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Canadian Institute of Management P.I.P.E.D.A.
Compliance
The Canadian Institute of Management (C.I.M.) respects
your privacy. We also strive to protect the confidentiality of any personal
information you may give us. We'd like you to know (a) the circumstances
under which we collect information, (b) the kind of information we collect,
and (c) how we may use that information.
We'll let you know specifically before we collect any of
your personal information (details that can identify you as an individual,
such as your name or address). We will explain what information is being
collected and how it will be used. You have the right to decline to have
this information collected or transferred.
We will only collect personal information you choose to
provide to us. We do not use techniques that collect personal information
about you without your knowledge.
You may provide us with information on-line, in a telephone
conversation, in person, or through a completed printed form. The information
you provide will be securely stored either on a computer or as part of a
hard-copy filing system.
1. On the Internet
C.I.M. takes on-line membership registration
and renewals. We will collect information on you, which may include your
name, address, telephone number, e-mail address, birth date, employer, position,
employment history and educational achievements. This data is captured and
entered onto a secure server, which is not connected to the Internet. Data
is used only to allow efficient administration of the Institute; distribute
mailings; and monitor membership renewals and/or course completions. Within
the office, your data is accessed only by the Executive Director, Registrar,
and the membership and accounting departments.
C.I.M. may publish a membership roster from time to time.
Such a roster would include your name and contact information. While participation
in the roster is voluntary, we assume that you consent to being included
unless you notify us to the contrary, in writing.
Your contact information may be made available to Institute
telephone committees to generate attendance at our events, follow up on
lapsed memberships or ask for committee support; however, no financial information
is provided to them.
Aggregate statistical data may be made available to Institute
Board/committee members. No data collected is sold, rented or given to third
parties for non-C.I.M. use.
From time to time, C.I.M. may retain outside consultants
to conduct various Board approved projects such as membership surveys. We
may make members' contact information available to them to facilitate the
process. However, this information is communicated to them under the stipulation
that it will only be used for the survey. Further, all results reported
in the survey are not to be identifiable as coming from specific individuals,
and aggregate statistical data is encouraged. Outside contractors will sign
a confidentiality agreement.
On-line payments are handled securely by our credit card
provider and credit card data is available only to authorized Institute
staff. On-line registration for seminars, conferences, etc. is handled according
to these same protocols.
2. By phone, mail or in person
C.I.M. will collect membership registrations
and renewals data by phone, mail or in person. This may include your name,
address, telephone number, e-mail address, birth date, employer, position,
employment history and educational achievements. Data is used only to allow
efficient administration of the Institute; distribute mailings; and monitor
membership renewals and/or course completions. This data is entered by our
membership department onto a secure server that is not connected to the
Internet. Within the office, it is only accessible by the Executive Director,
Registrar, and the membership and accounting departments.
The Institute may publish a membership roster from time
to time. Such a roster would include your name and contact information.
While participation in the roster is voluntary, we assume that you consent
to being included unless you notify us to the contrary, in writing.
Your contact information may be made available to telephone
committees to generate attendance at Institute events, follow up on lapsed
memberships or ask for committee support; however, no financial information
is provided to them.
Aggregate statistical data may be made available to Institute
Board/committee members. No data collected is sold, rented or given to third
parties for non-Association purposes.
All payments are processed either through our credit/debit
card machine (our accounting department would retain copies only for bank
verification/reconciliation) or (for cheques/money orders/cash) deposited
directly to bank. Once again, transactions are processed securely, and the
account information would only be entered into a secure computer or manual
database.
From time to time, the Institute may retain outside consultants
to conduct various Board approved projects such as membership surveys. We
may make members' contact information available to them to facilitate the
process. However, this information is communicated to them under the stipulation
that it will only be used for the survey. Further, all results reported
in the survey are not to be identifiable as coming from specific individuals,
and aggregate statistical data is encouraged. Outside contractors will sign
a confidentiality agreement.
C.I.M. also collects contact information from you if you
enquire about membership. Such data is used to send information to you,
and is made available to Institute committee members or staff to follow
up on enquiries. Data is stored only on a secure server that is not connected
to the internet, and is only accessible by the Association manager, membership
department and marketing/membership committee members. Data is not sold,
rented or given to third parties.
3. Education
As part of its overall service to you, the
Institute tracks your progress in courses leading to one of our certifications/designations.
We also track courses you report to us as part of your commitment to maintain
those certifications/designations.
Information on courses you have completed may be reported
to us by the instructor, the educational institution offering the course,
or by the Branch to which you belong. That information typically includes
your name, the course name, total course hours, your term-work mark, your
examination mark, and your final mark. We maintain this information in our
central database on a secure server. We also maintain records of the Institute's
certifications/designations you achieve, along with any relevant non-C.I.M.
degrees, diplomas, certificates and designations you report to us.
