Last updated: February 23, 2023
Meaning of Personal Information
The Personal Information We Collect
The personal information we collect from you may include your name, mailing address, email address, phone number, CFA Institute ID number, information related to your education and/or employment and, to the extent required for making payments to you or reimbursing you for expenses, your banking information. In addition, where we are booking travel on your behalf, we may also collect personal information required to book travel and associated accommodations on your behalf including your passport number, information related to past travels and your loyalty point memberships. In certain circumstances, such as when we arrange travel on your behalf, we may also require you to provide us an emergency contact. To the extent you provide us any personal information about any individual other than yourself, you must ensure you have obtained the relevant individual’s consent to do so for the purposes of acting as your emergency contact.
We will ask for consent to collect, use or disclose personal information, except in circumstances where collection, use or disclosure of personal information without consent is authorized by privacy laws. Subject to privacy laws, we may deem consent to be implied in cases where you volunteer information for an obvious purpose.
You may withdraw your consent to the use and disclosure of personal information at any time, unless the personal information is necessary to fulfill our legal obligations. The withdrawal of your consent to the use and disclosure of personal information may mean that we will not be able to continue a commercial relationship or provide certain products and services if it does not have the necessary personal information.
How We Use Your Personal Information
We may use your personal information for the following purposes:
(a) To provide you with information, products, or services that you request from us or which are part of the benefits we offer to you, as a member of one of our Member Societies, from time to time;
(b) Managing and administering our business, including maintaining and updating member and volunteer databases and email communication lists and evaluating your suitability for any committees to which you may apply;
(c) Where you are participating in a competition or challenge, we may use your personal information to conduct and facilitate the competition or challenge;
(d) Communicating with you;
(e) Booking travel and accommodations on your behalf;
(f) Where applicable, issue payments and reimbursements to you;
(g) For any other purpose with your consent, or as required or permitted by law.
How We Disclose Your Personal Information
We will not disclose personal information for purposes other than those purposes for which it was collected, except with your consent or as required or permitted by privacy laws.
Moreover, in the event of a disclosure, we will ensure that your personal information is only accessed by those individuals who require the information in the performance of their duties and they shall ensure that the information is only used for the purposes relevant to the object of the file.
Information Collected by our Website through Cookies and other Tracking Devices
Cookies. Cookies are small pieces of information that a website transfers to your computer. Our Site may use session ID cookies (expire when you close the browser) and persistent cookies (persist even after you close the browser), which help our Site run more smoothly and tailor content for you. Most web browsers have options that allow you to control whether or not to accept cookies and give you the option to delete all cookies. However, please note that disabling cookies in your browser may prevent access to some parts of our Site. Do Not Track Signals: Our Site is not currently configured to respond to a browser’s Do Not Track signals.
Google Analytics. The information generated by the cookie about your use of the Site will be transmitted to and stored by Google on servers in the United States. Google’s Privacy Notice is located at http://www.google.com/analytics/learn/privacy.html. Google Analytics is used with the expansion ‘_anonymizeIp()’; therefore, only abbreviated IP addresses will be processed to prevent a direct connection to the individual user. You may prevent the use of Google Analytics by disabling cookies in the browser’s set up screen. You may prevent Google from recording the data generated by the cookie and pertaining to your use of the website (including your IP address), or processing these data by downloading and installing the following browser plug-in available through Google at the following link: http://tools.google.com/dlpage/gaoptout?hl=en.
Clear Gifs (Web Beacons/Web Bugs). Our Site may employ a software technology called clear gifs (a.k.a. Web Beacons/Web Bugs), which helps us to better manage content on our Site by informing us what content is viewed or clicked on. Clear gifs are tiny graphics with a unique identifier
Protecting Your Personal Information
We take the protection of your personal information seriously. We make every reasonable effort to prevent unauthorized use, disclosure, loss or theft of your personal information, which includes, but is not limited to, using appropriate security safeguards. Employees who have access to your personal information are made aware of the importance of keeping it confidential.
Where we use service providers who might have access to your personal information, we select them carefully and require them to have privacy and security standards that are comparable to ours. We use contracts and other measures with our service providers to maintain the confidentiality and security of your personal information and to prevent such information from being used for any other purpose.
Retaining Your Personal Information
We will only retain your personal information as long as is necessary for the fulfillment of the purposes for which it was collected or as required by law. Your personal information is securely stored until such time as it is no longer required, after which it is destroyed, rendering it unable to identify you.
Keeping Your Information Updated
We do not update any personal information we collect from you unless necessary for the purposes for which it was collected. In the event it is necessary to update your personal information for the purposes for which it was collected, we will contact you to provide such updated information. You may also contact us to update your personal information. Please see our contact information in the “How to Contact Us” section below.
Accessing Your Information and Addressing Your Privacy Concerns
Subject to certain exceptions prescribed by applicable law, you have the right to access personal information we hold about you and to have any concerns you may have over our policies and practices addressed. In addition, you have the right to obtain information regarding our policies and practices with respect to our use of service providers outside Canada. To access your information, discuss your concerns or learn more about our policies and practices please see our contact information in the “How to Contact Us” section below.
How to Contact Us
If you have any questions related to our practices with respect to the collection, use or disclosure of personal information, including the travel agencies we may share your personal information with, update your personal information, withdraw consent to the use or disclosure of your personal information, please feel free to contact our Privacy Officer at email@example.com.
If you wish to complain to us about how we have handled your personal information, please contact our Privacy Officer at firstname.lastname@example.org. CFA Societies Canada will ensure that all concerns, complaints or incidents are treated in an appropriate, fair and timely manner.