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Information Privacy Statement

Commitment to Privacy

The University of Florida values individuals’ privacy and actively seeks to preserve the privacy rights of those who share information with us. Your trust is important to us and we believe you have the right to know how information submitted to the University of Florida is generally handled.

We provide the following privacy notice to define UF’s information policy and practices, and to assist you in protecting your privacy.

Privacy Notice

The University has adopted the following privacy policies and practices for any and all parts of the University of Florida where Personal Identification Information (PII) in any format is created, received, maintained, and transmitted. However, in legal terms, it shall not be construed as a contractual promise, and the University reserves the right to amend its policies at any time without notice. Privacy and public records obligations of the University are governed by applicable Florida statutes and U.S. federal laws.

This Privacy Statement speaks generally to the information created, received, maintained, and transmitted by and to official University of Florida components. However, the amounts and types of information will vary from site to site within the University. Therefore, in addition to this general explanation of policy and practice, the university has published more specific privacy notices pertaining to personal information associated exclusively with the internet, academics, finances, employment, and health care. Thus it is wise for you to read the specific notices to ensure you understand the privacy policies and practices applicable to a particular entity and the types of PII they maintain.

Official University Components

The University of Florida includes hundreds of departments, divisions, clinics, offices, and other units with varying levels of University involvement and commitment. Official University components are defined as UF’s colleges, schools, departments, divisions or other units and any other areas specifically designated as official by the UF Board of Trustees, the President of UF, or a UF Provost or Vice President.

Personal Identification Information (PII)

Any name or number that may be used, alone or in conjunction with any other information, to identify a specific individual, including any:

  1. Names and Numbers:
    • Name,
    • Postal or electronic mail address,
    • Telephone number,
    • Social security number,
    • Date of birth,
    • Mother’s maiden name,
    • Official state-issued or US-issued driver’s license or identification number,
    • Alien registration number,
    • Government passport number,
    • Employer or taxpayer identification number,
    • Medicaid or food stamp account number,
    • Bank account number,
    • Credit or debit card number, or
    • Personal identification number or code assigned to the holder of a debit card by the issuer to permit authorized electronic use of such card;
  2. Unique biometric data, such as fingerprint, voiceprint, retina or iris image, or other unique physical representation;
  3. Unique electronic identification number, address, or routing code; or
  4. Medical records;
  5. Telecommunication identifying information or access device; or
  6. Other number or information that can be used to access a person’s financial resources.

The Information We Collect

When you contact official UF components, certain client information may be collected. No information is collected unless you deliberately provide it to us (for example, by leaving your name and telephone number, by completing a University form, or by clicking a web-link to send us an e-mail). Examples of the information you might choose to give us are listed below:

  • Your name, address, telephone number, and e-mail address
  • Names, addresses, telephone numbers, and e-mail addresses of family members and/or friends
  • Your date of birth, ethnicity, gender, and country of origin
  • Your height, weight, hair and eye color, and blood type
  • Your academic history, including schools attended, grades received, and test scores
  • Your financial profile, including income and assets
  • Your employment history, including previous employers and duties
  • Credit or debit card and bank account information for yourself and others
  • Your criminal history, including convictions, time served, and probation status

The Way We Use Information

As a general rule, UF maintains various types of records for individuals based upon their association with the University. We also analyze aggregate information for resource management and planning purposes. UF reserves the right to use information details about individuals to investigate its resource management or security concerns.

Personal Identification Information is used to accurately compile, store, and retrieve an individual’s records; to place and track individuals appropriately for academic purposes, and to award academic degrees and honors; to properly employ individuals and compensate them for their work; to correctly diagnose and medically treat individuals; to respond appropriately (or in a personalized format) to individuals’ requests for services, and to improve the University’s services and products.

Under Florida’s Public Records Law, most records in our possession are subject to inspection by or disclosure to members of the public upon their request. Information must be retained according to applicable federal and state laws, and must be available for inspection, unless otherwise exempt from the Public Records Law.

We use the information you provide about yourself or about someone else when placing a request for service only to complete that order or request. We do not share this information with outside parties, except to the extent necessary to complete that order or request.

We generally use return addresses, telephone numbers and e-mail addresses only to answer the communications we receive. Such addresses are generally not used for any other purpose and by university and state policy are not shared with outside parties, except in accordance with Public Record Laws.

Finally, we do not use or share the personally identifiable information provided to us in ways unrelated to the purpose described without a clear notice in advance and without also providing you an opportunity to opt-out or otherwise prohibit such unrelated uses.

Providing Information is Your Choice

There is no legal requirement for you to provide any information to us. However, most of our services and products will not be available to you without the essential relevant information from you.

Special Note: S668.6076, F.S. requires the University of Florida to post the following notice:

Under Florida law, email addresses are public records. If you do not want your email address released in response to a public records request, do not send electronic mail to the University. Instead, contact the specific office or individual by phone or in writing.

Our Commitment To Data Security

The University of Florida is dedicated to preventing unauthorized information access, maintaining information accuracy, and ensuring the appropriate use of information. We strive to put in place appropriate physical, electronic, and managerial safeguards to secure the information we collect in all formats: on paper, electronically, and verbally. These security practices are consistent with the policies of the university and with the laws and regulatory practices of the State of Florida and multiple federal agencies.

How To Contact Us

Should you have other questions or concerns about these privacy policies and practices, please call us at 352-273-1212 or 866-876-4472 (toll-free). You may send us a letter at: Privacy Office, PO Box 113210, Gainesville, FL 32610, or an e-mail to privacy@ufl.edu.

If you wish to review or change information about you that you provided to an official University of Florida component but you do not know how, the University Privacy Office will assist in locating the persons responsible for that area so that you may make your request directly to them.

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