1. Introduction

Protecting the privacy and the confidentiality of personal information—over the Internet, on the telephone, or through our offices—is important to the way the Greater Sudbury Chamber of Commerce (the “Greater Sudbury Chamber”) conducts its affairs. The Greater Sudbury Chamber operates on the basis of a Privacy Policy and related procedures that guide the handling of the personal information collected. This privacy statement has been created to demonstrate the Greater Sudbury Chamber’s firm commitment to protecting the privacy of its members, partners and potential website visitors. This policy and related procedures are consistent with the Canadian Standards Association Model Code for the Protection of Personal Information (herein “CSA Model Code) and applicable privacy legislation.

2. Privacy Statement

This policy deals only with personal information handled by the Greater Sudbury Chamber of Commerce. Personal information is information about an identifiable individual, excluding business contact information. The following explains how the Greater Sudbury Chamber handles personal information. The Greater Sudbury Chamber reserves the right to change this policy and it may be updated periodically. These changes may affect the use of personal information. Accordingly, please check for changes regularly.

3. Accountability

The Greater Sudbury Chamber is accountable for all personal information under its control. The Greater Sudbury Chamber’s Privacy Officer is the President & Chief Executive Officer who is designated as responsible for the Greater Sudbury Chamber privacy policy. The Privacy Officer can be reached by:

Email: debbi@sudburychamber.ca
Telephone: 705-673-7133
Fax: 705-673-1951, or
Mail: Greater Sudbury Chamber of Commerce, 100-40 Elm Street, Sudbury, Ontario, P3C 1S8

Any questions about the Greater Sudbury Chamber’s handling of personal information should be directed to the Privacy Officer. In cases where the question concerns an access request, individuals must follow the request process described under Accuracy of and Access to Personal Information Collected.

4. Purposes for Collection, Use and Disclosure of Personal Information

The purpose for which the Greater Sudbury Chamber collects personal information will be identified at or before the time the information is collected. Personal information may be collected for such purposes as, for example:

  • administering Greater Sudbury Chamber membership and providing member services;
  • registering for Greater Sudbury Chamber events, for example the Annual General Meeting;
  • purchasing various products or services including, but not limited to sponsorships, document certification, or publications; and
  • processing and administering the above, or other purposes as necessary.

The Greater Sudbury Chamber will not use personal information for any other purpose than identified at or before the time of collection.

5. Member Services

The Greater Sudbury Chamber may collect employee contact information from its members in order to, for example:

  • send out newsletters and other relevant information;
  • inform members of upcoming Greater Sudbury Chamber events;
  • send out invoices and otherwise administer Greater Sudbury Chamber memberships; and
  • maintaining Greater Sudbury Chamber employee records.

This contact information is voluntarily provided by Greater Sudbury Chamber members. Members may, at any time, be taken off of Greater Sudbury Chamber mailing lists at their request.

Through external merchants, the Greater Sudbury Chamber offers various services to its members through programs such as, for example:

  • Chamber Mobile Perks App Program;
  • Chamber of Commerce Group Insurance Plan;
  • ESSO/Mobile Discount Program; and
  •  Home & Auto Insurance Program.

Members who chose to participate in these programs should refer directly to the privacy policies of the sponsoring companies.

6. Consent

The Greater Sudbury Chamber seeks consent for all personal information it collects, uses, and discloses through information provided to individuals prior to collection, or at the time of collection. For information which is considered to be more sensitive, for example credit card numbers, the Greater Sudbury Chamber will ask for a signature as a sign of consent.

If information is voluntarily provided, this is interpreted as consent to the collection, use, and disclosure of personally identifiable information as described in this Privacy Policy. As required by the CSA Model Code, the Greater Sudbury Chamber will not use personal information for any purpose other than that for which consent has been provided. Should the Greater Sudbury Chamber require use of personal information for a new purpose, consent will be sought for that new use.

