Last update: November 15, 2024

This Privacy Notice applies to websites and web-based services under the tvcc.edu domain (the 
“Site”). The College Site may contain links to other websites or social media sites, whose privacy 
practices are beyond our control. This notice does not cover websites and services operated by 
third-parties or sites and services outside the College’s domains, including those sites and 
services linked to or incorporated into the College’s Sites.

Trinity Valley Community College is committed to ensuring the privacy and accuracy of any 
information provided by individuals that access the College’s Sites. This Notice describes the 
College's procedures and practices as they relate to the collection of electronic information. This 
Notice is not a contract and may be revised or updated at any time by the College.

This Privacy Notice exists to inform those who are concerned with how their information, including 
'Personally identifiable Information' (PII), is being used by the College. PII, as used in US 
privacy law and information security, is information that can be used on its own or with other 
information, to identify, contact, or locate a single person, or to identify an individual in 
context. Please read this Privacy Notice carefully to clearly understand how we collect, use, and 
protect your information as you use our websites.

What information does TVCC collect when I visit their websites?

Site Usage Information

TVCC Sites gather information that includes: Internet Protocol (IP) Address, User Agent 
information, date and time of access, and the URL accessed, usually collected through cookies (see 
below). This information may be used for debugging and server usage statistics by the College and 
its agents or contractors. Information about how you use the Site may be collected and combined 
with information about how others use the same Site.

Use of Cookies

We use cookies to help identify and track visitors, their usage of the websites, and their access 
preferences. Cookies are essential to the navigation of our websites, for interactions with the 
content, and for the use of some features. Without the use of cookies, some services are not 
available or may not function as expected.
When cookies are used, the cookie will not collect Personally Identifiable Information (PII). You 
may prevent your browser from accepting new cookies, have the browser notify you when you receive a 
new cookie, or disable cookies altogether by accessing your browser’s preferences
menu.

Personal Information

On some Sites, you may be asked to enter your name, email address or other details. Any Personally 
Identifiable Information (PII) sent to the College is used only for the purposes for which it is 
given. This information is often aggregated. This aggregated information has individual identities 
or other personally identifying information removed. Aggregate data helps us understand trends and 
our users’ needs so that we can better consider new features or otherwise tailor our Site.
The College reserves the right to use any information it receives through its Site for internal 
business purposes including:
-  To respond to the sender of the information
-  For analyzing trends
-  To personalize the experience
-  To deliver the most beneficial content and product offerings
-  For the purposes of marketing academic programs to prospective students

How does TVCC protect my information?

A variety of security measures are in place that maintain the safety of information as it is 
entered or collected. Our Site is scanned and patched on a regular basis to remediate 
vulnerabilities and to keep the Site as safe as possible. Any Personally Identifiable Information 
(PII) that is collected is contained behind secured networks and is only accessible by a limited 
number of persons who have special access rights to such systems and who are required to keep the 
information confidential. Sensitive or confidential information is encrypted via Secure Socket 
Layer (SSL) technology while in transit. Email systems do not provide encryption for messages sent 
or received, therefore, email should never be used to send or receive sensitive or confidential 
information, including Personally Identifiable Information (PII), unless additional cryptographic 
technologies are used to protect the information.

Retention of your information

TVCC retains information collected on its Site for as long as necessary for the purposes set out in 
this Notice and to the extent necessary to comply with federal and state legal obligations, in 
compliance with Legal and Local policies, and so long as that information is needed for 
administrative purposes.

Sharing Your Information

TVCC shares your Personally Identifiable Information (PII) with third parties only when (a) you 
give us your express consent OR (b) in any of the following circumstances:

TVCC Software Applications Vendors: We may employ other companies to perform functions on our 
behalf, such as hosting or maintaining the software applications, including our Sites, providing 
services related to these applications, collecting information, responding to and sending 
electronic mail, texting, or other functions necessary or desirable for the College. We provide 
vendors only the information necessary to perform their functions and do not allow them to use your 
Personally Identifiable Information (PII) for any other purpose. Additionally, we require our 
vendors to attest that their systems meet required data protection standards.

Legal: TVCC will reveal your Personally Identifiable Information (PII) to the extent required to do 
so by law.

TVCC Policies: TVCC will reveal your Personally Identifiable Information (PII) to the extent 
necessary to comply with our policies.

Amending Your Records

An individual may request TVCC amend their record when they believe their record is inaccurate, 
misleading, or in violation of their privacy rights. TVCC shall decide whether to amend the record 
as requested, within a reasonable time after receiving the request. If TVCC decides not to amend 
the record as requested, it shall inform the individual of its decision and their right to a 
hearing to challenge the content of the individual's records on the grounds that the information 
contained in the institutional records is inaccurate, misleading, or in violation of the 
individual’s privacy rights.

If, as a result of the hearing, TVCC decides that the information is inaccurate, misleading, or 
otherwise in violation of the individual’s privacy rights, it shall amend the records accordingly 
and inform the individual of the amendment in writing. Otherwise, TVCC shall inform the individual 
of the right to place a statement in their official records commenting on the contested information 
or stating why the individual disagrees with the decision of the College.

About This Notice

The Trinity Valley Community College Privacy Notice is effective as of the date set forth herein. 
We reserve the right to change, alter, or modify this notice and our practices for any reason at 
any time without notice. Any changes to this notice will be posted on the College website and will 
be effective immediately.

Questions or Comments

If you have questions or comments about this notice, please contact the Privacy Officer
at privacy@tvcc.edu.

The College may take a reasonable time to respond to any request to update or modify any 
information. Most information is retained for a defined period of time in backup records.