What does this Policy encompass?
This Policy describes how ICTC complies with PIPEDA, including: the purposes for which information is collected, used and disclosed; ICTC’s treatment of personal information; and your rights concerning your personal information. This Policy also applies to all individuals whose personal information is collected by ICTC including, without limitation, those who sign up to become registered users or those who submit content to the website.
The responsibility for the personal information under ICTC’s control rests with its Privacy Officer. The individual designated as Privacy Officer may change from time to time, however, his or her identity will be made known upon request.
ICTC will never disclose personally identifiable information under its control to third parties, except for an identified purpose, and either with your express or implied consent or in accordance with PIPEDA. If we would like to share your personally identifiable information with third parties, we will inform you as to how that information will be used and will not release that information unless we have your approval to do so.
Why We Collect Information from You
ICTC collects personally identifiable information from you only with your knowledge and consent. ICTC collects, uses and discloses personal information based on the products and services you request from us. In addition, there are some places on the website where we may ask for personal information, so that we can present information that you have requested from ICTC or which is tailored to your needs. For example, we collect, use and disclose personal information when you register for an account on our website, enter a competition or challenge, request a student certificate, complete on-line surveys, subscribe to a News Release, or submit content such as a teaching resource or a success story. The registration forms require contact information and may include information such as your name, email address, school name, province or territory, subjects taught, language of instruction, years of experience, gender and number, age range and gender of students. This information will be used to contact visitors who have asked for information or when otherwise necessary. We will also use your personal information to collect aggregated data that does not identity particular individuals (such as province, gender, grade of students and other demographics) so that we may update our funder and better serve our clientele.
Should you voluntarily provide us with personal information as part of an online survey, we will use it to analyze and determine results. We may forward the information collected to other ICTC employees or contractors to perform the actual analysis. You are under no obligation to participate in such surveys. If you provided the information to us in error, you may contact our Privacy Officer and request its removal.
Through this website there are forums, message boards and/or news groups available to its users. Please remember that any information that is disclosed in these areas becomes public information (or information that can be viewed by other ICTC visitors) and you should exercise caution when deciding to disclose your personal information. We cannot guarantee the security of any information you disclose online, and you disclose such information at your own risk. These discussion boards are moderated and anonymous postings will not be allowed. The private community will require a registration, and those registrants shall have a username and password to access the forums. Please do not share your username and password with anyone.
We collect non-personally identifiable information from you in order for us to better understand how our website is used. Information about a user’s visit is logged, however your IP address is not referenced to personally identifiable information. Usage statistics are gathered in a non-intrusive manner. The log files are private documents that are stored on a protected server and which are primarily used by the server administrator to diagnose problems, for server administration, to monitor website performance and for security. At times portions of the log files may be viewed by others for the purpose of server administration, security or when required by law.
ICTC collects both personally identifiable information and non-personally identifiable information with the goal to serve you better and to offer or bring your attention to products and services that may interest you.
In addition to the above, other purposes for which ICTC collects, uses and discloses personal information are as follows:
- Communications between you and ICTC and notes concerning those communications.
- ICTC collects and uses your name, mailing address of your school for the purposes of processing and fulfilling certificate requests made online. We may forward the information collected to other ICTC employees or contractors or to other computer systems (such as secure electronic commerce servers) to complete the requested transaction.
- When you are entering a competition or challenge sponsored or administered by ICTC, ICTC collects certain information so that it can contact you for the purpose of administration of the competition or challenge.
- Personal information may be collected for the purposes of identification, as we use log-in information to help ensure that only registered users have access to certain areas of the website.
- Personal information may be collected for the purpose of communicating changes to our website or your membership or other promotions.
- ICTC’s Social Media accounts collect any personal information you disclose in your social media accounts when you ‘follow’, ‘like’ or similarly subscribe to our accounts. You can control what and how information is received by adjusting the settings within your social channels’ account settings.
Consent is required for the collection of personal information for the above purposes, or any new purposes that ICTC identifies from time to time.
The form of consent required by ICTC will vary depending on the sensitivity of the information requested and the reasonable expectations of the user. Consent will be implied for all purposes unless the purpose indicates that express consent will be collected.
ICTC may collect, use or disclose your personal information without your consent only in circumstances indicated in PIPEDA.
