CANADIAN CONDOMINIUM INSTITUTE
CCI National Office
The Canadian Condominium Institute, ("CCI"), National Office, provides a broad range of services to our members. We have a longstanding policy of protecting the privacy of our members in the course of providing services to them. Our relationship with our members is based upon trust and maintaining member privacy is, therefore, given the utmost priority.
From January 1, 2004, all organizations engaged in commercial activities must comply with the PI Protection and Electronic Documents Act and the Canadian Standards Association Model Code for the Protection of PI which it incorporates. These obligations extend to the CCI National Office. The Act gives you rights concerning the privacy of your PI.
CCI National Office is responsible for the PI we collect and hold. To ensure this accountability, we have developed this policy, and trained our directors and support staff about our policies and practices.
CCI National Office provides educational services and products to a wide range of members. We require some PI to provide theses services to you; create and maintain membership lists; and produce direct marketing materials concerning our services and developments in the condominium community.
PI is any information that identifies you, or by which your identity could be deduced. If we did not collect and use your PI we could not provide you with our services.
PI that we collect includes, but is not necessarily limited to, the following:
We collect information only by lawful and fair means and not in an unreasonably intrusive way. Wherever possible we collect your PI directly from you at the start of your membership and through annual renewals. Additional information may be obtained through course registration or through questionnaires on issues relating to condominium living.
Sometimes we may obtain information about you from other sources, for example:
In most cases, we shall ask you to specifically consent, if we collect, use, or disclose your PI. Normally, we ask for your consent in writing but in some circumstances, we may accept your oral consent. Sometimes, your consent may be implied through your conduct with us, for example when you provide us with PI when completing your membership form or annual renewal.
We use your PI to provide our services to you and to include you in any direct mailings of information relating to condominium living that we believe would be of some interest to you. We also will use it for marketing activities such as notification of up-coming meetings, courses, seminars, conferences and CCI products. If you tell us that you no longer wish to receive information about our services, seminars or about new developments in the law, we will not send any further material.
CCI National Office does not disclose your PI to any third party, (other than to specific CCI chapters) to enable them to market their products and services. For example, we do not provide our client mailing lists to other organizations or businesses. On occasion other organizations, such as the Association of Condominium Managers of Ontario, ("ACMO") will forward complimentary publications to us to distribute to our members but they do not receive our membership list.
Under certain circumstances, CCI National Office will disclose your PI:
In these instances we will only disclose such PI as is required in the circumstances.
Since we use your PI to provide our services to you, it is important that the information be accurate and up-to-date.
If during the course of your membership any of your PI changes, please inform us so that we can make any necessary changes.
CCI National Office takes all reasonable precautions to ensure that your PI is kept safe from loss, unauthorized access, modification or disclosure. Among the steps taken to protect your information are:
You may ask for access to any PI we hold about you.
Summary information is available on request. More detailed requests which require archive or other retrieval costs may be subject to a reasonable fee.
We also reserve the right to confirm the identity of the person seeking access to PI before complying with any access requests. Please submit your access request in writing or e-mail to our privacy officer as identified in paragraph 18.
If CCI National Office holds information about you and you can establish that it is not accurate, complete and up-to-date, and we will take reasonable steps to correct it.
In most cases, a member of a CCI chapter will have access to the PI we store about you. However, there may be rare occasions when your rights to access your PI are denied, for example the PIPEDA indicates that:
If we deny your request for access to, or refuse a request to correct information, we will endeavor to explain why.
Whenever it is legal and practicable, we may offer the opportunity to deal with general inquiries without providing your name (for example, by accessing general information on our website).
On occasion we may request information about you from the files of consumer agencies or file complaints with those agencies, such as where a member has failed to pay a debt owed to us.
You should be aware that e-mail and fax are not a 100% secure medium, and you should be aware of this when contacting us to send personal or confidential information or requesting us to respond to you by e-mail.
If you have any questions, or wish to access your PI, please write to our Privacy Contact, Ms Diane Gaunt at:
CCI National Office
2800 - 14th Ave., Suite 210
Markham, ON L3R 0E4
Tel: (416) 491-6216
If you are not satisfied with our response, the Privacy Commissioner of Canada can be reached at:
112 Kent Street
Ottawa Ontario, K1A 1H3
We may seek external advice, where appropriate, before providing a final response to individual complaints.
If you apply to CCI National Office for a job, we need to consider your PI, as part of our review process. We normally retain information from candidates after a decision has been made, unless you ask us not to retain the information If we offer you a job, which you accept, the information will be retained in accordance with our privacy procedures for employee records.
On our website, like most other commercial websites, we may monitor traffic patterns, site usage and related site information in order to optimize our web service. We may provide aggregated information to third parties, but these statistics do not include any identifiable PI.
CCI National Office