Ottawa 2017

CELEBRATIONS OTTAWA POLICY ON THE COLLECTION, USE AND DISCLOSURE OF PERSONAL INFORMATION (“Privacy Policy”)

OBJECTIVE & SCOPE OF POLICY

Celebrations Ottawa Inc. (“Celebrations Ottawa) is a federal not-for-profit corporation. We are dedicated to maintaining high standards of confidentiality regarding the information provided to us. Celebrations Ottawa adheres to certain privacy principles to ensure the confidentiality of the Personal Information (as defined below) entrusted to us. This Privacy Policy has been prepared to affirm our commitment to maintaining your privacy and others as well as to inform you of our practices concerning the collection, use and disclosure of Personal Information collected by Celebrations Ottawa. This Privacy Policy not only applies to Celebrations Ottawa but also any associated management and consulting companies.

PERSONAL INFORMATION

For this Privacy Policy, “Personal Information” means any information provided to Celebrations Ottawa, recorded in any form, about an identifiable individual, or an individual whose identity may be inferred or determined from the information. This Privacy Policy does not cover any information, recorded in any form, about more than one individual where the identity of the individuals is not known and cannot be inferred from the information (“Aggregated Information”). Celebrations Ottawa retains the right to use Aggregated Information in any way that it reasonably determines is appropriate.

ACCOUNTABILITY

Celebrations Ottawa takes the protection of Personal Information seriously. These obligations apply to all managers, employees, contractors and agents who provide services in connection with our delivery of goods or services. Celebrations Ottawa observes these requirements strictly. Celebrations Ottawa also observes other applicable laws, including privacy laws, in all jurisdictions within which Celebrations Ottawa may operate.

To ensure that Celebrations Ottawa always complies with its obligations to protect Personal Information, Celebrations Ottawa has appointed a Privacy Officer who may be reached by email at patrice.bastien@ottawa2017.ca or by mail at Celebrations Ottawa Inc. 1221 Cyrville Road, Unit B, Ottawa, ON, K1J 7S8. If you ever have any questions, complaints, or concerns about the Celebrations Ottawa’s Privacy Policy or your Personal Information you may contact the Privacy Officer.

PURPOSE FOR COLLECTION, USE & DISCLOSURE OF PERSONAL INFORMATION

As a general rule, all information concerning you or your organization collected by us shall be held in strict confidence and not revealed to anyone unless expressly or implicitly authorized by the person or organization concerned.

In the course of its relationship with you, Celebrations Ottawa will need to collect, use and sometimes, disclose various types of Personal Information for various purposes. Given the nature of our services, it is impractical to list all of types of Personal Information that may be collected, used or disclosed. Under no circumstances will Celebrations Ottawa sell, trade, barter or exchange for consideration any Personal Information we have obtained. You may be assured that Celebrations Ottawa will only collect Personal Information that is necessary for the following purposes:

  • communicating with you generally;
  • providing goods or services requested by you;
  • processing transactions;
  • protecting against fraud or error; and
  • collection of names, addresses, banking and/or financial details.

We may also analyze the Personal Information provided to us to offer you additional goods or services. You may, at any time, advise us that you do not wish to receive such information from Celebrations Ottawa.

LIMITING COLLECTION, USE, DISCLOSURE & RETENTION OF PERSONAL INFORMATION

Celebrations Ottawa may collect your Personal Information in many forms (hard/soft copy, electronically, facsimile, telephone conversations/recordings, etc.) but will only do so by lawful means and only for necessary purposes that have been disclosed to you.

Celebrations Ottawa provides you and others with general access to public web sites and restricted access to extranets. Our web servers and authorized third party providers track general information about visitors such as their domain name, IP address and time of visit. Our web servers also collect and aggregate information regarding which pages are being accessed as well as information volunteered by visitors through online surveys, contests, promotions or subscriptions to electronic newsletters. This information is used to better serve visitors for the following purposes:

  • Manage our sites;
  • diagnose any technical problems; and
  • improve the content of our web site.

During the course of an individual’s use of the Internet, he or she will encounter “cookies” in the normal course. Cookies are small files or pieces of information that may be stored in a computer’s hard drive when an individual visits a web site. Celebrations Ottawa uses cookies. Most Internet browsers are initially set to accept cookies. If you do not wish to accept cookies, you can set yours to refuse cookies or to alert you when cookies are being sent.

Personal Information collected in any form will only be retained by Celebrations Ottawa so long as it is required: a) for the purpose for which it was collected; b) to be retained by law; c) to address any issues that may arise at a later date. When your Personal Information is no longer required for these identified purposes, Celebrations Ottawa uses secure procedures to destroy, delete, erase or convert the Personal Information into an anonymous form.