7. Limits for Collecting, Using, Disclosing and Keeping Personal Information

The Greater Sudbury Chamber does not collect, use, or disclose personal information of individuals except when individuals give consent and provide the information on a voluntary basis. There may be occasions where more specific personal information is necessary for the Greater Sudbury Chamber to proceed with a request for information, or provide a product or service; for example, in cases of membership, benefits/services programs, or feedback forms. In such cases, the Greater Sudbury Chamber will describe the information required. In all such cases, the Greater Sudbury Chamber limits the amount and type of information collected to only the personal information that is required to provide the individual with the requested information, product, or service. The Greater Sudbury Chamber collects only information that is voluntarily provided by the individual and undertakes that such information will be kept strictly confidential.

The Greater Sudbury Chamber may disclose personal information collected by it without the knowledge or consent of the individual, for example to its lawyers; for purposes relating to an investigation under the enforcement of or the administration of a law or where required by law to disclose the information. The Greater Sudbury Chamber will not use or disclose personal information without the knowledge or consent of the individual except as authorized by applicable law.

The Greater Sudbury Chamber retains personal information only as long as is necessary to provide the individual with the requested product, service, or information. For example, if personal information is given to register for an event, the personal information will only be used for this event and will then be deleted or destroyed. In some cases, however, legal reporting or retention requirements necessitate that the Greater Sudbury Chamber retains information for a specific amount of time. In general, the Greater Sudbury Chamber retains personal information for a period not longer than seven years, in secure storage.

The Greater Sudbury Chamber does not sell or trade any personal information with third parties. Information may be transferred to third parties where information processing is outsourced by the Greater Sudbury Chamber in the course of its activities or administrative procedures in specific cases. Some personal information collected by the Greater Sudbury Chamber is transferred to our service providers for processing and storage. Some of our service providers may be located outside of Canada and accordingly your data may be processed and stored outside of Canada, and may be subject to the laws of the jurisdiction in which it is processed or stored. The Greater Sudbury Chamber requires service providers to respect this Privacy Policy. Service providers are restricted from using or disclosing personal information transferred to them for any purpose other than the provision of services to the Greater Sudbury Chamber.

Any personal information that the Greater Sudbury Chamber retains is kept in such a manner as to ensure its security and confidentiality at all times.

8. Safeguarding Personal Information

The Greater Sudbury Chamber respects the privacy of its members, partners, potential website visitors, and internet users, and will protect that privacy as vigorously as possible. Personal information is stored in electronic and physical files that are secure. Security measures include secure locks on filing cabinets, and using industry standard techniques such as firewalls, encryption, intrusion detection, and restricted access to computers. Unfortunately, no data transmission over the Internet can be guaranteed to be 100% secure. As a result, while the Greater Sudbury Chamber strives to protect personal information, it cannot ensure or warrant the security of any information transmitted to it or received from it electronically. This is especially true for information transmitted via e-mail. The Greater Sudbury Chamber has no way of protecting that information until it reaches it. Once a transmission is received, the Greater Sudbury Chamber makes its best efforts to ensure its security on its servers. Internally, access to personal information is restricted to employees who need access to the information in order to do their jobs. These employees are limited in number, and are knowledgeable about and committed to our privacy policies.

9. Accuracy of, and Access to, Personal Information Collected

The Greater Sudbury Chamber makes every effort to keep personal information as accurate, complete, current, and relevant as necessary for the identified purposes. The Greater Sudbury Chamber does not routinely update personal information.

The Greater Sudbury Chamber makes readily available to individuals its Privacy Policy and related procedures for managing personal information. Customer access to the Privacy Policy and related procedures is provided on the Greater Sudbury Chamber of Commerce’s website and in written form. Any questions about the handling of personal information by the Greater Sudbury Chamber can be raised with the Privacy Officer.

