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Policy On the Collection, Use and Disclosure Of Personal Information
The Ontario East Economic Development Commission (OEEDC) is committed to respecting your privacy and has prepared this document to inform you of our policy and practices concerning the collection, use and disclosure of Personal Information.
Personal information is information about an identifiable individual. Personal information includes information that relates to their personal characteristics (gender, age, income, home address, etc), their health, activities and views. Personal information is not to be confused with business information (an individual's business address, telephone number, e-mail address etc.).
The OEEDC is a regional economic development organization comprising economic development professionals and business leaders working cooperatively to promote Eastern Ontario as a premier business location. The OEEDC is supported by a web site, trade show display and print material which is distributed to interested parties at trade show and investment mission events.
In the course of providing services to our clients, we collect personal information on occasion. Our primary purposes of collecting personal information is typically related to the following:
- home address information for contact and billing purposes
- personal credit card information for billing purposes
- contact information from individuals requesting information about our services
- information posted to our website
- information temporarily stored in a client's registration folder
- information stored
Personal information is collected directly from the individual concerned. Unless permitted by law, no personal information is collected about an individual without first obtaining the consent of the individual to the collection, use and dissemination of that information.
The OEEDC does not knowingly collect Personal Information from anyone under the age of 18, especially children under 13, and does not use such information if the OEEDC discovers that it is has been provided by a minor.
The OEEDC's use of personal information is limited to the purpose of effectively providing professional and competent marketing services to our clients. The OEEDC will only disclose personal information if necessary in the performance of these services, or at the express direction of the client.
The OEEDC may disclose personal information of clients to organizations that perform services on its behalf. This will only be done if such organizations agree to use such information solely for the purposes of providing services to the OEEDC and, with respect to that information, to act in a manner consistent with this Policy.
The OEEDC does not sell, trade, barter or exchange for consideration any personal information it has obtained.
Please note that there are circumstances where the use and/or disclosure of personal information may be justified or permitted or where the OEEDC is obliged to 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;
- Where the OEEDC believes, upon reasonable grounds, that it is necessary to protect the rights, privacy, safety or property of an identifiable person or group;
- Where it is necessary to establish or collect monies owing to the OEEDC;
- Where it is necessary to permit the OEEDC to pursue available remedies or limit any damages that the OEEDC may sustain;
- Where the information is public; or
- Where obliged or permitted to disclose information without consent, the OEEDC will not disclose more information than is required.
Personal information may also be transferred to another company in the event of a change of ownership of all or part of the OEEDC.
The OEEDC endeavours to ensure that any personal information provided by clients and in its possession is as accurate, current and complete as necessary for the purposes for which the OEEDC uses that data. Information contained in files that have been closed is not actively updated or maintained.
The OEEDC retains personal information as long as we believe it is necessary to fulfil the purpose for which it was collected. In some circumstances, legal, financial or business requirements will dictate the retention period. Wherever appropriate, the OEEDC will destroy any personal information not actively being used or required for retention.
The OEEDC endeavours to maintain adequate physical, procedural and technical security with respect to its offices and information storage facilities so as to prevent any loss, misuse, unauthorized access, disclosure, or modification of personal information.
The OEEDC permits access to and review of personal information held by the OEEDC about an individual by the individual concerned.
If an individual believes any personal information concerning that individual is not correct, that person may request an amendment of that information by sending a request to our Privacy Officer.
The OEEDC reserves the right to decline access to Personal Information where the information requested:
- Would disclose the Personal Information of another individual or of a deceased individual;
- Would disclose business confidential information that may harm the OEEDC or the competitive position of a third party;
- Is subject to solicitor-client or litigation privilege;
- Could reasonably result in: (i) serious harm to the treatment or recovery of the individual concerned; (ii) serious emotional harm to the individual or another individual; or (iii) serious bodily harm to another individual;
- May harm, or interfere with, law enforcement activities and other investigative or regulatory functions of a body authorized by statute to perform such functions;
- Is not readily retrievable and the burden or cost of providing would be disproportionate to the nature or value of the information; or
- Does not exist, is not held, or cannot be found by the OEEDC.
Where information will not or cannot be disclosed, the individual making the request will be provided with the reasons for non-disclosure.
Where information will be disclosed, the OEEDC will endeavour to provide the information within a reasonable time and no later than 30 days following the request.
To guard against fraudulent requests for access, the OEEDC will require sufficient information to allow it to confirm the identity of the person making the request before granting access or making corrections.
This statement is in effect as of January 1, 2004. The OEEDC will from time to time review and revise its privacy practices and this Policy. In the event of any amendment, a notice will be communicated to Clients and others in an appropriate manner.
Questions about this privacy policy or requests to view personal information should be directed to our Privacy Officer:
Jackie St. Pierre, Executive Director
4607 Bath Road
Kingston, ON
K7N 1A8
Telephone: (613) 634-8569
Tollfree: 1-866-641-EAST (3278)
E-mail: info@onteast.com
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