Canadian Cardiovascular Society
Personal Information Protection Policy
- The Canadian Cardiovascular Society
The Canadian Cardiovascular Society (the " CCS ") is a society of cardiovascular physicians and scientists. The CCS promotes cardiovascular health in Canada by disseminating information and organizing and promoting educational publications, conferences, seminars and other events.
- Commitment to Privacy of Personal Information
CCS is committed to protecting the privacy of its members and others who use CCS services. This Personal Information Protection Policy (the " Policy ") describes the policies and practices of the CCS with respect to the collection, use and disclosure of personal information. The CCS collects uses and discloses personal information only with the consent of the individual, except as otherwise permitted or required by law. The Policy may be updated from time to time, with updates approved by the CCS Council to reflect developments in its practices, new technology or the law. Updates will be made available in the same ways as the Policy. The CCS' collection, use and disclosure of personal information will be governed by the version of this Policy in effect at the time.
- Personal Information
Personal information is any information that can be used to distinguish, identify or contact a specific individual.
This Policy applies to personal information of members and prospective members, others who have expressed an interest in the CCS or have participated in an event sponsored or organized by the CCS. The personal information that the CCS generally collects and uses include: name, address, telephone number, e-mail address, banking or credit card information (card number, type and expiry date). From members, the CCS also collects information related to the member's involvement in the CCS, such as speciality, certification, medical school affiliation, major interests and interest in the serving the CCS.
The CCS is responsible for all personal information under its custody or control, including information which it may transfer to a third party for processing. The Executive Director of the CCS has been appointed as Privacy Officer for the CCS. The Privacy Officer may delegate day-to-day responsibility for administration of this Policy to other employees but the Privacy Officer remains accountable for the CCS's handling of personal information.
The Privacy Officer may be contacted at: 1403-222 Queen Street, Ottawa, ON, K1P 5V9, 1-877-569-3407 ext. 403.
CCS is responsible for personal information sent to third parties who provide services to CCS. CCS requires any such third parties to use the personal information only for the purposes for which it is provided to them, and to protect the privacy of the personal information in accordance with privacy laws and in a manner that is consistent with this Policy.
The CCS stores and processes personal information in Ottawa, Canada.
- Information Received From Other Sources
The CCS sometimes uses mailing lists from other organizations with whom CCS participates in organizing or sponsoring programs, publications, seminars, conferences or other events. When the CCS does so, the organization is required to provide only names of individuals who have consented to the sharing of their information. If the CCS contacts individuals on one of these lists, the CCS will ask whether further communications from CCS is desired. The CCS will respect the wishes of the individual.
- Purposes for Collecting, Using and Disclosing Personal Information
Membership Information . CCS collects and uses personal information from members and individuals who are applying to become members of CCS for the following purposes:
- to process a membership application or renewal;
- to collect and process membership dues;
- to keep members informed about the activities of the CCS by sending them the regular CCS Online and the Canadian Journal of Cardiology;
- to keep members informed about information, activities and events of other organizations on topics related to the aims of the CCS;
- to respond to members' questions and communications;
- to advise members about meetings, conferences, workshops and seminars made available by other reputable organizations that may be of interest to members;
- to analyse the demographics of the membership for future planning purposes;
- to contact members with respect to requesting their participation in the affairs of the CCS.
Donations. The CCS collects donations from members for the Association's sister organization, the Canadian Cardiovascular Academy (the " Academy ") to support their activities in the fields of education and research, such as scholarships and bursaries. For the purpose of such donations the CCS collects name, contact information and credit card information. This information is provided to the Academy and used only to process and administer donations and issue tax receipts.
Participants in Conferences and Events. The CCS collects and uses personal information of participants in conferences and other events for the following purposes:
- to process registration before the event;
- to carry out the organization and administration of the event;
- to make a list of attendees available at an event;
- to provide the names of attendees to all organizations who participate in the event and to allow such organizations to advise attendees of any side meetings, symposia or other activities related to the conference;
- to invite participants to future events that are likely to be of interest to them; and
- to notify participants about the benefits of joining CCS.