At the written request of an individual, he or she may view or edit their personal information as collected by the Greater Sudbury Chamber. The Greater Sudbury Chamber will inform them of what personal information it has about the individual, what it is being used for and, in cases where it has been disclosed, to whom it has been disclosed. There may be exceptional circumstances as provided by the CSA Model Code under which the Greater Sudbury Chamber may not be able to give an individual access to personal information held about them by the Greater Sudbury Chamber. In this case the Greater Sudbury Chamber will explain the reason for this lack of access, as provided by the CSA Model Code.

To make a request, please send a letter, email or fax addressed to our Privacy Officer at the address indicated above. In any written request, please include the following information:

Name
Contact details
Nature of the request, for example: view and/or edit information; inquire regarding use and/or disclosure.

If an inquiry concerns a specific transaction, please indicate the date of the transaction, and provide a receipt number if applicable.

The Greater Sudbury Chamber will reply to requests in no later than thirty days after receipt of the request, or if it is not able to respond within this time period, a notice of extension will be sent.

10. Questions

Any questions or comments about the Greater Sudbury Chamber of Commerce’s handling of personal information should be directed to the Privacy Officer.

11. Use of the Greater Sudbury Chamber of Commerce Website

The Greater Sudbury Chamber of Commerce (the “Greater Sudbury Chamber”) believes that online privacy is important to the success of the Internet and electronic commerce in general and is strongly committed to each visitor’s right to privacy. This statement sets forth Greater Sudbury Chamber’s Privacy Policy for its website located at www.sudburychamber.ca and describes the practices that the Greater Sudbury Chamber follows in respect to the privacy of the users of this site. By accessing and using materials from this website or sending or posting materials to it, you (the “user”) agrees to the terms of this privacy commitment and to our practices to collect, use, or disclose personal information.

This Privacy Statement may be updated periodically to reflect enhancements to the Greater Sudbury Chamber website that may affect the use of personal information. Accordingly, please check back periodically.

12. Information on This Website

Information which includes all facts, data, and other information, collectively the “Information” in the pages of this website is of a general nature, is intended only for informational purposes, is subject to change without notice, and is not intended to be relied on by visitors as binding legal advice on any particular matter.

Individual information provided to the Greater Sudbury Chamber to gain access to any feature of this website will not be sold or made available to any third party, except where information processing is outsourced by the Greater Sudbury Chamber in the course of its regular administrative procedures.

The Greater Sudbury Chamber reserves the right to perform statistical analyses of aggregated user behavior and characteristics, in order to measure interest in and use of the various sections of its site so as to improve design and navigation and to gather information for marketing purposes. Only aggregated data from these analyses, not individual data, will be used for this purpose.

“Cookies” are not attached to the Greater Sudbury Chamber website. A “cookie” is a piece of data that is stored on the hard drive of a computer that contains information about use of the website. Other websites may contain “cookies” that accumulate information about website use, for example a record of the websites that an individual has visited.

13. Accuracy of the Information on This Website

The information is believed to be accurate, complete, and current when posted, but the Greater Sudbury Chamber cannot guarantee that it will remain accurate or complete or that it will be current at all times.

The Greater Sudbury Chamber is not responsible for direct, indirect, special, or consequential damages, regardless of the cause, arising out the use of this website.

14. Accuracy of Information on Linked Websites

Through the links to other sites found on the Greater Sudbury Chamber’s website, the user may enter domains that are beyond the boundaries of the Greater Sudbury Chamber and, once there, the Greater Sudbury Chamber is not responsible for the privacy practices or the content of these websites. The Greater Sudbury Chamber has no control over the accuracy, completeness or relevance of the information on these sites and provides links to these sites solely for the information and convenience of visitors to our website.

15. Copying Information from This Website

The information on the Greater Sudbury Chamber website may be used or copied provided that it is used or copied accurately, or is used in its entirety and/or that the source of the information is clearly identified. Only a member of the Greater Sudbury Chamber may use the information for commercial purposes. The Greater Sudbury Chamber is not responsible for the way in which the information may be used or copied. The Greater Sudbury Chamber reserves the right to change, delete, or add information at any time.