What is personal information?
Personal information is information about an individual or information that allows an individual to be identified. It does not include “business card information”, that is, name, business address or telephone number of an employee of an organization.
Why do we collect personal information?
We collect information about our members and others to:
- consider applications for membership, and appeals from denials of membership, and to make rulings on membership categories and status
- facilitate access to the DGC Health & Welfare Plan, which provides life, health and related insurance benefits to the members of the DGC and any other persons on whose behalf contributions are made by employers
- facilitate e-commerce transactions through our website, such as the payment of dues
- consider complaints filed under the DGC Constitution, and to conduct hearings and appeals regarding complaints
- provide training to our members
- provide information and assistance to the DGC District Councils regarding such matters as payment of dues by members, and membership status and membership categories of members
- provide credit and production information from DGC contracts for both members and non-members to the Directors Rights Collective of Canada (DRCC)
- provide information to you about developments and advise you of upcoming events
- generally, provide services to our members, including for the purposes set out in the DGC Constitution
- any other purpose to which you consent.
How do we collect personal information?
We may collect personal information directly from your application for membership, and in the course of your membership in the DGC.
Sometimes, we may also obtain information about you from other sources, for example:
- your District Council
- your employer.
We may also collect personal information on our website, or in connection with your use of our on-line payment tool. We only collect the information you give us voluntarily by sending us an e-mail message, completing forms, or using the links contained on the website. DGC collects and uses your name, address, telephone number, e-mail address, and other information you submit on or through the website for purposes for which you provided the personal information, to respond to your inquiries, and to provide you with updates and information that we think may be of interest to you. In providing DGC any personal information on or through the website, you consent to the collection and use of that information for these purposes.
On our website, like many other websites, we monitor traffic patterns, site usage and related site information in order to optimise our web service. We may provide aggregated information to third parties, but these statistics do not include identifiable personal information.
When would we disclose your personal information?
From time to time, under certain circumstances, the DGC may disclose your personal information:
- when we are required or authorized by law to do so (e.g., if a court issues a subpoena or an arbitrator issues a summons, or where a request is made pursuant to the Canada Corporations Act, which governs the DGC)
- when you have consented to the disclosure
- where it is necessary to collect dues
- if we engage a third party to provide administrative services to us (such as benefit administration services, computer backup services, archival file storage, and mailing services). In these circumstances, we ensure that the third party has appropriate privacy policies
- when we seek the advice of legal counsel
How is consent given to collection, use and disclosure of personal information?
Consent for the collection, use and/or disclosure of personal information may be obtained orally or in writing, and may be given or implied.
How do we use your personal information?
When we use your personal information to provide services to you, we will assume that you have consented to that use, unless you specifically advise otherwise.
The DGC does not disclose your personal information to any third party to enable them to market their products.
How do we protect your personal information?
The DGC takes all reasonable precautions to ensure your personal information is kept safe from loss, unauthorized access, modification or disclosure. This includes the following steps:
- secure premises
- restricted access to personal information stored electronically
- technological safeguards like security software, encryption and firewalls to protect hacking or authorized computer access
- internal password and security policies
- training of staff to comply with this policy and to respect the sensitivity of personal information
- where personal information is sent to a third party for processing, we make sure that the third party has appropriate privacy policies in place.
Communicating With Us
You should be aware that e-mail is not a completely secure medium, and you should be aware of this when contacting us to send personal or confidential information.
Updating your personal information
It is important that the information that you provide us be accurate and up to date. If any of your information changes, it is your obligation as a member to let us know so that we can adjust our records.
Changes to the Policy
The DGC reserves the right to modify or supplement this policy at any time. If we make any changes, we will post the changes on our website and will make the revised policy and changes available upon request to the DGC Privacy Officer.
Requests for Access
If you have any questions, or wish to access your personal information, please write to our Privacy Officer:
Executive Assistant and Operations Manager
Directors Guild of Canada
111 Peter Street, Suite 600
Toronto, Ontario M5V 2H1
416.925.8200 ext. 232