FDRIO Privacy Policy © FDRIO 2017

FDRIO is a not for profit corporation, responsible to is members, supporters and those who purchase our services, and we recognize the importance of privacy and the sensitivity of personal information. We have a professional obligation to keep confidential all information we receive from our members, supporters and customers.  We are committed to protecting any personal information we hold.

For these reasons, we have created the following privacy policy. It outlines how we manage the personal information of our members, supporter and customers and safeguard your privacy. It confirms our dedication to protecting your privacy and maintaining the trust that you have placed in FDRIO. This privacy policy is your guarantee that we will maintain the confidentiality and privacy of the personal information that you have entrusted to us.

Your Privacy Rights

From January 1, 2004, all businesses engaged in commercial activities must comply with the Personal Information Protection and Electronic Documents Act (the “Act”) and the Canadian Standards Association Model Code for the protection of personal information, which it incorporates. The Act gives you rights concerning the privacy of your personal information.

FDRIO is responsible for the personal information we collect and hold. To ensure this accountability, we have developed this policy and trained our directors and support staff about our policies and practices.

Purposes for Collection of Personal Information from Members and Customers

FDRIO collects personal information for the following limited purposes:

• to establish and maintain member, supporter and customer lists;
• to assist you, and comply with our responsibilities to you, as our member, supporter or customer;
• to provide required data to our board of directors and auditor; and
• for internal purposes including the development of FDRIO goals and mission statement and provide professional training and development services to our members and customers.

What Personal Information Do We Collect?

Personal information is any information that identifies you, or by which your identity could be deduced. We collect and use your personal information in order to provide you with membership services or training and professional development services. FDRIO restricts the collection of personal information only to that information that is necessary for the purposes noted above. We are committed to collecting personal information in a fair, open and lawful manner. Wherever possible, we collect your personal information directly from you when you become a member or customer and in the course of our professional relationship with you.

Implied consent to collect and use your personal information

In some cases, we shall ask you to specifically consent if we collect, use, or disclose your personal information. Other times, your consent may be implied through your conduct with us or in accordance with other legislation. For example, if you complete a form that is on our website and send it to us, or if you provide information for membership, conference, certification or other professional development services to our directors or staff, your consent to collect and use that information, in accordance with the terms of this policy, is implied.  Likewise, if you send us an email or respond to an email from us, we will imply your consent to collect and use your information in accordance with the terms of this policy.  And we will imply your consent to share your personal information with those who you advise us are your agents unless you advise us otherwise in writing.  We may also acquire the right to use your personal information for specific purposes in accordance with the express and implied consent provisions of the Canadian Anti Spam Law or other legislation.

Use of Your Information

By becoming a member or customer of FDRIO, you have confirmed your trust in us. We are honoured by this trust and take pride in serving you.

We use your personal information to provide membership, certification, training and professional development services to you and to administer our membership, supporter and customer databases.  We may be obliged for legal and tax purposes to retain forms (physical or electronic) completed by our members, supporters and customers after the membership, training or professional development services has ended.

FDRIO does not disclose your personal information to any third party to enable them to market their products and services. For example, we do not provide our mailing lists to other professional services.

Our organization stores and maintains personal information in conformity with the requirements of the Personal Information Protection and Electronic Documents Act and the model code for the protection of personal information created and approved by the Canadian Standards Association.

Disclosure of Your Personal Information

FDRIO will use or otherwise disclose your personal information in a number of circumstances, including:

• when we are required or authorized by law to do so, for example if a court issues a subpoena;
• when you have consented to the use or disclosure, actually or by implication;
• when it is necessary to establish or collect fees for services provided;
• for the purpose of informing and training FDRIO board of directors and staff and volunteers;
• if we engage a third party to provide administrative or other services or to us (like computer backup services or archival file storage) and the third party is bound by our privacy policy; or
• if the information is already publicly known.

Is My Personal Information Secure?

FDRIO has developed and implemented security safeguards appropriate to the sensitivity of the personal information kept by us and by our office management systems. We take all reasonable precautions to ensure that your personal information is kept safe from loss, unauthorized access, modification or disclosure. Among the steps taken to protect your information are:

• premises security;
• restricted file access to personal information;
• deploying technological safeguards like security software and firewalls to prevent hacking or unauthorized computer access;
• where we may from time to time engage agencies outside FDRIO to administer our office and database processes we investigate the standards of privacy of those agencies;
• internal password and security policies.

We ensure that any of our directors, employees, contractors, and agents who deal with personal information are properly trained and are aware of the necessary and appropriate measures required to protect your personal information.

Openness

FDRIO makes information about its policies and practices respecting the collection and maintenance of personal information available to all interested parties.

We are pleased to answer any questions that you may have regarding the collection and maintenance of personal information.

You may ask for access to any personal information we hold about you. Summary information is available on request. More detailed requests which require archive or other retrieval costs may be subject to our normal professional and disbursement fees.

Accuracy

FDRIO is committed to maintaining accurate, complete and up-to-date personal information. If you are aware of changes to the personal information you have given to us, simply inform us of the changes and we will update our records accordingly.

Can I Request Anonymity?

Whenever it is legal and practicable, we may offer the opportunity to deal with general inquiries without providing your name (for example, by accessing general information on our website and the ability to mark your website member profile “private” or limit what is disclosed in your member profile).

Communicating With Us

You should be aware that e-mail is not a 100% secure medium. You should be aware of this when contacting us to send or receive personal or confidential information.  

Changes To This Privacy Policy

Since FDRIO regularly reviews all of its policies and procedures, we may change our privacy policy from time to time.

Requests For Access

If you have any questions or wish to access your personal information, please write to our Privacy Contact at FDRIO at 393 University Ave. Suite 2000, Toronto ON, M5G 1E6, attention: FDRIO Chair.

Website

Our website, www.fdrio.ca, contains links to other sites which are not governed by this Privacy Policy.

On our website, like most other commercial websites, we may monitor traffic patterns, site usage and related site information in order to optimize our web service. We may provide aggregated information to third parties, but these statistics do not include any identifiable personal information.