Last revised: 23 August 2024

This notice outlines how Queen’s University collects, uses, discloses, and protects personal and confidential information through its Expense Reimbursement System (ERS).

Users of ERS are Queen’s University Faculty, Staff and Students.  Users are informed that such personal and confidential information shall only be used for the purpose for which the user has been granted access to ERS and shall only be shared with individuals authorized to receive it.

Purpose of ERS

The ERS is a web-based software solution, utilized for the reimbursement of expenses (both travel and non-travel) incurred by Queen’s Faculty, Staff and Students.

Personal Information Collected

Personal information is collected within ERS under the authority of the Queen’s University Royal Charter, 1841, as amended, and will be used for educational, administrative and statistical purposes.

The personal information stored in ERS is inputted by the individual or their delegate. Note that some of the information pertaining to users is business identity information as defined by FIPPA section 2(3) and (4) and not, strictly speaking, personal information.

• Required Information: Names, email address, employee/student numbers and Login IDs (NetIDs)
• Other Information that can be added by user but not required: Title, preferred name, company name, department, assigned work location, work address, home address, phone numbers, emergency contact information, TSA International Visa Information, Passport information, Credit Card information.

For sensitive information such as Passport Numbers and Credit Card numbers, once the information is entered and saved, it is masked and cannot be edited. The only way to edit this information is to delete and re-enter.

Uses of Personal Information

Information is used to process reimbursement claims, remit payment to claimants, and for data analysis such as spend reporting.

Other Confidential Information in the System

Claim details and payment confirmations for Students, Staff and Faculty are also stored in the system.

Disclosures to Third Parties

To support ongoing maintenance and troubleshooting of ERS, Queen’s University shares necessary information with SAP Concur, its service provider. SAP Concur adheres to strict confidentiality agreements to safeguard the data.

Retention of Information

Data accessible through ERS is retained from the inception of accessing the data to the present day. This retention policy ensures that historical data is available for reporting, analysis, and auditing purposes, maintaining compliance with regulatory requirements.

Changes to this Privacy Notice

Queen’s University may update this privacy notice periodically to reflect changes in privacy practices or legal requirements. Users of ERS are encouraged to review this notice regularly. Continued use of ERS after any changes signify acceptance of the revised terms.

Contact for Further information/Questions

For inquiries regarding privacy practices related to ERS or to request further information, individuals can reach out our general financial services email address at finance@queensu.ca.