Who we are
Our website address is: https://trentannual.ca/
What personal data we collect and why we collect it
Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
We invite students to upload images for printing in the physical copy of the yearbook and occasionally for sharing on social media. We also upload a pdf of past yearbooks and accepted photo submissions will appear online in these pdfs.
When you upload a photograph, you will do so through a submission form that makes it clear what the intended use will be (grad photos/selfies, clubs and groups, pets, etc). Some of these forms will include an option to have photos included in our social media campaigns. Be sure to check yes or no to indicate your choice.
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Contact forms
We collect your name and email when you send in a contact form submission. We keep this information solely for the purpose of communicating with you. We do not sell, share or trade any contact form information.
We occasionally clear out old communications to save drive space, but do not have a regular schedule for this. If you would like your emails to be removed from our archives, please contact admin@trentannual.ca and tell us the email address you would like us to clear.
Cookies
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Analytics
Who we share your data with
We collect data that you submit in our forms. Usually this is your photo or story submissions. Sometimes it’s your contact information for order forms or other contact forms.
We do not share or sell your data. Ever.
In the case of submissions, we use your data, text, and photographs, with your permission, in the printing of the yearbook as content.
In the case of order forms, we use your data to complete the mailings or other services for which you have signed up.
All of your data remains internal to the Trent Annual and is not shared with any third party or other organization at Trent or otherwise.
We use Google Analytics Signals to track how our website is viewed. With this service, Google will “collect visitation information and associate it with Google information from accounts of signed-in users who have consented to this association for the purpose of ads personalization. This Google information may include end user location, search history, YouTube history, and data from sites that partner with Google—and is used to provide aggregated and anonymized insights into your users’ cross device behaviors.” (quote from Google Analytics)
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
Your submission and order form data is only retained for the duration of the academic year in which it was submitted. Each year’s data is deleted at the beginning of the next academic year.
We occasionally clear out old communications to save drive space, but do not have a regular schedule for this. If you would like your emails to be removed from our archives, please contact admin@trentannual.ca and tell us the email address you would like us to clear.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where we send your data
Visitor comments may be checked through an automated spam detection service.
What third parties we receive data from
We occasionally receive data and contact information from other departments at Trent. This is only done to facilitate our communications with students, clubs and groups affiliated with Trent. This data is only retained for the academic year in which it was obtained.