Date: Feb 12th 2013
Sensiom is committed to protecting the privacy of the information we collect with respect to our members.
Sensiom is responsible for personal information in our control and we will provide an individual who is responsible for our compliance with the following standards.
1.2 Identifying Purposes for the Collection of Personal Information
Sensiom will identify the reasons for which we collect personal information at the time of collection.
1.3 Obtaining Consent
Sensiom will not collect, use or discuss a member's or employee's personal information without the knowledge and consent of the member or employee, unless permitted or required by law.
1.4 Limiting Collection
Sensiom will limit the collection of personal information to that information necessary to satisfy the purposes disclosed to its members and employees.
1.5 Limiting Use, Disclosure and Retention
Sensiom will not use or disclose personal information for purposes other than those identified, or as permitted or required by law. Personal information will be maintained only as long as it fulfils those identified purposes.
1.6 Accuracy of Personal Information
Sensiom will ensure personal information will be as accurate, complete and up-to-date as is necessary to satisfy the purposes for which it was collected.
1.7 Security and Safeguards
Sensiom will protect the personal information with safeguards appropriate to the sensitivity of that information.
1.8 Openness Concerning Policies and Procedures
Sensiom will make readily available to both members and employees information about policies and practices relating to the management of personal information.
1.9 Individual Access to Personal Information
Sensiom will inform a member or employee of the existence, use or disclosure of personal information upon request and shall give the individual access to that information. The individual will have the opportunity to challenge the accuracy and completeness of that information and have it amended as appropriate.
1.10 Challenging Compliance
Sensiom will ensure a member or employee shall have the right to challenge Sensiom's compliance with the above standards through the designated individual responsible for the company's compliance. The ten standards as listed above form the basis of Sensiom's policies with respect to the protection of personal information. Sensiom will adhere to each of these standards and adhere to them as a whole. Each standard must be read in conjunction with the attached commentary.
Personal Information is any information about an identifiable individual which is not readily available as a result of an individual's position in a company, such as title and business contact information. It does include, but is not limited to, name, address, gender, birth date, personal health information, marital status etc.
A designated person who shall be responsible for the compliance with the company's policies and procedures relating to the protection of personal information and who is identified to the public as the individual to whom questions, concerns or complaints arising from the administration of these policies and procedures should be addressed.
The act of gathering, recording or obtaining personal information from any source, including third parties, by any means.
Consent is voluntary agreement with the collection, use and disclosure of personal information for defined purposes. Consent can be either express or implied and can be given directly by the individual or by an authorized representative. Express consent can be given orally, electronically or in writing and is unequivocal and therefore the preferred method of obtaining consent where information is sensitive. Implied consent is consent that can reasonably be inferred from a person's actions, such as consent to receive pertinent emails after signing up for a product or service. The types of information we collect, and the sources from which we collect it, vary depending upon the particular situation.
You may withdraw your consent subject to legal or contractual obligations and on reasonable notice. Withdrawal of consent may limit our ability to provide you with the products and services for which you became a member. In the course of conducting business, we may at times find it necessary to disclose or share your personal information to other third parties for the administration of group benefits or group marketing, while acknowledging the importance of protecting personal information. There are several situations where we may disclose or share your information: disclosure to other third parties for the administration of group benefits or group marketing initiatives, disclosure to your employer with respect to your enrolment in a particular program deemed to be a benefit for the member or disclosure as required or permitted by law. The Canadian Association of Professional Educators does not sell any information about current or former members and we do not sell the fact that you are a member, nor do we sell a customer list.
Protecting Personal Information
We are committed to maintaining the privacy and security of your personal information. To ensure personal information is used only in the manner for which it was intended, we have instituted a number of measures and procedures. Employees are required to comply with our privacy policies and procedures which exist to protect the confidentiality of member’s information. Employee's access to personal information is restricted to a need to know basis in order to conduct their duties. We use manual and electronic security procedures to maintain the confidentiality of the information we collect and to guard against its unauthorized access or use.
Accessing Personal Information.
You have a right to submit a written request to access your personal information that is in our possession and make corrections to it. We will endeavour to respond to your request within 30 days or advise you that additional time is required to respond to your request. There may be situations in which we are legally prohibited from allowing you access to your personal information. For example, we would be prohibited if allowing you access to your personal information would likely reveal the personal information of another individual or other confidential information. In such a case, we would advise you why, subject to legal restrictions. We may also charge you for providing you access to personal information, however we would only do so after first advising you of the approximate cost. We will amend any personal information which is inaccurate or incomplete.
Further Information and Contact
Sensiom will inform persons of this procedure, including the complaints procedure. If you have a question or complaint regarding our privacy policies or procedures, you may contact the individual accountable for our personal information protection compliance by emailing Sensiom and stating the concern on the title line. The person accountable for compliance with this code may seek external advice where appropriate before providing a final response. You may challenge this by writing a letter to our managing director requesting reconsideration of the matter. This address will be provided once the complaint has been verified. Sensiom will investigate all complaints concerning compliance to this procedure. If the complaint is found to be valid, Sensiom commits to take the appropriate action to rectify the issue up to and including amendment of the policy. The complainant will be informed of the outcome.