Cardholder Terms and Conditions

The OneCard serves as the official identification card for Bow Valley College (“College”) and grants access to the College facilities, services, and additional institutional resources. It is issued to you as a College community member under the following terms and conditions. 

By accepting a OneCard, you agree to be bound by these Terms and Conditions.

1. Online Photo Submission

You may upload a photo online at https://myphoto.mybvc.ca/terms. The photo upload website is provided by the College and its third-party suppliers (MyPhoto5 and TouchNet), and it may be updated from time to time. If you do not wish to upload a photo, you must visit the Registrar’s front desk office or Campus Security to have your picture taken and your OneCard issued. Your image will be used solely to issue your OneCard.

Your image remains your personal information and is protected under the Protection of Privacy Act, Alberta (“POPA”) and other applicable privacy laws. It will not be used for any purpose other than identity verification and service access, unless authorized by law or with your explicit consent.

2. OneCard Use and Responsibilities

The initial OneCard is issued without charge. This card serves as your official multi-purpose identification and remains the property of the College. The College reserves the right to cancel or revoke the card at any time, and upon request, it must be returned to either the Office of the Registrar or Campus Security. The card and your related account(s) are non-transferable. You are responsible for all uses of your card. Misuse, including transfer to another person, may result in disciplinary action.

Cards presented by someone other than the cardholder will be confiscated and may be referred to the Registrar or People and Culture for disciplinary action.

3. Replacement and Lost Cards

OneCard is a smart card with a proximity control data chip and filament wires inside the card. Any damage to the card will cause the chip to fail and render the card nonfunctional. Any card that has been cut, creased, magnetic stripe mutilated, punched or slotted will require replacement and a damaged card fee will be assessed. Any card that fails to function due to normal wear and tear (as judged by the Campus Security personnel) or with no visible damage may be replaced at no charge, provided the card is returned to the Campus Security office intact at the same time as a new card is obtained.

Replacement cards will be issued in accordance with College policies, and the cardholder may be charged a replacement fee.

You must immediately report lost or stolen cards to the Registrar’s Office or Campus Security.

4. OneCard Accounts

By opening a OneCard account, you agree to these Terms and Conditions. The College agrees to establish, accept and maintain an account or accounts for your benefit and exclusively for the purpose described herein. Prepaid funds shall be applied against amounts charged to your OneCard account[s] for goods and services purchased by you at points-of-sale locations accepting payments through the use of the OneCard. Provided funds are available, there is no daily limit on the number of purchases that may be made and charged to an account. The OneCard is not a credit card. Under no circumstances may debits or charges to an account reduce the account balance below zero. Under no circumstances may the OneCard be used to obtain cash or cash advances. Any credits due to refunds/returns shall be deposited into the account they were initially drawn from. If an account goes to a negative balance, the value of the negative balance may be transferred to their OneCard Student Account. The user’s card will be suspended if payment is not received within 5 [five] business days following notification. Cardholder activity is available 7 days a week. In addition, cardholder log recalls are available upon request online or at the OneCard Office during normal working hours. Debit account value[s] will remain on the OneCard unless the student graduates or leaves the College, and at that time, a refund may be requested or the value[s] may be used to offset any outstanding balance owed on their OneCard Student Account. Other accounts are subject to terms as described separately.

5. Collection, Use and Disclosure of Personal Information

Bow Valley College collects your digital photo image and associated identifying information under the authority of section 4(c) of POPA to issue the OneCard and manage access to College services and facilities. Personal information, including your uploaded image, will be collected, used, stored, and disclosed in accordance with POPA and the College’s privacy policies.

6. Retention of Information

Your photo and information will be retained for as long as necessary to administer the OneCard program or as required by the College’s retention policy and applicable legislation.

7. Liability

The College shall not be liable for any losses, damages, actions, claims, costs, liabilities or expenses s (including, without limitation, any legal fees and disbursements) of any kind or nature, whether consisting of direct, indirect, consequential, or special losses or damages that have been or may be suffered by you or by others, sustained or incurred by you or by others, or brought against you or others as a result of, arising in connection with, or related to the use or misuse of the OneCard.

8. Governing Law

These Terms and Conditions shall be governed and construed in accordance with the laws of the Province of Alberta. You agree to submit to the exclusive jurisdiction of the courts in the Province of Alberta.

9. Changes

The College may change these terms anytime by posting updates on its intranet or website, which will take effect immediately.