Privacy and Policies

Privacy and Policies

It is very important that you read and understand this information.

Everyone who accesses any UBC Physics and Astronomy Department computer systems must comply with FIPPAand UBC Policies:

The Freedom of Information and Protection of Privacy Act (FIPPA)

FIPPA outlines BC laws on protecting private information. Some guidelines for UBC include:

  • Do not share your access.
  • Only access information that is required for your job.
  • All information must be protected so that only approved staff can access or view it.
  • Information can only be used for the purpose it was originally collected for.
  • Do not look up information for casual purposes. This includes family, friends and famous people.

The Office of the University Counsel has published Fact Sheets to help explain the Policies:


UBC Policies

Everyone who accesses any UBC Physics and Astronomy Department computer systems must comply with UBC Policies, in particular:

Policy 104: Acceptable Use and Security of UBC Electronic Information and Systems  ( PDF )
Policy 106: has merged with 104
Policy 117 Record Management deals with the management, retention and disposition of records,


Appropriate Use of Personal Webspace and File Storage
In general, file storage and webspace is provided for PHAS people for uses directly related to their work or studies in the PHAS department.   A small amount of space related to personal information is also permitted.

Inappropriate Use
The following list is not meant to be exhaustive, but more to give examples of inappropriate use.  Please contact one of the IT staff or the head of the computing committee if you are not sure about something you want to host on a PHAS server.  In all cases these refer to files/content not directly related to your research or studies.

  • Music, movie, or other multi-media content files.
  • Photo albums.
  • Software from other sources (even if they are free to distribute or copy).
  • Proprietary software.
  • Any copyrighted material.
  • Club websites.



Additional General Information
The computing and communications facilities and services provided UBC are primarily intended for teaching, research, and administrative purposes. Their use is governed by all applicable University policies, including the Human Rights, Sexual Harassment, Patents and Licensing and Student Discipline policies, as well as by all applicable Canadian federal, provincial and local laws and statutes, including the Criminal Code of Canada, the B.C. Civil Rights Protection Act, the B.C. Freedom of Information and Protection of Privacy Act and the B.C. Human Rights Act. These are supplemented by the acceptable use policies established by those networks to which UBC's campus network is interconnected, the internet, which includes, for example, BCNET and CANET.

The user bears the primary responsibility for the material that he or she chooses to access, send or display. The computer facilities may not be used in any manner which contravenes the above policies, laws or statutes.

Those who do not adhere to these guidelines will have the inappropriate material deleted and will be subject to suspension of computing privileges. 

By using your University-provided computer account (Netinfo, Interchange or a departmental account), you agree implicitly to legitimate and socially acceptable conduct. This conduct is detailed in the University's Guidelines on the Responsible Use of Information Technology Facilities and Services


Not only are you responsible for what you do, you are responsible for what others may do if they are able to gain access to your computer over the network. It is important that you make sure the operating system on your computer is secure against intruders who might, for example, use it to store and distribute illegal software.

Related Links

How do I get a free copy of my Equifax Canada credit file?
How do I get a free copy of my Transunion Canada credit file?

Sharescan Prohibition Policy
ResNet Service Agreement
Responsible Use of Information Technology
BCNET Acceptable Use Policy

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