Privacy

Canadian Institute of Management P.I.P.E.D.A. Compliance

The Canadian Institute of Management (CIM) 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
The CIM 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.

The CIM 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-CIM use.

From time to time, the CIM 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
The CIM 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.

The CIM 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-CIM 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 the CIM, 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
The CIM 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 the CIM, furnished erroneous information to others, we will inform them of the corrected information.

7. Currency of data collected
The CIM 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:

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
National President

Canadian Institute of Management
Suite 311, 80 Bradford Street
Barrie, Ontario L4N 6S7

Local: (705) 725-8926
Fax: (705) 725-8196
E-mail: president@cim.ca

 

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