Where we receive hard copies of assignments and examinations,
they are retained in our files for twelve (12) months to allow for appeals
of marks. At the end of this time, they are destroyed.
Educational records are retained on our server for as long
as you remain a member of the Association and for a period of ten years
after you cease to be a member in good standing. You may review your records
in accordance with the Association's access policy (see below). Should you
wish a transcript of your records, please contact us. We will send the transcript
to the address we have on file for you.
4. Access to Information
The Institute is committed to ensuring that
your information is up-to-date. If you believe this is not the case, you
may contact the Privacy Officer to request a review of the information we
hold on file for you. The request should be in writing. We will arrange
an appointment for you to view your records at our office where that is
practical (or where you request it); alternately, we will mail a print-out
of your information by registered mail to the address you specify.
Where your current address does not match the address we
have on file, we will ask you to send us copies of documents verifying your
name and new address before we release the documentation. The copies you
send us will be used only for verification, and will be returned to you
with the copy of your records.
5. Removal of Personal Information
Your personal information is retained in our
records while you are a member in good standing of C.I.M., and for a period
of ten years after your membership in the Institute last lapses. We retain
it for this period of time only to facilitate reinstatement, should you
request it. Information continues to remain confidential as outlined elsewhere
in this document.
6. Challenging Accuracy
C.I.M. is committed to ensuring that your information
is up-to-date. If you believe this is not the case, you may contact the
Privacy Officer to request a review of the information we hold on file for
you. The request should be in writing. We will arrange an appointment for
you to view your records at our office where that is practical (or where
you request it); alternately, we will mail a print-out of your information
by registered mail to the last address we have on file for you.
Where your current address does not match the address we
have on file, we will ask you to send us copies of documents verifying your
name and new address before we release the documentation. The copies you
send us will be used only for verification, and will be returned to you
with the copy of your records.
Challenge
Where you believe that the information we have
on file for you is inaccurate, your Institute has established a process
which will enable us to maintain accurate records.
1. You will first need to contact the Privacy Officer
as described under the section dealing with Access (above) to arrange a
review of your record(s).
2. If you find information to be inaccurate, we will ask
you to provide documentation to assist us in making corrections. This may
include copies of transcripts, certificates, diplomas or degrees, proof
of address, proof of identify (where our records do not reflect your name
accurately), or other copies or original documents as may be necessary
to support your claim. All such documentation furnished to us will only
be used for this purpose, and will be returned to you upon conclusion of
the challenge.
3. If our records are in error, we will amend them and,
where we have, as part of your membership in C.I.M., furnished erroneous
information to others, we will inform them of the corrected information.
7. Currency of data collected
C.I.M. may contact you requesting updates of
data. This will normally be by regular mail or an e-mail directing you to
the appropriate website. We do not use third parties to collect this data
on our behalf, and you will never be directed to a third-party website for
this purpose. If you receive any communication the authenticity of which
is doubtful, please contact the Institute immediately.
8. How We Use Non-Personal Information
cim.ca's operating system may automatically
record some general information about your visit, such as:
- The Internet domain for your Internet service provider,
such as "company.com" or "service.ca" and the IP address
of the computer accessing the website, such as "ppp-55" or "123.123.123.123";
- The type of browser (such as "Netscape version x"
or "Internet Explorer version x") you are using;
- The type of operating system you are using (such as Macintosh,
Unix, or Windows);
- The date and time you visit our site and the web pages
that you visit on our site, along with the address of the previous website
you were visiting, if you linked to us from another website.
We use this information for statistical analysis, to help
us make our site more useful to visitors. We may disclose this non-personal
information to third parties and/or use it for auditing purposes. This
tracking system does not record personal information about individuals or
link this information to any personal data collected.
We may use "cookies" that identify you as a return
visitor, particularly to our "Members Only" section. A cookie
is a piece of data that a website can send to your browser, which may then
store the cookie on your hard drive. So, when you come back to visit us
again, we can tailor information to suit your individual preferences. The
goal is to save you time and provide you with a more meaningful visit and
to measure website activity. Cookies do not contain any personally identifying
information. Browsers such as Netscape allow you to disable cookie collection
if you wish, or inform you when a cookie is being stored on your hard drive.
Privacy Officer
The Association has a privacy officer who may be
contacted for any concerns, clarifications or possible abuse of the privacy
policy. Please direct your communications to:
Chief Privacy Officer
Vice President, Communications
Canadian Institute of Management
15 Collier Street, Lower Level
Barrie, Ontario L4M 1G5
Local: (705) 725-8926
Toll-free: 1-800-387-5774
Fax: (705) 725-8196
E-mail: vpcommunications@cim.ca
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