Personal Information Protection
In compliance with applicable privacy legislation, the ICA is committed to protecting the privacy of your personal information. Your privacy is protected, as follows.
Collection of Personal Information
We limit our collection of personal information to information which you supply, and which is necessary to provide service offerings in a suitable environment. The information we will request you provide to us will include:
- Telephone numbers (home, work and/or cellular)
- Email addresses
- Work and Home address
- Credit card or chequing information
- Any information deemed to be necessary to administer the service (which may include information about allergies, dietary restrictions or any medical restrictions relevant to meals to be provided during sessions, physical accommodations for the service location etc.)
This information is required to process applications, competition entries and to allow us to administer our services and for emergency contact purposes. Any information you supply on your application or entry form is deemed to have been provided with your consent. We require this information to create a file and to determine admission and/or eligibility, as well as to administer the service in which you are enrolled. Information will also be used to fulfil our statutory reporting obligations to the federal government in preparing documents for taxation purposes.
Use of Your Personal Information
Those who will have access to the information you submit on your forms will be ICA team members, service administrators and our accounting personnel and to a limited extent, judges or any other ICA consultant who requires the information in the performance of his/her employment duties. Third parties acting on behalf of the ICA will also be advised if necessary, to provide you with services. For example, if you pay your fees with a credit card, the third-party credit card processor will be provided with the information required to process the payment. If you have dietary restrictions, the third party catering the meals will be advised. We may use your information to contact you about your experience in the course or other education offerings at the ICA. If you do not want to be contacted, you have the opportunity to opt-out of these communications on your application or by contacting the ICA. You may be asked to share contact details with others, to facilitate meeting outside of office hours, or to do group work. Your contact information will not be shared without your consent, and we will only share the details that we have permission to provide.
Disclosure of your Personal Information
We undertake not to provide your personal information to third parties and your employer, without your written consent, except as may be required or permitted by the applicable privacy legislation or as described in this policy.
Storage and Protection
Your information will be stored in secure hard copy files [in the ICA offices and when applicable, in the offsite ICA Archives] and in password protected computer files, which are also protected by a firewall. The information we will store will include any personal information you have provided to us, as well as confirmation of payment, completion of program / service, grades / scores and other details and will constitute your entire record. Your entire record will be retained for 7 years, and after that, a record of your name, program / service and grades / scores will be retained in password protected computer files, which are also protected by a firewall.
Accessing your Personal Information
If at any time, you wish to access your personal information, to review, correct or challenge it, you must contact ICA’s Privacy Officer in writing (fax and email are acceptable). You may also request that verification of your attendance, entrance or grade / score be made available to a third party, such as an employer, or education provider. This information will be provided only upon written authorization from you. If you wish to provide information about your academic record to a third party (another education facility, or an employer or prospective employer), you must provide written permission to the ICA. If you are inquiring about another individual’s academic record, we will not release ANY information without that person’s written consent. Without consent, we will not verify or divulge registration, attendance, completion of any programs or any grades. This also applies to current employers.
This policy may be changed at any time. (This version is dated February 2021).