HAMILTON CHAMBER OF COMMERCE
Personal Information Privacy and Document Act (PIPEDA)
Policy for the Hamilton Chamber of Commerce
Who is the Chamber?
Any questions about the Chamber’s handling of personal information should be directed to the privacy officer. Please see below for more information about the process of referring questions about the Chamber’s handling of personal information.
Purposes of Personal Information
The purpose for which the Chamber collects personal information will be identified at or before the time the information is collected. The Chamber may collect personal information for the purposes of:
• registering for Chamber events, for example the Annual General Meeting;
• purchasing various Chamber products or services including document certification; and
• processing and administering the above or other purposes as necessary.
The Chamber will not use personal information for any other purpose than identified at or before the time of collection.
The 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.
As required by the PIPEDA, the Chamber will not use personal information for any purpose other than that for which that person or organization consented. Should the Chamber require personal information for a new purpose, it will contact the individual or organization to seek consent for that new use.
Limits for Collecting, Using, Disclosing and Keeping Personal Information
The Chamber does not collect, use or disclose personal information except when consent has been given on a voluntary basis. There may be occasions where more specific personal information is necessary for the Chamber to proceed with a request for information, or provide a product or service. In such cases, it will provide a description of the information required. In all cases, the Chamber limits the amount and type of information collected to that which is required to provide the product, or service. Whatever the case, such information will be kept strictly confidential.
With reference to the above, the Chamber will retain active personal information only as
long as is necessary to provide the requested product, service or information. To facilitate legal eporting and retention requirements the Chamber archives inactive information.
Safeguarding Personal Information
The Chamber respects the privacy of our members, partners, potential website visitors and Internet users and will protect that privacy as vigorously as possible. It stores personal information in electronic and physical files that are secure. Unfortunately, no data transmission over the Internet can be guaranteed to be 100% secure. While the Chamber strives to protect personal information, it cannot absolutely ensure or warrant the security of any information electronically transmitted or received. Therefore, while the Chamber cannot protect information in transit, once it is received, it undertakes to ensure its security on the Chamber’s servers.
Accuracy of and Access to Personal Information Collected
The Chamber makes every effort to keep personal information as accurate, complete, current and relevant as necessary for the identified purposes. The Chamber does not routinely update personal information.
By written request, an organization or individual may review and edit their personal information as collected by the Chamber. The Chamber will inform them of what personal information it has, what it is 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 PIPEDA under which the Chamber may not be able to give individual access to personal information. Should this be the case the Chamber will provide an explanation, as provided for in the PIPEDA. Requests should be submitted by mail and addressed to the Privacy Officer at the address indicated above. The request should include the following information: the nature of your request, including whether you wish to view and/or edit information or to inquire about the use and/or disclosure of the information.
The Chamber will respond to your request within 30 days from the receipt of the request. If it is unable to respond within this time period, it will send a notice of explanation and extension. If the Chamber is not able to disclose all personal information, it will provide, by return correspondence, the reason for not doing so.
For questions or comments about the Hamilton Chamber of Commerce’s handling of personal information, please contact the Privacy Officer.