Driver's License Data Collection
Collection of Personal Information
The practice of scanning driver's licenses at events is intended to maintain a convenient check-in experience for our guests by making the attendance verification process fast and more accurate. UCF Advancement uses the personal information collected to authenticate alumni data, to analyze engagement metrics, to prepare future programmatic efforts and appropriate operational budgets, and to provide information to a limited number of third party partners.
"Personal information" is defined as information that identifies or describes an individual. For UCF Advancement purposes, the personal information collected by scanning driver's licenses includes and is limited to an individual's first name, middle name, last name, gender, address, city, state, zip code and birth date.
Example of data fields collected: first name, middle name, last name, gender, address, city, state, zip code and birth date.
Employee Code of Ethics
All UCF employees are governed by the university code of ethics policy located at http://pegasus.cc.ucf.edu/~gcounsel/CurrentIssues/codeofethics.html Since some university employees perform duties for the foundation such as solicit funds, administer foundation accounts, or are responsible for specific foundation accounts in order to fulfill their professional responsibilities at the university, those employees have a duty to act professionally and ethically as follows:
- upholding truth, honesty and integrity in all personal and professional interactions
- protecting the confidentiality and privacy of constituents
- adhering to all local, state, and federal laws
- fulfilling fiduciary responsibility in accordance with donors' intentions
- avoiding any conflict of interest
- aspiring to transparency in accountability and financial reporting to constituents
Sensitivity to the private nature of this data is of the utmost importance, and protecting the confidentiality and privacy of the university's constituents is a necessity. Confidential or sensitive information contained in Advancement records and foundation databases includes collecting and maintaining data on alumni, friends, parents, university faculty, staff and administrators, corporations, private Foundations and other affiliate organizations. This data, some of which may be of a personal or financial nature, is found and stored in the foundation's multiple numbers of databases and office hard files. Access to the donor databases, the accounting databases and other alumni and development office databases and files, is limited to those within the university who solicit funds, administer UCF Advancement accounts, or who are responsible for specific foundation accounts in order to fulfill their professional responsibilities at the university.
UCF Advancement protects the confidentiality of alumni information and the integrity of its computer operating systems by integrating security measures into procedures for data collection and day-to-day operations. We have physical, electronic and procedural safeguards in place to protect your information from dissemination, tampering, theft and unauthorized disclosure.
The information scanned from driver's licenses will be temporarily stored on dedicated UCF Advancement laptops that meet IT requirements for encryption. The scanner and method for connecting to the scanner have been reviewed and approved by the Advancement IT team. Following each event, the driver's license data will be transferred to the network for processing and completely removed from the laptops. Laptops and driver's license scanner are only used at a check-in stations that are manned and monitored by UCF Advancement staff. Scanned data is stored on the individual laptop, which is hardwired to an individual scanner.
Driver's license data will be processed from a dedicated network folder and formatted in a manner that can be imported into the UCF Advancement's Raiser's Edge database in order to maintain data quality standards. The format and logistics of importing data have been reviewed and approved by the UCF Advancement IT team.
Individuals who do not want their licenses swiped, or those without barcodes on IDs, can have their personal information verified or entered manually at the event help desk.
Frequently Asked Questions
Q. Why is the UCF Office of Alumni Engagement and Annual Giving scanning my driver’s license in addition to checking my alumni key card at events?
A. Now that the UCF Office of Alumni Engagement and Annual Giving is a non-dues program, we measure performance based on alumni engagement versus memberships sold. Alumni key cards are not unique identifiers and do not indicate who is actually participating in alumni events. The attendance analytics derived from scanning driver’s licenses will help UCF Advancement track attendance and gear future programmatic efforts accordingly.
Q. How is my information used?
A. UCF Advancement uses the personal information collected from driver's licenses to authenticate alumni data, to analyze engagement metrics, to prepare future programmatic efforts and appropriate operational budgets, and to provide information to a limited number of third party partners. The data fields collected and used to authenticate an alumnus/alumna record are: first name, middle name, last name, gender, address, city, state, zip code and birth date.
Q. What type of restrictions are placed on third party partners when using alumni data?
A. Third party vendors are only authorized to promote specialized programs for UCF graduates that are endorsed by UCF Advancement. This list is not sold to any vendors that are providing endorsed products. The third party vendors are only authorized limited use of the list and cannot use the list without the expressed written authorization of UCF Advancement.
Q. How is my information protected?
A. Data is scanned from driver's licenses using a hard-wired connection that is attached to a UCF Advancement computer. The information scanned is just the primary contact detail outlined above. The scanner and laptop always remain in the presence of a UCF Advancement staff member. Processing of the event participant information is done on a secure network and verified through the university's enterprise system that is inside the UCF firewall and protected by a multi-layer security network.
Q. Does this practice comply with local, state and/or federal law?
A. Yes, this practice is in compliance with Florida Statue 322.143 section (6)(a), which went into effect on July 1, 2013. The UCF Foundation is a private entity that is collecting data with the consent of the license holder and will use the information to authenticate the data on record for an alumnus or alumna.
Q. What happens if the magnetic strip on my license is damaged, my ID doesn’t have a barcode, or I choose not to have my license swiped?
A. Entrance into the event is still permitted; just visit the Help Desk to have your personal information verified or entered manually.
Q. Will I still need a wristband after I check-in at registration with my alumni key card and/or state-issued driver’s license?
A. Some events may also require a wristband to allow guests to enter and exit the event freely at their will. For example, receiving a wristband at an Indoor Tailgate will allow guests to enjoy indoor and outdoor tailgating activities throughout the duration of the event without the hassle of "checking in" multiple times.