Users may choose not to provide information when requested, may choose at any time to withdraw their consent or may discontinue receiving communications from us.
ICTC does not collect personal information indiscriminately. ICTC limits the collection of personal information to that which is necessary for the purposes it identifies.
ICTC primarily collects personal information directly from you; however, personal information may also be collected from other sources including other people who represent that they have the right to disclose information.
The personal information that ICTC collects directly from you may be collected in a variety of ways, including: by being disclosed directly by you, or information that is observed by ICTC.
The types of personal information collected include: (i) name, email address, school name, province or territory, subjects taught, language of instruction, years of experience, the number, age range and gender of students, complaints, requests, and the like; and (ii) information necessary to identify you.
Limiting Use, Disclosure and Retention
ICTC only uses and discloses information for the purposes for which it was collected, or otherwise in accordance with PIPEDA. Any new purpose for which the information is to be used or disclosed shall be documented, and consent will be obtained for it.
Unless this Policy indicates otherwise, ICTC retains your personal information for a minimum period of seven years after the expiry of any services provided to you. Personal information will be disposed of by shredding or otherwise destroying it. Third-party services may be retained to destroy personal information; however, that third party will be required to provide assurances to ICTC that it will protect the personal information. Your personal information in connection with your user account will be kept until you deactivate your account or unsubscribe from receiving information and materials from ICTC.
Personal information will be kept as accurate, complete and up-to-date as necessary for the purposes for which it is to be used. You are responsible for informing ICTC about changes to your personal information. If you have concerns about the accuracy of your personal information collected by ICTC, then please contact the Privacy Officer at the phone number or address indicated at the end of this document.
ICTC protects personal information against: loss or theft, unauthorized access, disclosure, copying, use or modification, with security safeguards appropriate to the sensitivity of the personal information. ICTC’s employees have been made aware of the need to safeguard personal information and they only access the information on an as-needed basis. Files are protected by keeping them in areas restricted to select employees within a secure server environment. ICTC also uses firewalls and passwords to protect electronic personal information.
ICTC actively invests in maintaining security levels appropriate for the protection of digital assets to protect against the loss, misuse and alteration of data used by our system. ICTC fulfills its security responsibilities through regular remote back-ups, updating security patches promptly and periodic reviews of our security systems and procedures.
ICTC’s policies and practices related to the management of personal information are contained in this Policy. The Policy as well as additional information and documents are available from the Privacy Officer on request.
Upon written request, ICTC will divulge the existence, use and any disclosure made of personal information and will give you access to your information. Written requests must be delivered to the Privacy Officer at the address at the end of this Policy. Personal Information Request Forms are available from the Privacy Officer on request. If assistance is needed with the request, please contact the Privacy Officer.
ICTC will respond to an access request within 30 days, unless an extension of time is required, pursuant to PIPEDA, in which case the response may take up to an additional 30 days. A fee for reasonable costs incurred pursuant to the request may be charged to you by ICTC, provided that you are informed of the fee in advance and do not withdraw your request.
ICTC may require additional information from you in order to locate certain personal information. If this is the case, the additional information will not be used for any purpose other than that of locating the personal information.
If your information on file with ICTC is proven to be incomplete or incorrect, it will be amended as required. Where necessary, the amended information will be transmitted to third parties using the information in question.
ICTC will not comply with access requests in certain situations:
- If it would reveal information about a third party;
- If the information is subject to solicitor-client privilege;
- If to do so would reveal confidential commercial information; and
- If the information was generated in the course of a formal dispute resolution process.
If ICTC does not comply with an access request, it will inform you of the reasons for such refusal.
Any concerns respecting ICTC’s compliance with PIPEDA should be addressed to the Privacy Officer. A Privacy Complaint Form is available from the Privacy Officer. ICTC will investigate and respond to written complaints within 90 business days of receiving a complaint. If a complaint is found to be justified then ICTC will take appropriate measures, including, if necessary, amending its policies and procedures.
The information for ICTC’s current Privacy Officer is:
Address: Information and Communication Technology Council
116 Lisgar Street, Suite 300, Ottawa, ON K2P 0C2
Phone number: 613-237-8551
E-mail: [email protected]