Privacy Policy

Introduction

Washington Medical Sciences Institute (WMSI) is committed to protecting the privacy, confidentiality, and security of the personal information of its students, faculty, staff, alumni, and visitors. This Privacy Policy outlines how WMSI collects, uses, stores, and safeguards information in compliance with applicable laws and global standards, including data protection frameworks such as FERPA (Family Educational Rights and Privacy Act), HIPAA (Health Insurance Portability and Accountability Act, where applicable), and GDPR (General Data Protection Regulation) for international students.

By enrolling, working, or engaging with WMSI’s services, individuals acknowledge and consent to the practices described in this policy.

Scope of the Policy

This Privacy Policy applies to:

  • Students (prospective, current, and alumni)

  • Faculty and Staff

  • Applicants for Admission or Employment

  • Visitors and Third Parties engaging with WMSI’s website, online portals, or campus facilities

It governs all personal and institutional data collected through:

  • Admissions and enrollment processes

  • Academic and administrative records

  • Financial aid and payment systems

  • Research and clinical training

  • Digital platforms, including the official university website and learning management systems

Information We Collect

WMSI collects personal information only as necessary for legitimate academic, administrative, and operational purposes. This may include:

1. Personal Identifiers

  • Name, date of birth, gender, nationality, and contact information

  • Government-issued identification numbers (passport, national ID, Social Security Number)

2. Academic Information

  • Admission applications, transcripts, test scores, and academic progress

  • Attendance, grades, and evaluation records

3. Financial Information

  • Tuition payment details, scholarships, financial aid applications, and billing information

4. Health and Wellness Data

  • Medical records required for enrollment or clinical practice (handled in compliance with HIPAA where applicable)

  • Disability accommodations and health insurance details

5. Digital Information

  • Data collected through the WMSI website and online platforms, including IP addresses, cookies, and browsing activity, to improve user experience and system security

Use of Information

WMSI uses collected information for the following purposes:

  • Academic Administration: Admissions, course registration, grading, and graduation certification

  • Student Support: Housing, counseling, health, and wellness services

  • Financial Management: Tuition billing, scholarships, grants, and payroll processing

  • Research and Clinical Training: Ensuring compliance with ethical standards in medical and scientific research

  • Compliance and Legal Obligations: Meeting accreditation, reporting, and regulatory requirements

  • Security and Risk Management: Protecting campus safety, IT systems, and institutional resources

  • Communications: Sharing official announcements, academic updates, and alumni engagement opportunities

Sharing and Disclosure

WMSI respects the confidentiality of personal data and discloses it only when necessary:

  1. With Consent – Information is shared with external parties only with the student’s or employee’s explicit consent.

  2. Legal and Regulatory Requirements – Data may be shared with government agencies, accrediting bodies, or law enforcement when required by law.

  3. Service Providers – Third-party vendors supporting IT, financial services, housing, or healthcare may receive limited data under strict confidentiality agreements.

  4. Research Collaborations – Academic or clinical research may involve data sharing, subject to anonymization and ethical approvals.

WMSI does not sell or trade personal information to third parties for commercial purposes.

Data Security and Protection

WMSI employs multiple safeguards to protect personal information from unauthorized access, misuse, or loss. These include:

  • Technical Measures: Secure servers, firewalls, encryption, and multi-factor authentication.

  • Administrative Measures: Access controls, staff training, and confidentiality agreements.

  • Physical Measures: Restricted access to sensitive records and secure storage facilities.

Despite these safeguards, no system is fully immune to breaches. WMSI commits to immediate investigation and notification in the event of a data security incident.

Rights of Individuals

Depending on jurisdiction, individuals may have the following rights:

  • Access – Request access to their personal data.

  • Correction – Rectify inaccurate or incomplete information.

  • Deletion – Request deletion of personal data under certain conditions.

  • Restriction – Limit how their data is processed.

  • Portability – Request transfer of data in a structured, machine-readable format.

  • Objection – Opt out of specific types of data processing (such as marketing communications).

Requests regarding personal data should be submitted to the Office of Data Privacy and Compliance at WMSI.

Retention of Data

Personal data is retained only for as long as necessary to fulfill its purpose, meet legal obligations, or maintain historical records. Academic transcripts and essential enrollment information are retained permanently as part of institutional archives.

Updates to the Privacy Policy

WMSI may revise this Privacy Policy periodically to reflect changes in law, technology, or institutional practices. Updates will be published on the official website and communicated to the university community. Continued engagement with WMSI services after updates indicates acceptance of the revised policy.

Contact Information

For questions, concerns, or requests related to this Privacy Policy, please contact:

Office of Data Privacy and Compliance
Washington Medical Sciences Institute (WMSI)
[Email Address] | [Phone Number] | [Office Location]

Conclusion

The Privacy Policy of Washington Medical Sciences Institute underscores our commitment to protecting the trust placed in us by our students, staff, and community. By safeguarding personal information with integrity and responsibility, WMSI ensures a secure and respectful academic environment where learning and innovation can thrive.