The following policy outlines how the Organization will collect, use, maintain and disclose personal information. Please note that this policy also applies to Internet and email use by Organization Employees, contractors, clients, customers and suppliers.
If you have any questions or concerns about this policy, or should you wish to review your personal information, please contact firstname.lastname@example.org
What is Personal Information?
Personal information is any information about an identifiable individual or through which an individual’s identity can be deduced, and which is disclosed to the Organization, or which we create within the context of our relationship with the individual. Please note that personal information does not include information which does not identify a specific individual nor does it include an individual’s name, title, business address or business telephone number (i.e. “business card information”) and other information excluded by applicable laws.
Why Does CanWEA Collect Personal information?
In serving the needs of the Organization and its Employees, contractors and customers, it is important that the Organization have accurate information. The Organization may collect personal information in order to:
- Establish your identity;
- Understand your needs for, and determine your suitability for, products and services;
- Provide services to you and process payments for your account;
- Inform you of new policies, products and services;
- Establish and maintain an employment or contractor relationship;
- Comply with legal, regulatory and other
If we need to collect personal information for other purposes we will identify those purposes either in changes to this policy or that the time we collected personal information.
How Will Personal Information Be Used?
The Organization may use personal information in order to:
- Administer and maintain the employment relationship;
- Administer and maintain benefits;
- Comply with legal, regulatory and other obligations;
- Carry out our business
When Might Personal Information Be Disclosed?
The Organization may disclose personal information to an Employee’s direct Manager or the management team as required to facilitate activities such as compensation planning, performance management, succession planning or other related employment activities that require specific background for decision and actions:
- Administer and maintain the employment/contractor relationship;
- Administer and maintain benefits and payroll;
- Make hiring decisions;
- Submit quotes or proposals to prospective suppliers, customers or members;
- Enable Employees/contractors to access member or supplier facilities or the Organization’s facilities (i.e. security clearances);
- Explore and/or undertake corporate opportunities, including a sale, merger, amalgamation, or reorganization of the Organization, including the due diligence process and the transfer of information through to closing of any such transaction;
- Comply with legal and regulatory
How Is Your Personal Information Collected?
The Organization collects your personal information at the time you become a new member, client, supplier, Employee or contractor of the Organization and thereafter when we communicate with you. For example, we collect your personal information through:
- Our sales and supply agreements with you;
- Your discussions with our Employees and contractors;
- Your visits to our website and/or
Employees/contractors are responsible for ensuring that changes to their personal information (i.e. address, telephone number, social insurance number, banking information for the purpose of direct deposit, etc.) are communicated to us in a timely manner.
How is Your Personal Information Protected?
Safeguards, security systems and processes are in place to protect your information against unauthorized access, disclosure, use, or modification, whether on or off the Organization’s premises.
Human Resource files as well as information regarding payroll and benefits coverage is accessible to those individuals who have been designated with such authority within the Organization and only to the extent necessary to accomplish the objectives we’ve described above, or to the Organization’s relevant benefits and/or payroll providers. All personal Employee/contractor information maintained within the Organization is centrally located and is maintained secure and confidential. All personal information provided to the Organization’s benefits and/or payroll providers is disclosed only upon assurances that those providers maintain similar standards of personal information protection.
How Long Is Your Personal Information Retained?
The Organization retains your information for as long as is necessary to facilitate the purposes for which it has been collected. Your personal information will be destroyed once it is no longer needed and once all legal requirements have been met.
There are some instances where we may need to disclose personal information to a third party service provider. Whenever we engage a third party service provider, we confirm that its privacy and security standards meet our requirements. In the event that a third party service provider is located outside of Canada and the personal information is transferred outside of Canada, it is subject to the laws of those foreign jurisdictions, including as they relate to collection, use and disclosure of personal information.
By submitting your personal information to us, you have consented to our use and disclosure of the personal information for the purposes as outlined in this policy and any other purpose or use identified at the time of collection. If we wish to use or disclose your personal information other than as described in this policy, we will obtain your consent before doing so.
If you prefer that we not use or disclose your personal information for any of these purposes, you may notify us in writing at any time. If you do not notify us, we will consider you to have consented to our continued use and disclosure of your personal information. A notification that we not use or disclose your personal information for certain purposes may affect our ability to provide you with products and/or services.
Please note that from time to time, we may be compelled to release personal information as required or permitted by law.
How Can You Access Your Personal Information?
Your personal information, hard copy or electronic, is accessible to you, subject to limitations imposed by applicable laws. However please note that if your information is combined with information of others (such as payroll spreadsheets), you will not be granted access to such information unless we are able to segment your personal information. If your request for personal information entails a significant cost due to time, resources or copying, there may be a charge.
Each time you visit an Organization website, we gather the date, time, browser type, name of visitor’s internet service provider, the site that referred the visitor to us, any pages that are requested, the navigation history and IP address of the visitor. The foregoing information does not generally contain anything that can identify users personally. We use this information for our internal audit log and system administration, and to gather broad demographic information about our user base. This information may be shared with third parties in order to provide services for aggregate use.
If you object to this gathering of information, you should not use or access our web pages.
Our website may employ the use of “cookies”. A “cookie” is a small line of data that is sent to your Internet browser from a web server and stored on your computer’s hard drive. Cookies can track how and when you use a site. A cookie does not damage your system and identifies your browser, not you personally. If you do not wish to receive a cookie, use the options in your web browser.
Each participant, attendee or speaker is asked to provide information that is used to promote the annual CanWEA conference and is accessible through printed material and our web site. The Organization is not responsible for the interpretation of the information provided nor for the manner in which other attendees use or distribute the material that may contain personal information on attendees, speakers, suppliers or other participants.