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The Toronto Board of Trade Privacy Policy
Introduction
Protecting your privacy and the confidentiality of your personal information –
over the Internet, on the telephone, or through our offices – has always been
fundamental to the way we do business at the Toronto Board of Trade. 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, guests, partners and web site visitors and Internet users. 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.
Please note, the Toronto Board of Trade does not sell or trade any personal
information with third parties.
For web-site specific privacy issues, please see paragraph entitled
“Web-site
Privacy”
Application
This policy applies to the personal information of Board members, guests,
partners and web site visitors and internet users.
Privacy Statement
This policy deals only with personal information handled by the Toronto Board of
Trade. Personal information is information about an identifiable individual,
excluding business contact information. The following explains how the Toronto
Board of Trade handles personal information. The Toronto Board of Trade 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 Toronto Board of Trade (herein “the Board”) is accountable for all personal
information under its control. The Board’s privacy officer is our Chief
Operating Officer, Grant Humes, who is designated as responsible for the Board’s
privacy policy. The privacy officer can be reached by:
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Email, at privacy@bot.com
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Telephone, at 416-862-4503
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Fax, at 416-366-4906
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Mail, at 1 First Canadian place, P.O. Box 60
Toronto, Ontario, Canada M5X 1C1
Any questions about the Board’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 Board’s handling of personal
information.
Purpose of Personal Information
The purpose for which the Board collects personal information will be identified
at or before the time the information is collected. The Board may collect
personal information for the purpose of:
- administering and maintaining an up-to-date membership roster, including
membership status and account balances;
- Board membership and providing member services;
- registration for Board events;
- purchasing various Board products or services including club/center
products and services, information products (surveys and publications), and
any other products or services the Board may offer from time to time;
- processing and administering via club account or direct payment all
Board membership and product purchases;
- membership outreach and communications, including member surveys on policy
issues so that we may better reflect the views of our members in our advocacy
initiatives;
- profile information use to determine individual member preferences related
to event/product offerings.
The Board will not use personal information for any other purpose than
identified at or before the time collection.
Consent
The Board 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 Board
will not use personal information for any purpose other than that for which
you consented. Should Board require personal information for a new purpose, we
will contact you to seek consent for that new use.
Limited for Collecting, Using, Disclosing and Keeping Personal Information
The Board 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 Board 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 confidential and will only be
shared with those individuals or organizations that require it to process your
request for information, or provide you with a product or service.
We review the personal information in our possession every six months and
retain personal information only if it is necessary to provide the individual
with the requested product, service or information or for follow-up action and
delete or destroy this information after that time. In some cases, however,
legal reporting and retention requirements necessitate that the Board retain
information for a specific amount of time. In general, the Board retains
personal information for a period not longer than one year from the expiry of
your membership.
The Board does not sell or trade any personal information with third parties.
The Board may transfer information to service providers where information
processing is outsourced by the Board 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, by way of written agreement, 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 Board retains is kept confidential and the
Board takes numerous security measures (e.g. encryption, restricting access to
personal information to individuals requiring access, etc.) to protect
personal information in our possession.
Safeguarding Personal Information
The Board respects the privacy of our members, partners, 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 secure on and off site storage, restricted
access to records and data processing equipment, password protocols and
encryption and security software when you order a product or service online.
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 Board takes all reasonable steps to keep personal information as accurate,
complete, current and relevant as necessary for the identified purposes. The
Board does not routinely update information.
The Board 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 on the Board’s Web site.
Any questions about the handling of personal information by the Board can be
raised with our privacy officer.
At the written and signed request of an individual, he or she may view or edit
their personal information as collected by the Board. The Board will inform
them of what personal information we have about the individual, what 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 Board may not be able to give an individual access to the
personal information about her or him held by the Board. In this case the
Board will explain the reason for this lack of access, as provided by the CSA
Model Code.
To make a request, please send a signed letter to our Privacy Officer at the
address indicated above. In your request please include the following
information: Name, contact details, membership number, the nature of your
request, including whether you wish to view and/or edit information or inquire
regarding the use and/or disclosure. We will require acceptable proof of your
identification before providing a response.
The Board 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.
Web-site Privacy
The Toronto Board of Trade (the Board) obtains limited information about the
identity and activity of visitors to this website. The Board is committed to
protecting the privacy of its members and visitors to this web-site and has
adopted the following policies about the gathering and dissemination of
personal information.
If you visit this site to browse, or to read, or download information like
publications or press releases, The Board collects and stores: the name of the
domain and host from which you access the Internet (for example, "company.com
or company.ca"), the Internet protocol (IP) address of the computer you are
using, the browser software you use and your operating system, the date and
time you access our site, and the Internet address of the website from which
you linked directly to this site. The Board uses this information to measure
the number of visitors to the different sections of our site, and to help it
make this site more useful to our members and visitors.
The Board will not obtain information that personally identifies you when you
visit our site, unless you choose to provide such information to us by letter,
email, facsimile, telephone or filling out a form on the Toronto Board of
Trade Web site. If you choose to identify yourself and provide us with
personal information by sending the Board an email, The Board uses that
information to respond to your message and to help get you the information you
have requested. The Board treats emails the same way it treats letters sent to
the Board.
In general, you may visit the Board Web site without providing any personal
information. However, to provide certain online services, the Board may
request personal information in one or more of the ways listed below. Users
are informed when information is to be collected and you have the option to
not submit this information. We store all user information in secure databases
protected via a variety of access controls. This data is accessed only for the
purposes specified in this privacy statement.
- Online membership, registration, and subscription forms. As a convenience
to members, the Board provides online forms for transactions such as
membership renewal, convention registration, the purchase of Board
publications, and potential subscriptions. The information collected on these
forms may be shared with a third party for business purposes. Users have the
right to request that their personal information not be shared with such third
parties. Contact information is provided at the Web site so that users may
notify the Board membership office at any time of errors in the information
provided or to request that personal information not be shared with third
parties.
- Online credit card transactions. As a convenience to members, the Toronto
Board of Trade accepts online credit card transactions through its secure
server. The credit card information provided by users at our site is submitted
directly to the Board staff. This information is not used for any other
purpose.
- Password-protected services. The Toronto Board of Trade Web site password
system uses cookies. A "cookie" is a small file that our Web server places on
your computer’s hard drive when you log in to a member- or
subscriber-restricted area of our Web site. This cookie does not contain any
personal information, but it allows our server to identify you as having
successfully logged in so that you do not have to re-enter your password each
time you access a password-protected page during that session. Users are
notified on the password log-in screen that a cookie will be set when they log
in. The Board does not use cookies to monitor which Web pages an individual
visits.
Note: You may set your browser to warn you before you accept a cookie. You
may also set your browser to refuse all cookies. While all public pages at the
Toronto Board of Trade Web site are accessible without accepting a cookie, you
must accept a cookie from our Web server in order to access a
password-restricted area at the Board Web site.
Questions
Any questions or comments about the Board’s handling of personal information
should be directed to our privacy officer.
Last Updated: March 2, 2004
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