Last updated: February 27, 2020
Meaning of Personal Information
The Personal Information We Collect
The personal information we collect from you may include your name, mailing address, email address, phone number, CFA Institute ID number, information related to your education and/or employment and, to the extent required for making payments to you or reimbursing you for expenses, your banking information. In addition, where we are booking travel on your behalf, we may also collect personal information required to book travel and associated accommodations on your behalf including your passport number, information related to past travels and your loyalty point memberships. In certain circumstances, such as when we arrange travel on your behalf, we may also require you to provide us an emergency contact. To the extent you provide us any personal information about any individual other than yourself, you must ensure you have obtained the relevant individual’s consent to do so for the purposes of acting as your emergency contact.
How We Use Your Personal Information
We may use your personal information for the following purposes:
(a) To provide you with information, products, or services that you request from us or which are part of the benefits we offer to you, as a member of one of our Member Societies, from time to time;
(b) Managing and administering our business, including maintaining and updating member and volunteer databases and email communication lists and evaluating your suitability for any committees to which you may apply;
(c) Where you are participating in a competition or challenge, we may use your personal information to conduct and facilitate the competition or challenge;
(d) Communicating with you;
(e) Booking travel and accommodations on your behalf;
(f) Where applicable, issue payments and reimbursements to you;
(g) In any other way we may describe when you provide your personal information; and
(h) For any other purpose with your consent, or as required or permitted by law.
How We Disclose Your Personal Information
We will not disclose personal information for purposes other than those purposes for which it was collected, except with your consent or as required or permitted by law. Examples of situations in which we may disclose your personal information include:
(a) Identified Purposes. We may disclose your personal information for the purpose of fulfilling the identified purposes.
(b) CFA Institute Affiliates. We may disclose your personal information to CFA Institute and the 12 Member Societies in Canada, for the identified purposes or as we may otherwise identify to you. For example, we may disclose your personal information to such organizations for the purposes of (i) tracking and administering memberships/affiliations (for example submitting your CE hours to CFA Institute), (ii) identifying and tracking the characteristics of the individuals which enter the CFA Program (for example, educational backgrounds); and (iii) running and facilitating events and competitions you have agreed to attend and/or participate in.
(c) Travel Agencies. We may disclose your personal information to travel agencies, hotels and airlines for the purpose of booking travel and associated accommodations on your behalf.
(d) Service Providers and Partners. We may disclose your personal information to our service providers which perform certain services necessary to run our business (for example, data hosting). In addition, we may disclose your banking information to our financial managers and to the Bank of Nova Scotia through ScotiaConnect to facilitate payments and reimbursements to you.
(e) Leadership Roles. We may disclose the names of individuals in leadership roles, such as Society Board and committee members and members of the boards of our Member Societies, on our website and social media channels, at public-facing volunteer functions or as otherwise required to further our advocacy activities and the work of the Society and our committees.
(f) Legal Request. We may disclose your personal information to respond to law enforcement requests; or where required by applicable laws, court orders, or government regulations.
Information Collected by our Website through Cookies and other Tracking Devices
Cookies. Cookies are small pieces of information that a website transfers to your computer. Our Site may use session ID cookies (expire when you close the browser) and persistent cookies (persist even after you close the browser), which help our Site run more smoothly and tailor content for you. Most web browsers have options that allow you to control whether or not to accept cookies and give you the option to delete all cookies. However, please note that disabling cookies in your browser may prevent access to some parts of our Site. Do Not Track Signals: Our Site is not currently configured to respond to a browser’s Do Not Track signals.
Google Analytics. The information generated by the cookie about your use of the Site will be transmitted to and stored by Google on servers in the United States. Google's Privacy Notice is located at http://www.google.com/analytics/learn/privacy.html. Google Analytics is used with the expansion '_anonymizeIp()'; therefore, only abbreviated IP addresses will be processed to prevent a direct connection to the individual user. You may prevent the use of Google Analytics by disabling cookies in the browser's set up screen. You may prevent Google from recording the data generated by the cookie and pertaining to your use of the website (including your IP address), or processing these data by downloading and installing the following browser plug-in available through Google at the following link: http://tools.google.com/dlpage/gaoptout?hl=en.
Clear Gifs (Web Beacons/Web Bugs). Our Site may employ a software technology called clear gifs (a.k.a. Web Beacons/Web Bugs), which helps us to better manage content on our Site by informing us what content is viewed or clicked on. Clear gifs are tiny graphics with a unique identifier
Protecting Your Personal Information
We take the protection of your personal information seriously. We make every reasonable effort to prevent unauthorized use, disclosure, loss or theft of your personal information. Employees who have access to your personal information are made aware of the importance of keeping it confidential.
Where we use service providers who might have access to your personal information, we select them carefully and require them to have privacy and security standards that are comparable to ours. We use contracts and other measures with our service providers to maintain the confidentiality and security of your personal information and to prevent such information from being used for any other purpose.
Retaining Your Personal Information
We will only retain your personal information as long as is necessary for the fulfillment of the purposes for which it was collected or as required by law. Your personal information is securely stored until such time as it is no longer required, after which it is destroyed, rendering it unable to identify you.
Keeping Your Information Updated
We do not update any personal information we collect from you unless necessary for the purposes for which it was collected. In the event it is necessary to update your personal information for the purposes for which it was collected, we will contact you to provide such updated information. You may also contact us to update your personal information.
Accessing Your Information and Addressing Your Privacy Concerns
Subject to certain exceptions prescribed by applicable law, you have the right to access personal information we hold about you and to have any concerns you may have over our policies and practices addressed. In addition, you have the right to obtain information regarding our policies and practices with respect to our use of service providers outside Canada. To access your information, discuss your concerns or learn more about our policies and practices please see our contact information in the “How to Contact Us” section below.
How to Contact Us
If you have any questions related to our practices with respect to the collection, use or disclosure of personal information, including the travel agencies we may share your personal information with, or if you wish complain to us in writing about how we have handled your personal information, please feel free to contact our Privacy Officer at firstname.lastname@example.org.