Privacy Notice, Lewis & Clark College

Lewis & Clark College is committed to protecting the personal data of students, employees, alumni, donors, clients, partners and all others who may interact with the college. This Privacy Notice explains how we collect, use, share, and protect your personal information, as well as your ability, in certain circumstances, to access, correct and/or delete data and/or opt out of the processing or use of your data.

1. Scope

This Privacy Notice applies to all individuals whose personal data we process, including but not limited to, students, prospective students, faculty, staff, clients, applicants, alumni, donors, prospective donors, and website visitors of Lewis & Clark College, including all three of its schools, its clinics, and all other aspects of its operations.

2. Categories of Personal Data We Collect

We may collect the following categories of personal information:

• Identifiers (e.g., name, address, email, phone number, Social Security Number)
• Education information (e.g., academic records, transcripts, enrollment status, advising records, student conduct records, athletic records)
• Information regarding prospective students (e.g., lists of standardized test takers, application materials, test scores, recommendation letters)
• Demographic information (e.g., date of birth, gender, gender identity, race/ethnicity if voluntarily provided)
• Financial information (e.g., tuition payments, financial aid data, payment information, donation history).
• Internet activity (e.g., IP address, browser type, usage data on college websites).
• Health information (e.g., insurance information, vaccination records, disability accommodations).
• Employment-related information (e.g., resumes, background checks).
• Client/Customer-related information regarding those who interact with the college, including its public-facing offices, clinics, etc. (e.g., registration, payment, personal identifiers).
• Donor and prospective donor information (e.g., giving history, philanthropic interests, contact preferences, and other publicly available information).

We may collect data directly from you, through online portals and websites, or from third-party sources such as, but not limited to, college entrance exams and publicly available records.

3. Purpose of Data Collection

We collect and use personal data for the following purposes:

• To administer academic programs and student services, including continuing and professional education programs.
• To manage admissions and enrollment for prospective and current students, including marketing to prospective and current students.
• To evaluate and respond to student applications.
• To conduct academic research and scholarship.
• To assist with the professional licensure of students, alumni, and other professionals.
• To process employment and human resource functions.
• To administer financial aid and scholarships.
• To provide services to clients and customers of the college’s clinics, including its legal and counseling clinics, and any other public-serving offices of the college.
• To engage with donors and prospective donors, including fundraising, stewardship, and personalized communications.
• To improve and secure our websites, services, and communications.
• To comply with legal and regulatory obligations.

As defined by the Oregon Consumer Privacy Act, we do not sell personal data or engage in the automated processing of personal data to make decisions of legal or similarly significant effects.

4. How We Share Personal Information

We may share your information with:

• Service providers and vendors who support our operations (e.g., IT services, payment processors, application platforms, advancement platforms)
• Government and regulatory authorities, where required by law
• Other academic institutions or partners (e.g., for joint programs or transfers)
• Law enforcement or other persons or entities as required or permitted by law

Third parties must agree to use personal data only for authorized purposes and to maintain reasonable security.

5. Oregon Consumer Privacy Act

In some circumstances, residents of the state of Oregon may have the following rights under the Oregon Consumer Privacy Act:

• Right to access – You can request a copy of the personal data we hold about you.
• Right to correct – You can ask us to correct inaccuracies in your personal data.
• Right to delete – You can request deletion of your personal data, subject to applicable record retention requirements.
• Right to opt out – You can opt out of the use of your personal data for targeted advertising or its sale (we do not engage in either practice).
• Right to data portability – You can request a portable copy of your personal data.

Please note that these rights do not apply in many circumstances. For instances, these rights do not apply to:

• Education records protected under the Family Educational Rights and Privacy Act (FERPA)

• Employment-related data, including personal information collected and used in the context of hiring, employment, or benefits administration

• Contractual relationships with the college, such as information regarding vendors and contractors

• Health and medical information
  

• Information collected or maintained under the Gramm-Leach-Bliley Act (GLBA), including information provided for the purposes of obtaining financial aid, student loans, or other financial services and transactions

• Human subjects research data that is collected, used, or maintained in accordance with applicable laws and ethical guidelines, including the Federal Policy for the Protection of Human Subjects (the “Common Rule”), 45 CFR Part 46

• Publicly available information, such as records lawfully made public by a government entity or voluntarily disclosed by an individual in a public manner

This list of exclusions above is not exhaustive.

If you wish to exercise rights that you believe you may have under the Oregon Consumer Privacy Act, follow the process below:

1. Submission
   Complete the privacy request form with the required identifying details and the nature of your request (e.g., data access, correction, deletion). One request may be made for free within a 12-month period; subsequent requests will require payment of an administrative fee.
2. Identity Verification
   The college will verify the identity of the individual making the request to ensure data security. This will involve follow-up communications to visually present official government issued documentation to confirm one’s identity.
3. Review & Collection
   Once verified, relevant departments will collect the applicable data, if available, and assess the scope of the request in accordance with legal obligations.
4. Response & Reporting
   The college will respond to the request within 45 days, with an option for a 45-day extension if necessary.

6. How We Protect Your Data

We use administrative, technical, and physical safeguards designed to protect your data from unauthorized access, disclosure, or misuse, such as firewalls, MFA, backup and recovery solutions, and data governance standards.

7. About Us

Lewis & Clark College is a public-benefit nonprofit corporation registered under the laws of the state of Oregon. The following registered business names are also associated with Lewis & Clark College: Animal Law Clinic, Center for Animal Law Studies, Criminal Justice Reform Clinic at Lewis & Clark Law School, Earthrise Law Center, Green Energy Institute, IELP, International Environmental Law Project, Lewis & Clark Community Counseling Center, Lewis & Clark Graduate School of Education and Counseling, Lewis & Clark Law School, Northwestern School of Law, SBLC, and Small Business Legal Clinic.

8. Changes to This Privacy Notice

We may revise this Privacy Notice from time to time. Any changes will be posted on this page with an updated effective date.

9. Contact Us

If you have questions or would like to exercise rights regarding your data that you might have under applicable law, please contact:

Institutional Data Standards Council
Lewis & Clark College
615 S. Palatine Hill Road

IDSC@lclark.edu
Or fIll out this form
Full URL if you prefer to copy and paste: https://lclark.sjc1.qualtrics.com/jfe/form/SV_5tDfNT6uyhNrlYi

Effective Date:

July 1, 2025