Privacy Policy

Introduction

Protecting your privacy and the confidentiality of your personal information – over the Internet, on the telephone, or through our offices – has always been fundamental to the way we do business at Toronto Board of Trade. We operate on the basis of a Privacy Policy and related procedures that guide the handling of the personal information we collect. We have created this privacy statement in order to demonstrate our firm commitment to protecting the privacy of our Members, guests, partners and website visitors and Internet users. 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.

Please note, Toronto Board of Trade does not sell or trade any personal information with third parties.

For web-site specific privacy issues, please see paragraph entitled “Web-site Privacy”

Application

This policy applies to the personal information of Board Members, guests, partners and website visitors and internet users.

Privacy Statement

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

Accountability

Toronto Board of Trade (herein “the Board”) is accountable for all personal information under its control.
Email, at privacy@bot.com
Telephone, at 416.862.4503
Fax, at 416.366.2444
Mail, at 1 First Canadian Place, P.O. Box 60
Toronto, Ontario, Canada M5X 1C1

Any questions about the Board’s handling of personal information should be directed to the privacy officer. Please see below for more information about the process for referring questions about the Board’s handling of personal information.

Purpose of Personal Information

The purpose for which the Board collects personal information will be identified at or before the time the information is collected. The Board may collect personal information for the purpose of:
• administering and maintaining an up-to-date membership roster, including membership status and account balances;
• Board membership and providing member services;
• registration for Board events;
• purchasing various Board products or services including information products (surveys and publications) and any other products or services the Board may offer from time to time;
• processing and administering via account or direct payment all Board membership and product purchases;
• membership outreach and communications, including member surveys on policy issues so that we may better reflect the views of our Members in our advocacy initiatives;
• profile information use to determine individual member preferences related to event/product offerings.
• The Board will not use personal information for any other purpose than identified at or before the time collection.

Consent

The Board seeks consent for all personal information we collect, use and disclose through information provided to individuals prior to collection, or at the time of collection.
If you have voluntarily provided information, you have consented to the collection, use and disclosure of your personally identifiable information as described in this privacy policy. As required by the CSA Model Code, the Board will not use personal information for any purpose other than that for which you consented. Should the Board require personal information for a new purpose, we will contact you to seek consent for that new use.

Sharing and Disclosure of Personal Information

The Board does not sell or trade Personal Information with third parties. The Board may share Personal Information with its service providers, including its legal counsel, auditors and other advisors and independent third parties involved in the development, enhancement or marketing of the Board’s products and services. The Board requires its service providers to respect this privacy policy and restricts them from using or disclosing Personal Information they receive from us for any purpose other than the performance of their services.

The Board may disclose Personal Information:

• in connection with the collection of a Member’s account;
• to credit grantors and reporting agencies;
• to prospective or actual purchasers, assignees and creditors in the context of a refinancing, the reorganization of our business or an assignment or sale of all or substantially all of our business or assets,
• to report a claim to our insurer or meet other reporting requirements under our insurance policies; and
• where disclosure is required by applicable law, including under an order of a court with authority in Ontario.

Safeguarding Personal Information

The Board respects the privacy of our Members, partners, website visitors and Internet users and will protect that privacy as vigorously as possible. We store personal information in electronic and physical files that are secure. Our security measures include secure on and off site storage, restricted access to records and data processing equipment, password protocols and encryption and security software when you order a product or service online. Unfortunately, no data transmission over the Internet can be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot ensure or warrant the security of any information you transmit to us or receive from us electronically. This is especially true for information you transmit to us via e-mail. We have no way of protecting that information until it reaches us. Once we receive your transmission, we make our best efforts to ensure its security on our servers. Note however that payment information is filtered through an industry standard payment security protocol and security software when you order a product or service on-line.

Access/Correction of Personal Information and Inquiries

With limited exceptions, the Board will, on written request to our privacy officer, provide you with access to your Personal Information and amend or correct any errors in your Personal Information. Requests for access or correction, inquiries or any concerns about our management of your Personal Information should be in writing and include: your name, contact details, membership number and the nature of your request. We may require proof of your identity to ensure that we do not inadvertently disclose your Personal Information to someone else without your consent.

Website Privacy

Toronto Board of Trade (the Board) obtains limited information about the identity and activity of visitors to this website. The Board is committed to protecting the privacy of its Members and visitors to this website and has adopted the following policies about the gathering and dissemination of personal information.

If you visit this site to browse, or to read, or download information like publications or press releases, The Board collects and stores: the name of the domain and host from which you access the Internet (for example, “company.com or company.ca”), the Internet protocol (IP) address of the computer you are using, the browser software you use and your operating system, the date and time you access our site, and the Internet address of the website from which you linked directly to this site. The Board uses this information to measure the number of visitors to the different sections of our site, and to help it make this site more useful to our Members and visitors.

The Board will not obtain information that personally identifies you when you visit our site, unless you choose to provide such information to us by letter, email, facsimile, telephone or filling out a form on Toronto Board of Trade Website. If you choose to identify yourself and provide us with personal information by sending the Board an email, The Board uses that information to respond to your message and to help get you the information you have requested. The Board treats emails the same way it treats letters sent to the Board.

In general, you may visit the Board Website without providing any personal information. However, to provide certain online services, the Board may request personal information in one or more of the ways listed below. Users are informed when information is to be collected and you have the option to not submit this information. We store all user information in secure databases protected via a variety of access controls. This data is accessed only for the purposes specified in this privacy statement.

Online membership, registration, and subscription forms. As a convenience to Members, the Board provides online forms for transactions such as membership renewal, convention registration, the purchase of Board publications, and potential subscriptions. The information collected on these forms may be shared with a third party for business purposes. Users have the right to request that their personal information not be shared with such third parties. Contact information is provided at the Website so that users may notify the Board membership office at any time of errors in the information provided or to request that personal information not be shared with third parties.

Online credit card transactions. As a convenience to Members, Toronto Board of Trade accepts online credit card transactions through its secure server. The credit card information provided by users at our site is submitted directly to the Board staff. This information is not used for any other purpose.

Password-protected services –the Board s Website password system uses cookies. A “cookie” is a small file that our Web server places on your computer’s hard drive when you log in to a member- or subscriber-restricted area of our Website. This cookie does not contain any personal information, but it allows our server to identify you as having successfully logged in so that you do not have to re-enter your password each time you access a password-protected page during that session. Users are notified on the password log-in screen that a cookie will be set when they log in. The Board does not use cookies to monitor which Web pages an individual visits.

Note: You may set your browser to warn you before you accept a cookie. You may also set your browser to refuse all cookies. While all public pages at the Board’s Website are accessible without accepting a cookie, you must accept a cookie from our Web server in order to access a password-restricted area at the Board Website.

Questions

Any questions or comments about the Board’s handling of personal information should be directed to our privacy officer.

Last Updated: July 20, 2012.

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