providers to assist the University in its communication efforts and in processing the application
- With test score and transcript exchange services you authorize (e.g., National Student Clearinghouse, testing agencies) to verify your academic record
- With federal and state agencies as required by law or reporting mandate (e.g., U.S. Department of Education, USHE, Utah State Board of Education)
- With accrediting bodies as needed to support program accreditation review
- As required by the Government Records Access and Management Act (Utah Code § 63G-2-101, et seq., “GRAMA”) in response to a valid public records request, subject to applicable classifications and exemptions
- When required by subpoena, court order, or other legal process
Vendor and subprocessor disclosure: We contract with various third-party vendors that act as a data processor on the University’s behalf under a signed data processing agreement that includes data security, confidentiality, breach notification, and data-return/destruction requirements.
Data Security
The University maintains administrative, technical, and physical safeguards designed to protect personal data against unauthorized access, disclosure, alteration, or destruction, consistent with the University’s Information Security Program and applicable state security standards. Access to admissions data is limited to personnel who need it to perform their job duties.
Data Breach Notification
If a breach of system security affecting your unencrypted personal data occurs, the University will notify affected individuals in accordance with GDPA and Utah’s breach notification requirements.
Your Privacy Rights Under GDPA
As an individual whose personal data is held by the University, you may:
- Request a copy of this privacy notice at any time
- Request access to the personal data the University holds about you, subject to GRAMA classification rules
- Request correction or amendment of inaccurate personal data
- Submit a complaint regarding an alleged infringement of your data privacy interests, or about the University’s data privacy practices
To exercise these rights or ask a question about this notice, contact privacy@utahtech.edu.
Complaints may also be directed to the Utah Office of Data Privacy and the State Privacy Ombudsperson.
Changes to This Notice
The University may update this notice from time to time to reflect changes in law, technology, or our data practices. The effective date at the top of this notice indicates when it was last revised.
Relationship to FERPA
This notice addresses your privacy interests as an applicant under the GDPA. Once you are admitted and attend, your education records become subject to the Family Educational Rights and Privacy Act (FERPA), which is addressed separately in the University’s annual FERPA notice provided at enrollment.