Introduction
Protecting your privacy
and the confidentiality of your information -- over
the Internet, on the telephone, or through our offices
– has always been fundamental to the way we
do business at the Caledon Chamber of Commerce.
We operate on the basis of a Privacy Policy and
related procedures that guide the handling of the
personal information we collect. We have created
this privacy statement in order to demonstrate our
firm commitment to protecting the privacy of our
members, partners and potential Web site visitors.
This policy and related procedures are consistent
with the Canadian Standards Association Model Code
for the Protection of Personal Information (herein
“CSA Model Code”) and applicable privacy
legislation.
Privacy Statement
This policy deals only with personal information
handled by the Caledon Chamber of Commerce. Personal
information is information about an identifiable
individual, excluding business contact information.
The following explains how the Caledon Chamber
of Commerce handles personal information. The
Caledon Chamber of Commerce reserves the right
to change this policy and it may be updated periodically.
These changes may affect our use of your personal
information. Accordingly, please check for changes
regularly.
Accountability
The Caledon Chamber of Commerce is accountable
for all personal information under its control.
The Caledon Chamber of Commerce’s privacy
officer is the Executive Director who is designated
as responsible for the Caledon Chamber of Commerce’s
privacy policy. The privacy officer can be reached
by:
· e-mail, at Kelly@caledonchamber.com
· telephone, at
905-857-7393
· fax, at 905-857-7405
· mail, at Box 193,
Bolton, Ontario L7E 5T5
Any questions about the
Caledon Chamber of Commerce’s handling of
personal information should be directed to the
privacy officer. Please see below for more information
about the process for referring questions about
the Caledon Chamber of Commerce’s handling
of personal information.
Purpose of Personal
Information
The purpose for which the
Caledon Chamber of Commerce collects personal
information will be identified at or before the
time the information is collected. The Caledon
Chamber of Commerce may collect personal information
for the purposes of:
Ø [example: administering
Caledon Chamber of Commerce membership and providing
member services];
Ø [example: registering
for Caledon Chamber of Commerce events, for example
the Annual General Meeting;
Ø [example: purchasing
various Caledon Chamber of Commerce products or
services including document certification …];
and
Ø [example: processing
and administering the above or other purposes
as necessary.]
The Caledon Chamber of
Commerce will not use personal information for
any other purpose than identified at or before
the time of collection.
Consent
The Caledon Chamber of Commerce seeks consent
for all personal information we collect, use and
disclose through information provided to individuals
prior to collection, or at the time of collection.
If you have voluntarily
provided information, you have consented to the
collection, use and disclosure of your personally
identifiable information as described in this
privacy policy. As required by the CSA Model Code,
the Caledon Chamber of Commerce will not use personal
information for any purpose other than that for
which you consented. Should the Caledon Chamber
of Commerce require personal information for a
new purpose, we will contact you to seek consent
for that new use.
Limits for Collecting,
Using, Disclosing and Keeping Personal Information
The Caledon Chamber of
Commerce does not collect, use or disclose personal
information of individuals except when individuals
give consent and provide the information on a
voluntary basis. There may be occasions where
more specific personal information is necessary
for us to proceed with a request for information,
or provide you with a product or service. In such
cases, we will provide you with a description
on the information we need. In all cases, the
Caledon Chamber of Commerce limits the amount
and type of information collected to only the
personal information that is required to provide
the individual with the requested information,
product, or service. We collect only information
that is voluntarily provided by you and undertake
that such information will be kept strictly confidential.
We retain personal information
only as long as is necessary to provide the individual
with the requested product, service or information
and delete or destroy this information after that
time. [i.e. if personal information is given to
enable you to register for an event, the personal
information will only be used for this event and
will then be deleted or destroyed]. In some cases,
however, legal reporting and retention requirements
necessitate that the Caledon Chamber of Commerce
retain information for a specific amount of time.
In general, the Caledon Chamber of Commerce retains
information for a period not longer than 5 years.
The Caledon Chamber of
Commerce does not sell or trade any personal information
with third parties. The Caledon Chamber of Commerce
may transfer information to service providers
where information processing is outsourced by
the Caledon Chamber of Commerce in the course
of its administrative procedures or member services
in specific cases. Where personal information
is transferred to a service provider for processing,
we require the service provider to respect this
Privacy Policy and we restrict them from using
or disclosing personal information transferred
to them for any purpose other than the provision
of services to us.
Any personal information
that the Caledon Chamber of Commerce retains is
kept in such a manner as to ensure its security
and confidentiality at all times.
Safeguarding Personal Information
The Caledon Chamber of Commerce respects the privacy
of our members, partners, potential website visitors
and internet users and will protect that privacy
as vigorously as possible. We store personal information
in electronic and physical files that are secure.
Our security measures include Example: secure
locks on filing cabinets, and using industry standard
techniques such as firewalls, encryption, intrusion
detection and restricted access to records and
to equipment, including computers. Unfortunately,
no data transmission over the Internet can be
guaranteed to be 100% secure. As a result, while
we strive to protect your personal information,
we cannot ensure or warrant the security of any
information you transmit to us or receive from
us electronically. This is especially true for
information you transmit to us via e-mail. We
have no way of protecting that information until
it reaches us. Once we receive your transmission,
we make our best efforts to ensure its security
on our servers.
Accuracy of and Access
to Personal Information Collected
The Caledon Chamber of Commerce makes every effort
to keep personal information as accurate, complete,
current and relevant as necessary for the identified
purposes. The Caledon does not routinely update
personal information.
The Caledon Chamber of
Commerce makes readily available to individuals
our Privacy Policy and related procedures for
managing personal information. We provide access
to the Privacy Policy and related procedures to
individuals. Example: “on the Caledon Chamber
of Commerce’s Web site and in written form”.
Any questions about the handling of personal information
by the [name of chamber or board of trade] can
be raised with our privacy officer.
At the written request
of an individual, he or she may view or edit their
personal information as collected by the Caledon
Chamber of Commerce. The Caledon Chamber of Commerce
will inform them of what personal information
we have about the individual, what it is being
used for and, in cases where it has been disclosed,
to whom it has been disclosed. There may be exceptional
circumstances as provided by the CSA Model Code
under which the Caledon Chamber of Commerce may
not be able to give an individual access to the
personal information about her or him held by
the Caledon Chamber of Commerce. In this case
the Caledon Chamber of Commerce will explain the
reason for this lack of access, as provided by
the CSA Model Code.
To make a request, please
“send a letter, email or fax addressed to
our Privacy Officer at the address indicated above”.
In your request, please include the following
information:
“Name, contact details,
membership name, the nature of your request, including
whether you wish to view and/or edit information
or inquire regarding use and/or disclosure”
The Caledon Chamber of
Commerce will reply to your request in no later
than thirty days after receipt of the request,
or if we are not able to respond within this time
period, we will send you a notice of extension.
If we are not able to disclose all the personal
information we hold on you, we will give you a
reason for our inability to do so, unless prohibited
by law.
Questions
Any questions or comments about the Caledon Chamber
of Commerce’s handling of personal information
should be directed to our privacy officer –
Kelly Darnley, Executive Director, Caledon Chamber
of Commerce.
