PRIVACY POLICY AND TERMS OF USE

Introduction

 

Protecting the privacy and the confidentiality of personal information—over the Internet, on the telephone, or through our office—has always been fundamental to the way the Kapuskasing & District Chamber of Commerce (the “KDCC”) conducts its affairs. The KDCC operates on the basis of a Privacy Policy and related procedures that guide the handling of the personal information collected. This privacy statement has been created to demonstrate the KDCC’s firm commitment to protecting the privacy of its members, partners and potential Website 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 Kapuskasing & District Chamber of Commerce. Personal information is information about an identifiable individual, excluding business contact information. The following explains how the KDCC handles personal information. The KDCC reserves the right to change this policy and it may be updated periodically. These changes may affect the use of personal information. Accordingly, please check for changes regularly.

 

Accountability

 

The KDCC is accountable for all personal information under its control. The KDCC’s Privacy Officer is the Membership & Events Coordinator, who is designated as responsible for the KDCC privacy policy. The Privacy Officer can be reached by:

  • email, at info@kapchamber.ca

  • telephone, at 705-335-2332

  • fax, at 705-335-2359 or

  • mail, at the Kapuskasing & District Chamber of Commerce, 25 Millview Road, Kapuskasing, Ontario, P5N 2X6

 

Any questions about the KDCC’s handling of personal information should be directed to the Privacy Officer. In cases where the question concerns an access request, individuals must follow the request process described under Accuracy of and Access to Personal Information Collected.

 

Purposes for Collection, Use and Disclosure of Personal Information

 

The purpose for which the KDCC collects personal information will be identified at or before the time the information is collected. Personal information may be collected for such purposes as:

  • administering KDCC membership and providing member services;

  • registering for KDCC events, for example the Annual General Meeting;

  • purchasing various products or services including, but not limited to, event tickets; and

  • processing and administering the above or other purposes as necessary.

 

The KDCC will not use personal information for any other purpose than identified at or before the time of collection.

 

Member Services

 

The KDCC may collect employee contact information from its members in order to:

send out newsletters and other relevant information

inform members of upcoming KDCC events

send out invoices and otherwise administer KDCC membership

 

This contact information is voluntarily provided by KDCC members. Members may, at any time, be taken off of KDCC mailing lists at their request.

Through external merchants, the KDCC offers various services to its members through programs such as:

the ESSO Direct Driver Billing program, First Data Merchant program

 

Members who chose to participate in these programs should refer directly to the privacy policies of the sponsoring companies. The KDCC does not collect, use or retain any personal information from these programs.

 

Consent

 

The KDCC seeks consent for all personal information it collects, uses and discloses through information provided to individuals prior to collection, or at the time of collection. For information which is considered to be more sensitive, for example credit card numbers, the Canadian Chamber will ask for a signature (or checkbox) as a sign of consent. If information is voluntarily provided, this is interpreted as consent to the collection, use and disclosure of personally identifiable information as described in this Privacy Policy. As required by the CSA Model Code, the KDCC will not use personal information for any purpose other than that for which consent has been provided. Should the KDCC require use of personal information for a new purpose, consent will be sought for that new use.
 

 
Limits for Collecting, Using, Disclosing and Keeping Personal Information

 

The KDCC 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 the KDCC to proceed with a request for information, or provide a product or service; for example in cases of membership or feedback forms. In such cases, the KDCC will describe the information required. In all such cases, the KDCC 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. The KDCC collects only information that is voluntarily provided by the individual and undertakes that such information will be kept strictly confidential.

 

The KDCC may disclose personal information collected by it without the knowledge or consent of the individual, for example to its lawyers; for purposes relating to an investigation under, the enforcement of or the administration of a law or where required by law to disclose the information. The KDCC will not use or disclose personal information without the knowledge or consent of the individual except as authorized by applicable law.

 

The KDCC retains personal information only as long as is necessary to provide the individual with the requested product, service or information. For example, if personal information is given 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 or retention requirements necessitate that the KDCC retains information for a specific amount of time. In general, the KDCC retains personal information for a period not longer than seven years, in secure storage.

 

The KDCC does not sell or trade any personal information with third parties. Information may be transferred to third parties where information processing is outsourced by the KDCC in the course of its activities or administrative procedures in specific cases. Where personal information is transferred to a service provider for processing, the KDCC requires service providers to respect this Privacy Policy. Service providers are restricted from using or disclosing personal information transferred to them for any purpose other than the provision of services to the KDCC.

 

Any personal information that the KDCC retains is kept in such a manner as to ensure its security and confidentiality at all times.

