CFA Societies Canada

CFA Societies Canada Privacy Policy

Last updated: 15 January, 2019

CFA Societies Canada (collectively, “Society”, “we“, “our”) pride ourselves on our privacy practices. We are committed to being transparent about the personal information we collect, the manner in which such personal information is used by us and the limited circumstances in which some personal information may be disclosed. To help us meet this commitment to you, we have created this Privacy Policy (this “Privacy Policy”) and have appointed a Privacy Officer to ensure that any personal information you provide to us will only be collected, used and disclosed in accordance with applicable laws and this Privacy Policy. This Privacy Policy describes how we collect, use, disclose and secure the personal information you provide. It also describes your choices regarding use, access and correction of your personal information.

Meaning of Personal Information
For the purposes of this Privacy Policy, “personal information” means information about an identifiable individual, but does not include the name, title or business address or telephone number of an employee of an organization when collected, used or disclosed solely for the purpose of communicating or facilitating communication with the individual in relation to their employment, business or profession.

The Personal Information We Collect
Except as otherwise provided in this Privacy Policy, the personal information we collect from you is comprised entirely of the information you provide to us. We may collect your personal information through certain registration form(s) you fill out and submit to us (for example, if you would like to register or volunteer for an event we are hosting) and the correspondence we have with you (either over the phone or through email). In addition, from time to time, we may also send you surveys via email and, to the extent you agree to participate in our surveys, your responses may include personal information about you.  
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.
Please note that CFA Societies Canada is a collaboration between CFA Institute and the 12 separate member societies located across Canada (each a “Member Society”). If you are a member of, or have otherwise engaged with, CFA Institute or one of our Member Societies, we may also have access to personal information you have provided to, or which has been otherwise collected by, such organizations. While we will only use and disclose such information as contemplated in, and in accordance with, this Privacy Policy, we have no control over how CFA Institute or the Member Societies use or disclose your personal information. For more information on how CFA Institute or a Member Society collects, uses, discloses and secures personal information, please see their respective websites or contact them.    

How We Use Your Personal Information
We may use your personal information for the following purposes:
(a)    Managing and administering our business including maintaining and updating member and volunteer databases and email communication lists;
(b)    Where you are participating in a competition or challenge, we may use your personal information to conduct and facilitate the competition or challenge;
(c)    Communicating with you;  
(d)    Booking travel and accommodations on your behalf;
(e)    Where applicable, issue payments and reimbursements to you; and
(f)    As otherwise required by applicable law.

How We Disclose Your Personal Information
We will not disclose any personal information we collect from you to any third parties except as follows:

(a)    CFA Institute Affiliates. We may disclose your personal information to CFA Institute and the 12 Member Societies in Canada. 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.  
(b)    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.
(c)    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.  
(d)    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
Our website, www.cfasociety.org/canada, (our “Site”) uses cookies and other tracking devices, as described below, to collect information automatically. We and our third-party partners and vendors use these devices to facilitate access and use of the Site, improve the performance of the Site, understand the activities of Site visitors, identify patterns in Site usage, remember you as a previous user and your previously set preferences, and gain information about your internet browsing habits. We may also use cookies to associate you with your account profile.

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.

Device IDs. We may collect and store a unique device ID associated with your particular device to track the number of unique visitors using our Site and to enable you to interact with and use our Site. We link your device ID with the technical information accessed through your use of our Site for the uses described in this Privacy Policy.

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

By using the Site, you agree to the use of cookies and other tracking devices as described above. You may configure your Internet browser to notify you when a cookie is sent (giving you the option to decide whether to accept it or not) and to reject or remove cookies. To remove cookies, please follow your browser's instructions or contact your browser provider for more information. By removing or refusing to accept cookies, you may be unable to use or access some features of our Site.

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.
Please note that where you provide us personal information for the purposes of booking travel related services on your behalf, we must provide such personal information to the travel agencies for the purposes of completing the booking. We have no control over how travel providers use, disclose or store personal information. You acknowledge and agree that we provide your personal information to such travel providers solely as your agent and not as the principal holder and we will not be required to ensure their compliance with applicable privacy laws, this privacy policy or otherwise be liable or accountable for your personal information including without limitation their use and disclosure of your personal information.
CFA Institute is headquartered in the United States.  As a result, your personal information will be used, stored and/or accessed in countries outside of Canada, including the United States. However, all such information will be protected in accordance with this Privacy Policy. Please note that when your personal information is located outside of Canada it will be subject to the laws of the country in which it is situated.

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.  

Updates to this Privacy Policy
This Privacy Policy or our other privacy related documents will be updated from time to time. You are responsible for reviewing this Privacy Policy periodically and informing yourself of any changes to this Privacy Policy. This Privacy Policy may be found on the Society’s website www.cfasociety.org/canada or obtained by contacting our Privacy Officer (please see 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 privacy@cfacanada.org.