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 Halton Hill 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 deal only with personal information handled by the Halton Hills Chamber of Commerce. Personal information is about an identifiable individual, excluding business contact information. The following explains how Halton Hills Chamber of Commerce handles personal information. Halton Hills Chamber of Commerce reserves the right to change this policy and it may be updated periodically. These changes may affect our used of your personal information. Accordingly, please check for changes regularly.
Accountability
Halton Hills Chamber of Commerce (herein “the HHCC”) is accountable for all personal information under its control. HHCC’s privacy officer is the General Manager who is designated as responsible for HHCC’s privacy policy. The privacy officer can be reached by:
e-mail, at info@haltonhillschamber.on.ca
telephone, at 905-877-7119
fax, at 905-877-5117
mail, at 328 Guelph St., Halton Hills, ON, L7G 4B5
Any questions about HHCC’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 HHCC’s handling of personal information.
Purpose of Personal Information
The purpose for which the HHCC collects personal information will be identified at of before the time the information is collected. The HHCC may collect personal information for the purposes of:
- administering HHCC membership and providing member services;
- registering for HHCC events, for example the Annual General Meeting;
- purchasing various HHCC products or services including document certification;
- processing the above or other purposes as necessary.
HHCC will not use personal information for any other purpose than identified at or before the time of collection.
Consent
HHCC 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 you personally identifiable information as described in this privacy policy. As required by the CSA Model Code, HHCC will not use personal information for any purpose other than that for which you consented. Should HHCC require personal information for a new purpose, we will contact you to seek consent for that new use.
Limits for Collection, Using, Disclosing and Keeping Personal Information
HHCC does not collect, use of 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, HHCC 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 in necessary to provide the individual with the requested product, service or information and delete or destroy this information after that time. In some cases, however, legal reporting and retention requirements necessitate that HHCC retain information for a specific amount of time.
HHCC does not sell or trade any personal information with third parties. HHCC may transfer information to service providers where information processing is outsourced by HHCC 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 HHCC retains is kept in such a manner as to ensure its security and confidentiality at all times.
Safeguarding Personal Information
HHCC 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. 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 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
HHCC makes every effort to keep personal information as accurate, complete, current and relevant as necessary for the identified purposes, HHCC routinely update personal information.
HHCC makes readily available to individuals our Privacy Policy and related procedures for managing personal information. Any questions about the handling of personal information by HHCC 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 HHCC. HHCC 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 HHCC may not be able to give an individual access to the personal information about her or him held by the HHCC. In this case HHCC will explain the reason for this lack of access, as provided by the CSA Model Code. To make a request, please contact the General Manager of HHCC by fax, e-mail, phone or post at: 328 Guelph St., Halton Hills, ON, L7G 4B5, e-mail: info@haltonhillschamber.on.ca, Fax: 905-877-5117, Phone: 905-877-7719.
HHCC 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 HHCC’s handling of personal information should be directed to our privacy officer.