Back to LegalWe value your trust and want you to feel confident in how we handle Personal Information.
Capio is a platform that assists educational institutions manage international student enrolment, including application processing, providing targeted analytics, and course planning. To provide these services and enhance the overall student journey, we collect and process Personal Information.
“Personal Information” means information that is related to an identifiable, living individual person. This Privacy Policy explains how we process, share, and protect student Personal Information.
This Policy takes effect on the date listed above. By using Capio’s services after that date, you agree to the updated Policy.
Our Services
Capio is a cloud-based software solution designed for educational institutions to effectively plan, monitor, and execute their enrollment strategies. The Capio platform provides key features including enrollment strategy and planning, research and marketing insights, recruitment solutions, and admissions management.
When processing Personal Information through the platform, Capio acts as a data processor, meaning we collect or process Personal Information on behalf of and under the instructions of educational institutions. We process Personal Information in two primary ways:
- Student Applications: When a student and/or their agent interacts directly with the platform to submit applications to the school or program;
- Institution Managed Data Uploads: When educational institutions share Personal Information of enrolled or prospective students with us;
We rely on the lawful authority and consent obtained by educational institutions to collect, use, disclose and retain Personal Information. Educational institution customers are responsible for:
- Ensuring they have legal authority and valid consent to collect Personal Information;
- Providing required notices to students;
- Responding to requests; and
- Ensuring their disclosure of Personal Information complies with their privacy policies and notice obligations.
For more information about how your Personal Information is used, shared, and protected by educational institutions, please refer to their respective policies or contact them directly. When students interact directly with the educational institution, the Capio platform will obtain necessary consents where required by law.
Information We Process
The information processed through the platform is governed by the privacy policies of the educational institutions what information is collected. While specific requirements vary by institution, we typically process the following categories of information:
Identification Information
- Name and contact details
- Government-issued identification
- Date of birth
- Mailing address
- Email address and phone number(s)
Educational Information
- Academic transcripts and records
- Educational history and qualifications
- Program and enrollment choices
International Student Documentation
- Passport information
- Visa documentation
- Immigration status
Financial Information
- Payment details for application fees
- Banking information (where applicable)
- Financial aid and scholarship documentation (where applicable)
Health and Medical Information
- Vaccination records
- Medical documentation (where required)
- Health insurance information (where required)
Technical and Usage Information
- Device and browser information
- IP addresses and log data
- Application submission activity
Additional Information
- Professional and employment history
- Survey responses and feedback
While Capio processes this information through the platform, the collection and use of your Personal Information is governed by the privacy policy of the educational institution who is the data controller and determines:
- What information is collected
- How the information is used
- Who the information is shared with
- Your rights regarding your Personal Information
For specific information about how your Personal Information is handled, please refer to the privacy policy of the relevant educational institution.
How We Process Your Information
We handle information according to the instructions of educational institutions to which you’re applying.
Primary Processing Activities
We process your information to help educational institutions:
- Receive and review your application materials;
- Help institutions manage the admissions process;
- Communicate with you about your application; and
- Assist institutions with enrollment planning and analytics.
We only process your information as necessary to provide our services to educational institutions. All processing activities are conducted in accordance with our agreements with educational institutions and applicable data protection laws.
Sharing your Information
To help you achieve your educational goals, we collaborate with schools and other partners. As a data processor, we share application materials, supporting documents, and relevant information as directed by educational institutions and their authorized partners, or as necessary to provide our contracted services. This is how we help facilitate your entry into the program of your choice. Capio will only share Personal Information in accordance with the instructions of educational institutions and in the following circumstances to facilitate services:
Trusted Partners and Platform Operations
To provide you with a secure and effective platform, we work with a number of partners and service providers to help carry out our services. This includes companies that process your payment safely, protect against fraud, training, and more. We carefully select our partners and require them to maintain strict privacy standards to keep your information secure.
Research and Innovation
We’re committed to advancing education through research and innovation. We may conduct internal research to improve our services, and with consent, share our findings with external partners for research and development.
Legal Requirements and Business Changes
We may share Personal Information for legal or operational reasons, such as complying with laws, protecting our rights, or ensuring user safety. If Capio undergoes changes like a reorganization, merger or acquisition, your information may transfer, which will continue to protect your information.
Data Retention
We retain your Personal Information in accordance with the instructions provided by educational institutions and for the duration specified in our service agreements with them. The duration depends on factors such as the risk of harm from unauthorized use or exposure, and the amount and type of data we have.