CONSENT

Your provision of Personal Information to Celebrations Ottawa means that you agree and consent that we may collect, use and disclose your Personal Information under this Privacy Policy. If you do not agree with these terms, you are requested not to provide any Personal Information to Celebrations Ottawa. Certain goods or services can only be offered if you provide Personal Information to Celebrations Ottawa. If you choose not to provide us with any required Personal Information, Celebrations Ottawa may not be able to offer you those goods or services.

Consent may be given in different ways such as: a) expressly by signing a document, agreeing through electronic means or verbally, or b) impliedly by providing the Personal Information voluntarily.

Please note that there are circumstances where the use and/or disclosure of Personal Information may be justified or permitted or where Celebrations Ottawa must disclose information without consent. Such circumstances may include where:

  • required by law or by order or requirement of a court, administrative agency or other governmental tribunal;
  • Celebrations Ottawa believes, upon reasonable grounds, that it is necessary to protect the rights, privacy, safety or property of an identifiable person or group;
  • it is necessary to establish or collect monies owing to Celebrations Ottawa;
  • it is necessary to permit Celebrations Ottawa to pursue available remedies or limit any damages that Celebrations Ottawa may sustain;
  • the information is public; or
  • obliged or permitted to disclose information without consent, Celebrations Ottawa will not disclose more information than is required.

You have the right to revoke your consent to the collection, use and disclosure of your Personal Information at any time. However, revocation of your consent may result in our inability to provide goods or services to you.

DISCLOSURE, STORAGE & SECURITY

Currently, Celebrations Ottawa holds Personal Information principally in the city of Ottawa and nearby municipalities where off-site storage facilities may be located. Celebrations Ottawa allows certain authorized third party providers to track and store certain information about visitors to Celebrations Ottawa web sites (namely domain names, IP addresses and page views as described below) and such information will be stored outside of Canada if the third party provider is located outside of Canada.  Personal Information is always subject to the local laws of the jurisdictions within which it is collected, used, disclosed and/or stored, and may be accessed by governmental authorities in those jurisdictions.

Celebrations Ottawa may disclose Personal Information to organizations that perform services for us. Personal Information will only be provided to such organizations if they agree by way of contractual or other arrangements to use such information solely to provide goods or services to Celebrations Ottawa and, regarding that information, to act in a manner consistent with the principles articulated in this Privacy Policy.

Celebrations Ottawa has taken steps to maintain adequate physical, procedural and technical security regarding its offices and information storage facilities to prevent any loss, misuse, unauthorized access, disclosure, or modification of Personal Information (“Data Breach”). Celebrations Ottawa further protects Personal Information by restricting access to those individuals that the management of Celebrations Ottawa has determined need to know that information in order that Celebrations Ottawa may provide its goods or services.

No method of transmitting or storing data is perfectly secure. While the physical characteristics mail, telephone calls, faxes and transmissions over the Internet are different, each is susceptible to possible loss, misrouting, interception and misuse of the information being communicated or transmitted. Celebrations Ottawa attempts to strike a reasonable balance between security and convenience. In communicating with you and others, we may request the use of a communication method that is less secure than more inconvenient alternatives. For example, email may be sent as unencrypted plain text because you may not otherwise readily process encrypted e-mail. This is done for convenience.

ACCURACY & ACCESS

Celebrations Ottawa endeavours to ensure that any Personal Information provided and in its possession is as accurate, current and complete as necessary for the purposes for which Celebrations Ottawa uses that information. In the event that you believe that your Personal Information is not accurate or you wish access to your Personal Information, you may make a request to the Privacy Officer.

We will always endeavor to provide timely access to your Personal Information. However, there may be circumstances where access will not be granted. For example, where access would lead to the disclosure of Personal Information of another individual and that individual refuses to provide consent to disclose or information subject to legal restrictions. You will be notified in all cases of the reason for the denial of access.

AMENDMENT OF CELEBRATIONS OTTAWA PRACTICES AND THIS PRIVACY POLICY

This Privacy Policy is in effect as of October 15, 2017. Celebrations Ottawa will from time to time review and revise its privacy practices and this Privacy Policy. In the event of any amendment, an appropriate notice will be posted on Celebrations Ottawa web site. Policy changes will apply to the information collected from the date of posting of the revised Privacy Policy to Celebrations Ottawa’s web site as well as to existing information held by Celebrations Ottawa.