If the policies and procedures outlined in this document do not address a specific situation, individuals are expected to contact the Board for guidance or clarification.
- Identifying Purpose
- Limiting Collection
- Limiting Use, Disclosure and Retention
- Accuracy of Personal Information
- Safeguarding Personal Information
- Access to Personal Information
- Challenging Compliance
The Musquodoboit Harbour and Area Chamber of Commerce and Civic Affairs will identify to an individual the purposes for which personal information is collected at or before the time the information is collected. Generally, the MHACCCA collects personal information for the following purposes:
- to manage and develop the MHACCCA’s business and operations
- to meet legal and regulatory requirements.
However, there may be other circumstances that require such information to be collected and used. The MHACCCA collects the following personal information from individuals during the course of normal commercial activities. The information obtained includes name, business title, function and general contact information, levels of interest for our services and topics, and transaction activity with the MHACCCA .This information is used primarily to determine an individual’s entitlement and interest in the services of the MHACCCA. In addition, this information may be used to:
- Enable individuals to tailor the presentation of our services to better meet their needs (e.g., selected distribution of any research reports).
- Inform individuals about MHACCCA products and services that we believe may be of interest to them.
- Better understand an individual’s interests in our products and services.
- Develop, enhance or improve products and services.
- Share delegate or participant information amongst network participants.
The MHACCCA routinely collects anonymous, non-personal information through our Web servers. This is information that is not associated with or traced back to a specific individual. Gathered electronically, this information includes the type of Web browser used, the level of encryption a browser supports and the Internet Protocol address. This information may be used for research and analytical purposes, to examine how the Web site is being used and to determine how it can be improved.
An individual’s knowledge and consent are required before the MHACCCA is allowed to collect, use or disclose his or her personal information, except where inappropriate. Where possible, the MHACCCA will obtain consent directly from the individual concerned at the time of collection. After having provided consent, an individual has the right to withdraw consent at any time by providing reasonable notice to the Board.
In limited circumstances, the MHACCCA may use or disclose personal information without the knowledge or consent of the individual, for example, breaches of agreements, as required by governmental bodies acting with authority, or as authorized or required by applicable legislation.
Limiting Use, Disclosure and Retention
The MHACCCA does not use personal information for purposes other than those for which it was collected, except with an individual’s consent or as required by law. Once personal information is no longer required to fulfill the identified purposes or other legal requirements, it will be destroyed, deleted or made anonymous.
The MHACCCA sometimes uses the services of external firms to assist us in communicating with individuals (e.g., surveys and mail distribution) or as a means of providing more effective and efficient services to these individuals (e.g., technology support). Our external suppliers are contractually obligated to keep the information confidential, to use the information only for the purpose requested and to destroy the information when it is no longer required.
Member information is shared with external service providers only to the extent required for the provision of such services. Furthermore, the MHACCCA does not sell personal information to a third-party organization. In certain circumstances, we allow basic contact information to be shared amongst members. Examples of this include providing delegate lists for conferences to other participants or sharing contact information amongst members of our executive networks, to facilitate ongoing communication.
Personal information is retained only as long as necessary for the fulfillment of the purposes stated in this policy.
Accuracy of Personal Information
Personal information is kept as accurate, complete and up to date as necessary for the purposes for which it is to be used. Individuals are encouraged to provide updates to their personal information as changes occur, to enable us to continue to provide services to them.
Safeguarding Personal Information
Personal information, whatever its form, will be protected by security safeguards appropriate to the sensitivity of the information. The safeguards will protect personal information against loss or theft, as well as unauthorized access, disclosure, copying, use or modification. The measures of protection include:
- physical measures, for example, locking filing cabinets and restricted access to offices;
- organizational measures, for example, limiting access to the personal information on a “need-toknow” basis;
- technological measures, for example, the use of passwords; and
- procedural measures, for example, the shredding of sensitive personal information.
Access to Personal Information
Individuals may request a copy of their personal information held at the MHACCCA by submitting a written request to the Board at the address above. Acceptable proof of identification is required before such information is given out. If you feel the information we have about you is inaccurate, you may request that it be reviewed and, if inaccurate, changed, by contacting the Board.
An individual can challenge compliance with the above policy by providing written details of the challenge to the Board.