When instructed by educational institutions, we may retain data for purposes such as:
- Legitimate Business Purposes: such as auditing, account recovery;
- Legal Requirements: If laws or regulations require us to keep it;
- Preventing Fraud or Misuse: To protect against fraudulent activities or future abuse; and
- Contractual Obligations: As agreed upon with a partner or institution.
Where we Store Your Information
We store your information on our service providers cloud servers, which are predominantly located in the USA and Canada. The laws in jurisdictions outside of Canada and authorities in those jurisdictions may access your information in accordance with their local laws.
For specific information about where your information is stored, please consult the privacy policy of the educational institution you are applying to. Some educational institutions may require their data to be stored in specific jurisdictions to meet their regulatory requirements. In these cases, storage locations may be tailored according to the institution’s requirements.
We take reasonable steps to ensure our service providers adhere to the security standards we apply to your information.
Security and Safeguarding
Your privacy and security are fundamental to everything we do. We’ve built comprehensive safeguards into our services to protect your Personal Information.
We use security measures across our entire platform. This includes:
- Advanced encryption to protect your stored information;
- Secure systems for handling applications and documents;
- Multi-factor authentication and strong access controls;
- Regular security testing and updates; and
- Continuous monitoring for potential threats.
While we take all possible steps to protect your information, it’s important to understand that no online platform can guarantee absolute security. However, we continuously work to strengthen our protections and respond quickly to new security challenges.
Partner Security Vetting
We carefully evaluate all our partners and service providers before sharing any information with them. We use:
- Third party privacy and security vendor assessment processes;
- Data protection requirements; and
- Signed agreements committing to safeguard your information.
It is important to note however that we are not responsible for third-party privacy practices. We encourage you to review their privacy policies.
Security and Incident Response
Our team monitors our systems and responds immediately to any potential issues. If we suspect or confirm unauthorized access, use, modification, or disclosure of your Personal Information, we promptly evaluate and respond to the incident. If a security breach occurs, we will notify you without undue delay and provide timely updates as more information becomes available, in accordance with legal requirements.
Cookies and Similar Technologies
We use cookies and similar technologies to track information about your use of our Website and Services to enhance your experience. To learn more about how Capio uses cookies and how you can manage your preferences, visit capio.app/legal/cookies.
Your Rights
Different privacy legislations around the world (such as the GDPR and the CCPA) provide you with specific rights regarding how organizations handle your information. If you wish to exercise your privacy rights regarding your Personal Information, please contact the relevant educational institution or recruitment partner. They will determine your rights based on applicable privacy laws in their jurisdiction.
We will assist educational institutions in responding to privacy requests as required by our service agreements and applicable law. Common requests we help facilitate include:
- Accessing Your Personal Information: You can view and update your data anytime by logging into your account and visiting your profile. You can request information about how and why we process your Personal Information. For additional requests or corrections (such as requesting a copy of your information or to discuss how we protect your information), contact us as indicated below. We may need to verify your identity for certain requests.
- Updating Your Personal Information: If you have an account, log into “My Account” to update your information. If you’re not a registered customer or your data was provided by a third party, you can still request updates by contacting us via the methods below.
- Correcting, Rectifying, or Updating Your Personal Information: To correct or update your Personal Information, please contact us using the details below. If we have shared this data with third parties, we will, where possible, inform them of the correction.
- Contacting Privacy Regulator: If you have a specific complaint, you can file a complaint with a relevant Data Protection Authority (see below):
- United States: Federal Trade Commission
- European Union: European Data Protection Board
- United Kingdom: Information Commissioner’s Office
- Australia: Office of the Australian Commissioner
Important Notes on Your Rights:
These rights are not absolute. We may refuse certain requests if complying would prevent us from fulfilling our contractual obligations or providing our Services. For more information about your specific privacy rights, please consult the privacy policy of the applicable educational institution. If you have questions about how we assist institutions with privacy requests, you can contact us at the information provided below.
Changes to Our Privacy Policy
We may update this Policy from time to time. Check back regularly for updates.
How to Contact Capio
From time to time, we may send promotional emails. You can opt out by following the link in the email or contacting us directly.
Contact Our Data Privacy Office if:
- You have questions or comments about this Policy (we’ll respond within a reasonable time, typically within 10 business days);
- You want to access, update, or correct inaccuracies and cannot do it yourself;
- You have concerns about how we or our service providers handle your information; or
- You would like to lodge a complaint
Email: dpo@capio.app
Mail:
Capio Inc.
101 Frederick Street, Suite 600
Kitchener, ON N2H 6R3, Canada
By using our Websites and Services, you consent to the policies and practices described herein.