 

Safeguarding Personal Information

 

The KDCC respects the privacy of its members, partners, potential website visitors and internet users and will protect that privacy as vigorously as possible. Personal information is stored in electronic and physical files that are secure. Security measures include secure locks on filing cabinets, and using industry standard techniques such as firewalls, encryption, intrusion detection and restricted access to computers. Unfortunately, no data transmission over the Internet can be guaranteed to be 100% secure. As a result, while the KDCC strives to protect personal information, it cannot ensure or warrant the security of any information transmitted to it or received from it electronically. This is especially true for information transmitted via e-mail. The KDCC has no way of protecting that information until it reaches it. Once a transmission is received, the KDCC makes its best efforts to ensure its security on its servers. Internally, access to personal information is restricted to employees who need access to the information in order to do their jobs. These employees are limited in number, and are knowledgeable about and committed to our privacy policies.

 

Accuracy of and Access to Personal Information Collected

 

The KDCC makes every effort to keep personal information as accurate, complete, current and relevant as necessary for the identified purposes. The KDCC does not routinely update personal information.

 

The KDCC makes readily available to individuals its Privacy Policy and related procedures for managing personal information. Customer access to the Privacy Policy and related procedures is provided on the Kapuskasing & District Chamber of Commerce’s website and in written form. Any questions about the handling of personal information by the KDCC can be raised with the Privacy Officer.

 

At the written request of an individual, he or she may view or edit their personal information as collected by the KDCC. The KDCC will inform them of what personal information it has 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 KDCC may not be able to give an individual access to personal information held about them by the KDCC. In this case the KDCC 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 any written request, please include the following information:

  • Name

  • Contact details

  • Membership number (where applicable)

  • Nature of the request, for example:

    • view and/or edit information

    • inquire regarding use and/or disclosure

 

If an inquiry concerns a specific transaction, please indicate the date of the transaction, and provide a receipt number if applicable.

 

The KDCC will reply to requests in no later than thirty days after receipt of the request, or if it is not able to respond within this time period, a notice of extension will be sent.

 

Questions

 

Any questions or comments about the Kapuskasing & District Chamber of Commerce’s handling of personal information should be directed to the Privacy Officer.

 

Use of the Kapuskasing & District Chamber of Commerce Website

 

The Kapuskasing & District Chamber of Commerce (the “KDCC”) believes that online privacy is important to the success of the Internet and electronic commerce in general and is strongly committed to each visitor’s right to privacy. This statement sets forth KDCC’s Privacy Policy for its website located at kapchamber.ca and describes the practices that the KDCC follows in respect to the privacy of the users of this site. By accessing and using materials from this Website or sending or posting materials to it, you (the “user”) agrees to the terms of this privacy commitment and to our practices to collect, use or disclose personal information.

 

This Privacy Statement may be updated periodically to reflect enhancements to the KDCC Website that may affect the use of personal information. Accordingly, please check back periodically.

 

Information on This Website

 

Information which includes all facts, data and other information, collectively the “Information” in the pages of this website is of a general nature, is intended only for informational purposes, is subject to change without notice, and is not intended to be relied on by visitors as binding legal advice on any particular matter.

 

Individual information provided to the KDCC to gain access to any feature of this website will not be sold or made available to any third party, except where information processing is outsourced by the KDCC in the course of its regular administrative procedures.

 

The KDCC reserves the right to perform statistical analyses of aggregated user behavior and characteristics, in order to measure interest in and use of the various sections of its site so as to improve design and navigation and to gather information for marketing purposes. Only aggregated data from these analyses, not individual data, will be used for this purpose.

 

“Cookies” are not attached to the KDCC website. A “cookie” is a piece of data that is stored on the hard drive of a computer that contains information about use of the website. Other Websites may contain “cookies” that accumulate information about website use, for example a record of the websites that an individual has visited.

 

Accuracy of the Information on This Website

 

The information is believed to be accurate, complete and current when posted, but the KDCC cannot guarantee that it will remain accurate or complete or that it will be current at all times.

 

The KDCC is not responsible for direct, indirect, special or consequential damages, regardless of the cause, arising out the use of this website.

 

Accuracy of Information on Linked Websites

 

Through the links to other sites found on the KDCC’s website, the user may enter domains that are beyond the boundaries of the KDCC and, once there, the KDCC is not responsible for the privacy practices or the content of these websites. The KDCC has no control over the accuracy, completeness or relevance of the information on these sites and provides links to these sites solely for the information and convenience of visitors to our website.

 

Copying Information from This Website

 

The information on the KDCC website may be used or copied provided that it is used or copied accurately, or is used in its entirety and/or that the source of the information is clearly identified. Only a member of the KDCC may use the information for commercial purposes. The KDCC is not responsible for the way in which the information may be used or copied. The KDCC reserves the right to change, delete or add information at any time. 

 

28 Circle Street

Kapuskasing, ON

P5N 1T7

 

Tel:  (705) 335-2332

Fax: (705) 335-2359

Donna Todd
Member Services
info@kapchamber.ca

 

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