PRIVACY POLICY

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Approved by the CSLA Board of Directors in 2003.

The Canadian Society of Landscape Architects (the “Society”) is committed to maintaining the security, confidentiality and privacy of your personal information. This Privacy Policy documents our on-going commitment to you, and has been developed in compliance with relevant privacy legislation.

Scope of Policy

The Policy applies to the Society and its collection, use and disclosure of personal information relating to its members. It addresses personal information about individuals only, and does not apply to any information collected, used or disclosed with respect to corporate or commercial entities.

This Policy does not impose any limits on the collection, use or disclosure of the following information by the Association:

  • Your business contact information; and
  • Certain information which is publicly available (such as information in telephone directories and public registries).

Accountability

The Society is responsible and accountable for personal information under its control and has designated a Privacy Officer who is responsible for the Association’s compliance with this Policy. Contact information is provided at the end of this document.

Purposes

The Society collects personal information for the following purposes:

  • to allow the Society to communicate with members and others;
  • to provide various services and benefits to members and others;
  • to maintain information about special skills and abilities of members;
  • to carry out Society procedures such as committee participation and elections;
  • to conduct member surveys in order to improve programs and services; and
  • to comply with its obligation at law and under the Society bylaws.

This information may be disclosed to third parties for these purposes. Disclosure might be to the public (e.g. special skills of members) or to persons providing services to the Society (e.g. data processors). The Society does not share your personal information with others who may wish to solicit your participation or membership or offer products or services to you.

The above collections, uses and disclosures are a reasonably necessary part of your relationship with the Society as a member.

You may instruct the Society to refrain from using your personal information to contact your regarding special events or programs being offered by the Society. The Society acknowledges that it will not refuse you access to any product or service merely because you advise the Association to stop using your personal information in these ways.

When personal information that has been collected is to be used for a purpose not previously identified, the Society will identify the new purpose and obtain your consent unless the use is authorized or required by law.

Consent

The Society will obtain your consent to collect, use or disclose personal information except where the Society is authorized or required by law to do so without consent. For example, the Society may collect, use or disclose personal information without your knowledge or consent where:

  • The Society is collecting or paying a debt; or
  • The Society is obtaining legal advice.

Other exceptions may apply.

Your consent can be express, implied or given through an authorized representative such as a lawyer, agent or broker.

Consent may be provided orally, in writing, electronically, through inaction (such as when you fail to notify the Society that you do not wish your personal information collected/used/disclosed for various purposes after you have received notice of those purposes) or otherwise.

You may withdraw consent at any time, subject to legal, contractual and other restrictions, provided that you give reasonable written notice of withdrawal of consent to the Society. On receipt of written notice of withdrawal of consent, the Society will inform you of the likely consequences of the withdrawal of consent, which may include the inability of the Association to provide certain services for which that information is necessary.

Limits on Collection of Personal Information

The Society will not collect personal information indiscriminately, and will limit collection of personal information to that which is reasonable and necessary to provide its services and which is reasonable an necessary for the purposes consented by you. The Society will also collect personal information as authorized by law.

Limits for Using, Disclosing and Retaining Personal Information

Your personal information will only be used or disclose for the purposes set out above, and as authorized by law.

The Society will keep personal information used to make a decision affecting you for at least one year after using it to make the decision.

The Society will destroy, erase, or make anonymous documents or other records containing personal information as soon as it is reasonable to assume that the original purpose is no longer being served by retention of the information and retention is no longer necessary for legal or business purposes.

The Society will take due care when destroying personal information, so as to prevent unauthorized access to such information.

Accuracy

The Society will make a reasonable effort to ensure that your personal information is as accurate complete and current as is necessary to fulfill the purposes for which it was collected.

If you notify the Society that that your personal information is inaccurate or incomplete, it will be amended as required. If appropriate, the Society will send the amended information to third parties to whom the information has been disclosed.

When a challenge regarding the accuracy of your information is not resolved to your satisfaction, the Society will annotate the personal information under its control that the correction was requested, but not made.

Safeguarding Personal Information

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

The Society will take reasonable steps, to ensure that a comparable level of personal information protection is implemented by any suppliers or agents who assist in providing services to you or to the Society. These safeguards include physical, administrative, or electronic security measures. Investigative measures will be taken if the Society has reasonable grounds to believe that personal information is being inappropriately collected, used or disclosed.

Openness

The Society is open about the policies, procedures it uses to protect your personal information, and will disclose information about them in writing at your request. Furthermore, the Society will provide a description of the type of personal information is holds, along with a general description of its use and disclosure.

Access

You have a right to access your personal information. Upon written request, and authentication of your identity, the Society will provide you with any personal information it currently holds, except where the law requires or permits this access to be denied. It will also give you information about the manner in which your information is being used, and a description of the individuals and organizations to whom that information has been disclosed. Such information will be made available within 30 days, or the Society will provide written notice where additional time is required to fulfill the request.

In the event that an access request is refused, the Society will notify you in writing, giving the reason for refusal and outlining further steps which are available to you.

Complaints

In the event of a complaint, the petitioner would forward his or her complaint to the CSLA office where it would be reviewed by the Executive Committee. A report would then be made to the CSLA Board of Governors on recommended actions. The Board would then approve these actions and a log of the process would be filed.

Any enquiries, complaints or questions regarding this Policy should be directed in writing to the Privacy Officer. Contact Information:

Executive Director
CSLA
12 Forillon Cres.
Ottawa,ON
K2M 2W5
executive-director@csla-aapc.ca

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