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COVID-19 Vaccination Data Collection Form & Vaccination Database Privacy Notice

Effective Date: August 1, 2021

Eastern Illinois University (“EIU”, “we,” “us,” or “our”) is committed to privacy and data protection. This Privacy Notice applies to all personal data EIU collects from you (“Sensitive Personal Information”) relating to COVID-19 vaccination information, including information collected via the COVID-19 Vaccination Data Collection Form (“Form”) and stored in the COVID-19 Vaccination Database (the “Vaccination Database”). The Vaccination Database collects data in support of EIU’s 2021 return to campus and will determine your surveillance testing requirements.

EIU is the controller of the personal data subject to this Privacy Notice. Any questions or concerns regarding EIU’s privacy and data protection practices can be directed to Ryan Gibson, Executive Director ITS at

We will only collect and process Sensitive Personal Information as provided by you and with your consent. Information provided may also be verified through EIU’s access to the Illinois Comprehensive Automated Immunization Registry Exchange (“iCare”). By providing your information, you are also consenting to allow EIU to appropriately obtain and securely maintain all COVID-19 vaccination data associated about you stored in iCare, and use your COVID-19 Information to confirm the information you’ve included in the Vaccination Database.

You can provide this information directly, such as when you upload an image of your vaccination card, or indirectly when you provide proof of vaccination to an individual in Human Resources (for employees) or the Student Medical Clinic (for students) for them to upload your information into the Form.

The Privacy Notice for the Form itself may be found here.

The data we collect will include the following: Name (first and last name), EIU NetID, vaccine completion status, date(s) of vaccine administration, and any additional information you may provide such as an image of your vaccination card and answers to survey questions.

Your access to the Vaccination Database is through the PAWS system (under the MyHealth tab).

We will use the Sensitive Personal Information:

  • To determine your surveillance testing requirements;
  • To generate generalized/unspecific reports such as, but not limited to, # of employees and students registering in various categories within Vaccination Data Collection;
  • To troubleshoot the Vaccination Data Collection database; and,
  • To help us be better, for example, to improve the Vaccination Data Collection security, and to train staff to upload information and run reports.

Access to your Sensitive Personal Information subject to this Privacy Notice is restricted to only those employees of EIU who have valid reasons to access this information, to perform any service you have requested or authorized, and for any other purpose described in this Privacy Notice. Generally, these people are in Human Resources, the Student Medical Clinic and limited individuals in ITS.

The information you provide will not be sold or rented to third parties.

We use technologies and procedures to protect personal data. We review our strategies and update as necessary to meet our business needs, changes in technology, and regulatory requirements. These measures include, but are not limited to, technical and organizational security policies and procedures, encryption, security controls and employee training. We may suspend your use of all or part of the Vaccination Database without notice if we suspect or detect any breach of security, abuse, or illegal or questionable activity.

If you believe that information you provided to us is no longer secure, please notify Ryan Gibson, Executive Director ITS at immediately.

If we become aware of a breach that affects the security of your personal data, we will provide you with notice as required by applicable law. To the extent permitted by applicable law, EIU will provide any such notice to you at your EIU email address. By using the Form, you agree to accept notice electronically.

We take steps to ensure that the data we collect under this Privacy Notice is processed pursuant to the terms of this Notice and requirements of applicable law.

EIU will retain your personal data in the Vaccination Database as long as necessary for EIU to meet its business purposes, our legal obligations, resolving disputes, and enforcing our agreements. We are required by law to keep some types of information for certain periods of time (e.g., statute of limitations).

Your Rights Regarding Your Personal Data

EIU respects your right to access and control your personal data. You have choices about the data we collect and you may decline. However, if you choose not to provide data that is necessary you will simply be placed in the surveillance testing program. We aim to keep all personal data that we hold accurate, complete and up-to-date. We encourage you to tell us if your data changes or you change your vaccination status. If you believe that the information we hold about you is incorrect, incomplete or out-of-date, please update the data yourself, contact either Human Resources (for employees) or the Student Medical Clinic (for students).

Correction and deletion. You have the right to correct or amend your personal data if it is inaccurate or requires updating. You may also have the right to request deletion of your personal data.

Cookies & Other Technologies

A cookie may be set to identify a logged-in user. This cookie is removed either when the user logs out or when a specified duration has passed since they last visited the site and their login expires.

Changes To This Privacy Notice

We may update this Privacy Notice based upon evolving laws, regulations and industry standards, or as we may make changes to our business including the Vaccination Database. We will post changes to our Privacy Notice on this page and encourage you to review our Privacy Notice when you use the Form and access the Vaccination Database. If we make changes that materially alter your privacy rights, EIU will provide additional notice, such as via email or through the Vaccination Database. If you disagree with the changes to this Privacy Notice, you should discontinue your use of the Form and the Vaccination Database. You may also request access and control of your personal data as outlined in the Your Rights Regarding Personal Data section of this Privacy Notice.

Questions or Complaints Handling

We understand that you may have questions or concerns about this Privacy Notice or our privacy practices or may wish to file a complaint. In such case, if your questions or concerns are about our privacy practices please contact Ryan Gibson, Executive Director ITS at; if you wish to file a complaint, please contact EIU’s Ethics Officer at

Related Pages

Contact Information

EIU COVID-19 Information


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