THE CANADIAN PENSION & BENEFITS INSTITUTE
Personal Information Collected
As part of the Institute’s commitment to treat your personal information with respect, it operates in accordance with the following ten principles (the “Principles”):
Principle 1 – Accountability
The Institute will maintain and protect the personal information under its control. The Institute has designated a Privacy Officer, identified at the end of this document, who is accountable for compliance with the Principles.
Principle 2 - Identifying Purposes
The purposes for which personal information is collected by the Institute will be identified to you before or at the time the information is collected.Primarily, this information is gathered for, and may be used in:
- The management of the member relationship, e.g. providing services, resources and information to members;
- The publication of members’ information in the CPBI members’ directory in hard copy as well as on the members-only section of the CPBI website;
- The development of mailing lists for the purpose of promoting various CPBI events, conferences, and for other CPBI communications;
- The provision of electronic files to outside sources as necessary, for selected bulk mailings to the CPBI readership e.g. CPBI publications;
- The granting of certain CPBI recognition; and
- Disclosures required by law.
The Institute also uses the personal information provided to it in order to communicate with you and to safeguard your interests. The Institute will send you important notices, and respond to any special privacy needs or enquiries you may have.
The Institute has members and conducts business worldwide. As a result, the information on the CPBI website and the CPBI Members Directory will be disclosed to members located in foreign countries.
The choice to provide the Institute with your personal information, either directly or through a third party, is always yours. However, your decision to withhold particular information may limit the ability of CPBI to provide its services to you.
Principle 3 - Consent
Except where required or permitted by law, your informed and express consent is required for the Institute’s collection, use or disclosure of your personal information.
Note that your consent is not required to transfer personal information to the Institute’s members, agents, mandatories or service providers that need or require it to perform their duties or fulfill their contracts.
The type of information the Institute is legally required to disclose may relate to criminal investigations or government tax reporting requirements. In some instances such as a legal proceeding or court order, the Institute may also be required to disclose certain information to governmental authorities. Only the information specifically requested will be disclosed and the Institute will take reasonable precautions to satisfy itself that the authorities that are making the request have legitimate grounds to do so.
Principle 4 - Limiting Collection
The personal information collected by the Institute shall be limited to the personal information necessary for the purposes identified to you.
The Institute collects information about you in the following ways: when you submit any form via the Institute’s website, register for membership, register for events, or otherwise contact or do business with the Institute.
Other personal information may be collected from telephone calls, faxes, e-mails, letters sent by members and other contacts of the Institute and from subscription forms.
Principle 5 - Limiting Use, Disclosure and Retention
The Institute will only use or disclose your personal information in accordance with the purposes for which it was originally collected unless you have otherwise consented or when it is required or permitted by law. The Institute will retain your personal information only for so long as is required to fulfill the objectives of the organization or as required by law.
Principle 6 - Accuracy
The Institute shall make every reasonable effort to ensure your personal information is maintained in an accurate, complete and up-to-date form.
To help the Institute keep your personal information up-to-date, you are encouraged to amend inaccuracies and make corrections as often as necessary. Despite the Institute’s efforts, errors sometimes do occur. Should you identify any incorrect or out-of-date information in your file, you are invited to inform the Institute thereof in writing and the Institute will make the proper changes if required. Please note that before we are able to provide you with any information or correct any inaccuracies, we may ask you to verify your identity and to provide other details to help us respond to your request. Where appropriate, the Institute will communicate these changes to other parties who may have unintentionally received incorrect information from the Institute.
Principle 7 - Safeguarding Personal Information
The Institute shall utilize security safeguards appropriate to the sensitivity of the information and in accordance with industry standards to protect your personal information.
The Institute uses industry standard technologies and maintains current security standards to ensure that your personal information is protected against unauthorized access, disclosure, inappropriate alteration or misuse. Electronic member files are kept in a highly secured environment with restricted access. Paper-based files containing personal information are stored in locked filing cabinets.
Principle 8 - Openness
Principle 9 - Individual Access
Upon your request made in writing to the Privacy Officer, the Institute shall inform you of: (i) the type of personal information it has collected, including the source of such information; and (ii) how it has used your personal information in the past, and how it may do so in the future. Individuals may verify the accuracy and completeness of their personal information, and may request that it be amended, if appropriate. The Institute shall respond to your request within 30 days from the reception of said request. If the Institute cannot give you access or amend your personal information, the Institute will explain its position in writing and provide information on your recourses.
Principle 10 - Handling Complaints and Suggestions
Individuals may direct any questions or enquiries with respect to the Principles or about the Institute’s information handling practices to the Privacy Officer named at the end of this document.
Our Employees and Contractorsand your Personal Information
In the course of daily operations, access to personalinformation is restricted to authorized employees and contractors of the Institute who have a legitimate business purpose and reason for accessing it.
As a condition of their employment or contract, all employees and contractors of the Institute are required to abide by the privacy standards the Institute has established. Employees and contractorsare informed about the importance of privacy and they are required to agree in writing, by signing the “Confidentiality Undertaking” document, not to disclose any personal information to unauthorized individuals or parties. Unauthorized access to and/or disclosure of personal information by an employee or contractor of the Institute is strictly prohibited. All employees and contractors are expected to maintain the confidentiality of personal information at all times and failing to do so will result in appropriate disciplinary and administrative or contractual measures, which may include dismissal or contract cancellation.
Members’ Use of Information Collected by the Institute
When a member uses information (including the Membership Directory) collected by the Institute for the benefit of all members, the Institute requires that the member use this information in a secure manner. A member shall not use any such information (including the Membership Directory) for any commercial purpose.
A member shall not provide any such information (including the Membership Directory or any substantial part thereof) to any third person for any purpose, except as may be specifically authorized by the Institute or permitted by the Membership Directory Policy.
The CPBI Website
Personal information is not collected permanently on the Website unless you choose to provide it voluntarily. Any personally identifiable data about customers or website visitors is stored securely and used only for the purpose for which it is provided to us.
Payment Data Collected
The information you provide to CPBI – such as your name, address, etc. – allows CPBI to inform you about events and activities and to notify you of issues, events or special offers which may be of interest to you. By becoming a member or by requesting information or registering for events offered by CPBI, you are giving CPBI permission to contact you by way of the information you provide. Should you choose not to be contacted by CPBI, please log in to your CPBI account to customize your communications preferences, or contact CPBI Membership Services at firstname.lastname@example.org or at 514-288-1222, ext. 23.
Web Site Logging
You are entitled to challenge or otherwise scrutinize the Institute’s management of your personal information. You may also limit the manner in which information about you is used or disclosed. Any requests should be directed to the contact person identified below: