1. Information We Collect

We collect the following types of information from students, applicants, alumni, and website visitors:

A. Personal Information

Collected during admissions and enrollment:

• Full name
• Date of birth
• Contact information (email, phone, mailing address)
• Government-issued ID (if required for verification)
• Demographic information (optional)

B. Educational Records

As defined by FERPA:

• Application materials (resume, statement of purpose)
• Transcripts and academic history
• Program enrollment and degree information
• Course grades, assignments, and assessments
• Attendance and participation records
• Student financial records (payment history, billing)

C. Online Activity & Technical Data

From our learning management system (LMS) and website:

• IP address
• Device type and browser
• Pages visited, time spent, and navigation patterns
• Login credentials (securely encrypted)
• Cookies and tracking technologies (used only for site functionality)

D. Communication & Support Records

• Emails, chat logs, and support tickets
• Advising session notes
• Grievance or complaint filings

2. How We Use Your Information

We use your information solely for legitimate educational and administrative purposes, including:

• Processing admissions and enrollment
• Delivering academic programs and student services
• Providing academic advising and technical support
• Assessing student learning and institutional effectiveness
• Maintaining accurate student records
• Complying with federal, state, and accrediting body requirements (e.g., DEAC, FERPA)
• Communicating important updates about courses, policies, or events
• Improving our programs, website, and online learning experience

We do not sell, rent, or share your personal information with third parties for marketing purposes.

3. FERPA Compliance & Student Rights

UMF fully complies with the Family Educational Rights and Privacy Act (FERPA). Under FERPA, you have the following rights:

✅ Right to Access Your Education Records

You may inspect and review your education records within 45 days of submitting a request to the Registrar’s Office.

✅ Right to Request Amendments

If you believe your records are inaccurate or misleading, you may request corrections. The university will review and respond within 45 days.

✅ Right to Consent to Disclosure

UMF will not disclose your personally identifiable information (PII) from education records without your written consent, except in the following cases:

• To school officials with a legitimate educational interest
• To comply with a judicial order or lawfully issued subpoena (with prior notice when possible)
• For financial aid purposes
• In connection with a health or safety emergency
• To organizations conducting institutional research or accreditation (under confidentiality agreements)

✅ Right to File a Complaint

You may file a FERPA complaint with the U.S. Department of Education:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C. 20202-5901
Website: https://www.ed.gov/legal

4. Data Security Practices

We take data security seriously and employ industry-standard safeguards to protect your information:

• Encryption: All sensitive data (login credentials, financial info, records) is encrypted in transit (TLS 1.3) and at rest.
• Secure Platforms: Our Learning Management System (LMS), student portal, and databases are hosted on secure, password-protected servers with multi-factor authentication (MFA).
• Access Controls: Only authorized personnel (e.g., faculty, advisors, administrators) have access to student data, based on role and need-to-know.
• Regular Audits: We conduct annual security reviews and vulnerability assessments.
• Employee Training: All staff and faculty receive annual training on data privacy, FERPA compliance, and cybersecurity best practices.
• Incident Response Plan: In the event of a data breach, we will notify affected individuals and relevant authorities within 72 hours, as required.

5. Third-Party Service Providers

We may share limited data with trusted third parties who perform services on our behalf, such as:

• Online course platforms (e.g., Canvas, Moodle)
• Payment processors
• Accreditation consultants
• Institutional research partners

All third parties are required to:

• Sign data processing agreements (DPA)
• Maintain equivalent security and privacy standards
• Use data only as directed by UMF

6. Data Retention

UMF retains student records in accordance with federal regulations and best practices:

• Academic and financial records: Minimum of 5 years after graduation or withdrawal
• Admissions records (for non-enrolled applicants): 3 years
• Electronic communications: Aligned with academic term retention policy

Records may be archived or securely destroyed after these periods.

7. Website & Online Tracking

Our website uses minimal cookies to ensure functionality (e.g., session management, login persistence). We do not use third-party advertising cookies or track users across sites.

You can manage cookie preferences through your browser settings.

8. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The effective date will be updated at the top of this page. Significant changes will be communicated via email or website notice.

9. Contact Us

If you have questions about this Privacy Policy or your FERPA rights, please contact:

UMF Compliance & Records Office
Email: privacy@universityofmidflorida.education
Phone: (888) 863-4723
Mailing Address: 4307 Vineland Roda, Suite H-12
University of Mid Florida
4307 Vineland Roda, Suite H-12
Orlando, FL 32811

For technical support or data access requests, please contact:
Student Services: support@universityofmidflorida.education

Acknowledgement

By enrolling at UMF, you acknowledge that you have read, understood, and agreed to the terms of this Privacy Policy.