Privacy


Our commitment to Privacy

 

Canada - China SMe Business Expansion Association (‘Association’) is committed to maintaining the security, confidentiality and privacy of your personal information.

 

Scope of Policy

This Policy applies to the Association’s collection, use and disclosure of personal information relating to its members, donors, clients, staff and others. In accordance with the privacy legislation, this policy does not impose any limits on collection, use or disclosure of the following information:

  • Business contact information
  • Publicly available information (such as information in telephone directories and public registries).
  • Accountability

The Association is responsible and accountable for the personal information it has been permitted to possess and control. In order to ensure accountability, the Association has developed this Privacy Policy. The Association has designated a Officer, who is responsible for encouraging compliance and responding to any complaints. The Officer can be contacted at CCSBEA at info@ccsbea.com.

 

The Board of CCSBEA has the responsibility for day-to-day compliance with the policy.

 

Purposes, Collection and Use of information for Members, Donors and Others

The Association collects personal information of members or prospective members, including:

  • Name, address, phone numbers, email, degree information including school and year of graduation, birth date, occupation or former occupation, interests
  • Billing information such as credit card if provided
  • Information on involvement in the Association’s governance and committees
  • Photographs at Association events

We collect this information for the following purposes:

  • To evaluate and process membership applications
  • To allow communication with members and facilitate communication among members
  • To provide services to members and Clients
  • To monitor, process and collect membership dues, event fees and other fees
  • To maintain information about skills, abilities, and interests of members
  • To inform members, donors, prospective members and Clients about the Association’s activities, programs and services
  • To recognize member achievements and donor contributions among membership as well as publicly and to promote publicly the activities of the Association
  • To archive the activities of the Association and maintain records of the Association’s history
  • To meet our legal and regulatory requirements (e.g., statutory filings).

The Association will not disclose members’ private information to any third party, other than as required by
law, except the following:

  • Publication of a members’ directory, whether in paper or electronic form
  • Recognition of members’ achievements, donors’ contributions and Board or committee appointments
  • Publication of new members’ names and education credentials in the Association newsletter (which may be available to third parties)
  • Publication of photographs of Association events.

Consents

In applying for membership, members give their express consent, and longer time members are deemed to have given their consent, to the Association’s publishing of member information as outlined above in the directory and to the publication of names and photographs of members at Association events for the purposes of communicating with members and others about the Association activities and to promote the Association.

 

With the exception of photographs (as provided for in this Policy), the Association directs members to not to copy, distribute, sell or otherwise share such information with non-members. The Association reminds members that they should not send promotional email or any other unsolicited email to another member unless it is for a specific purpose relating to that member. However, the Association cannot guarantee the security of this private information in members’ hands. Members can limit the type of information to be published, or can withdraw their consent at any time, by notifying the Association Office in writing or by email. Notification related to the publishing of the members’ directory must be received by the last date of August to take effect for the year’s directory.

 

Clients

The Association collects personal information

  • To allow communication regarding a booking
  • To process and collect related fees
  • To inform about the Association’s services and activities
  • The Association will keep any billing related information secure.
  • The Association will retain personal contact information, so that we may inform from time to time of services we offer, events and programs or special events.

The Association will not disclose any guest information to any other party. Clients who do not wish to be contacted in the future can advise the Association.

 

Employees

The Association will collect and use personal information about its employees or prospective employees that is reasonable for the purposes of establishing, managing and terminating an employee relationship between the Association and the individual and for complying with employment and tax laws. Such personal information shall be retained to comply with applicable legislative and regulatory requirements, following which it will be destroyed. Personal information about employees will not be used for any other purpose without their express consent (e.g., to recognize employees publicly or for archival or historical purposes.)

 

Accuracy

The Association will make a reasonable effort to ensure that the personal information it uses is accurate. The Association relies on members and employees to update their personal information, in particular address, telephone number and email, to ensure its accuracy.

 

Safeguarding

The Association will protect the personal information in its custody or control by making reasonable security arrangements to prevent unauthorized access, collection, use, disclosure, copying, modification, disposal or similar risks.

 

Some specific measures include:

  • Physical protection such as locked filing cabinets
  • Electronic measures such as passwords and firewalls
  • Organizational measures such as restricting employee access to files and databases as appropriate and instructing employees on the protection of personal information.
  • Where volunteers or third party contractors perform internal functions, for example accounting or information technology management, the same measures will apply as for employees. Each third party partner has agreed to meet our standards of privacy, confidentiality and security.
  • Access

Members, Donors, Rental Clients, Employees and Others may access their own personal information held by the Association. Upon written request and authentication of your identity, the Association will provide you within 30 days your personal information under its control or will provide written notice where additional time is required to fulfill the request (for example, with archived records).

 

Photos

Photographs may be taken during events, which may or may not include recognizable images of people. By participating in an event, you consent to being photographed and authorize the CCSBEA to use the photographs for promotional and archival purposes.

 

Complaints

Any inquiries, complaints or questions regarding this Policy should be directed in writing to the Association at info@ccsbea.com.

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