- Disclosure of personal information
To streamline the membership application and renewal process for members of organizations concerned with cardiovascular health, the CCS collects membership dues on behalf of other organizations. The CCS then passes on the dues and the member's contact information to the other organization. Once information has been passed to the other organization, it is no longer in the control of CCS and becomes subject to the privacy practices and procedures of the recipient organization.
The CCS also occasionally discloses personal information of members to other organizations or companies that provide information or sponsor events likely to be of interest to our members. On the CCS application form and Membership renewal forms, members have the opportunity to opt out of the disclosure and use of their personal information for these purposes. In addition, a member may withdraw consent at any time by contacting the Coordinator - Membership Services, CPD and Internet. The CCS takes careful steps to ensure it complies with individual's wishes with respect to disclosure and use of personal information.
For the convenience of members, the CCS prepares and makes available a directory of members. The directory is available to members only and can be obtained from the Coordinator - Membership Services, CPD and Internet for a hard copy or accessed on the website. A member may request not to have his or her name included in the directory.
Other than as outlined here, and as permitted or required by law, the CCS does not disclose personal information unless it has obtained the individual's consent.
The CCS uses personal information only with the consent of the individual, except as otherwise permitted or required by law. When an individual submits a membership application or membership renewal, or registers for an event, the individual will be given an opportunity to opt out of receiving further information from the CCS or from any third parties. In addition, an individual may withdraw his or her consent to the use of personal information for any purpose at any time by contacting the CCS at the address above. The CCS will explain the consequences of withdrawing consent. Please allow three (3) months to process any request to withdraw consent.
The CCS provides information and some member services via its website (the " Site "). By using the Site, users agree that information may be collected, used and disclosed in accordance with this Policy.
Registration. Some of the material on the Site is made available only to healthcare professionals. In order to access this information, a user is asked to register and to provide personal information, including information about professional qualifications. This information is used for the purpose of verifying the user's status as a healthcare professional. The CCS may also use it to send a user further information about CCS website activities in accordance with the wishes the user expresses on the registration form. Lists of registrants on the Site are not disclosed to other organizations.
Non-Personal Information. As is typical with many websites, the Site automatically collects certain non-personal information regarding website users, such as the date and time you linked to the site. The Site also collects non-personal data which are used for system administration purposes and to update the website.
Links. The Site contains links to other third party websites, such as those of CCS Affiliates. These links are provided for the convenience of users. The CCS has no responsibility or liability for, or control over, those websites or their collection, use and disclosure of an individual's personal information.
The CCS seeks to ensure that the personal information it uses is accurate and up to date. Please assist the office by advising staff of any inaccuracies so that appropriate corrections can be made.
- Limiting Retention of Personal Information
The CCS retains personal information as long as it is needed for the purpose for which it was collected and in order to meet legal and regulatory requirements.
The CCS protects personal information against such risks as loss or theft, unauthorized access, disclosure, copying, modification and destruction by using appropriate security measures.
The CCS's employees with access to personal information are required to respect the confidentiality of that information pursuant to their employment agreement with CCS. Employees also participate in privacy training. The CCS implements methods of protecting personal information that include limiting access to the information, restricting access to offices where information is held and technological measures such as passwords.
- Access An individual may request access to the information held about him or her at any time by contacting the Privacy Officer at 1-877-569-3407 ext. 403. The CCS will endeavour to respond to any such request as quickly as possible and, in any event, within the legally required time periods. Subject to certain exceptions and limitations prescribed by law, an individual will be given access to any personal information the CCS holds about the individual. The CCS will correct or amend personal information that is shown to be incomplete or inaccurate.
- Questions and Complaints
For further information about this Policy or the practices of the CCS related to personal information, or to make a complaint, please contact the CCS Privacy Officer at 1-877-569-3407 ext. 403. The CCS will investigate all complaints and take appropriate action as a result of such investigation.