Commitment to Privacy
Scope of Policy
The Policy applies to all personal information about individuals collected by the University of Toronto Students’ Union on its own behalf from time to time.
The University of Toronto Students’ Union is the sole owner of the information collected on our website.
What is Personal Information?
“Personal information” is information about an identifiable individual but does not include business contact information such as the name, title, business address or telephone number of an employee of an organization. It also does not include information that cannot be associated with a specific individual, or information that is available in the public domain.
Collection, Use and Disclosure of Personal Information
If you should choose to provide us with personal information as in an e-mail or by filling out a form and submitting it to us through our website, we will use that information to respond to your message and to help us get the information you have requested. We do not collect personal information for third-party commercial marketing or distribution to any private organizations. Messages sent via the Internet can be intercepted. If you are concerned about sending your personal information to us via the Internet, you can use another method such as fax or regular mail.
We collect technical information from your computer’s web browser, including your Internet IP address, which does not identify you. We reserves the right to attempt to link this information to an individual in the event that it becomes necessary to investigate a security breach related to its website.
Except as set out above, we do not collect personal information about guests to our website, other than personal information which is voluntarily provided. In certain situations, you may be requested to provide personal information for specific purposes. For example:
• In the event that you make an e-mail inquiry to us, you will be providing us with your e-mail address. We will use this information only to respond to your request. We may also retain a copy of your inquiry.
• If you wish to receive our e-newsletter, updates about our services or campaigns and media releases you will be asked to provide personal information in order for us to send them to you.
• You may fill out an online petition in which case personal information will be obtained in accordance with the petition. The purposes of the collection will be provided as part of the petition.
We value your privacy and will keep your personal information secure.
Generally speaking, we will not disclose your personal information to third parties. However, we may be required by law to disclose your personal information, for example to comply with valid legal processes such as a subpoena or court order. We may also need to disclose your personal information in order to protect its legal rights or property, or where failure to disclose your personal information may put the safety of another individual at risk.
If you have provided personal information and wish to have it removed from our system at any time, please contact our Privacy Officer, Tka Pinnock at firstname.lastname@example.org
The accuracy of the personal information in our possession depends on you. Please contact the University of Toronto Students’ Union to inform us of any changes to your information or to confirm the accuracy of the information we retain.
Registration Forms and Purchases
If you register for a service or make a purchase, we may require that you provide certain personally identifiable information, including your name, postal address, email address, phone number, alternate contact information and credit card number. We may also require you to submit other information that is relevant. Only information that is needed to complete the processing of your purchase or service registration will be requested.
Our web site contains registration forms for events from time to time. These forms are designed to register your place in the event and collect basic information that we need to organize the event and ensure that we meet the needs of participants.
Surveys and Feedback
We may occasionally provide you the opportunity to participate in surveys or feedback forms on our site. If you participate, we may request certain personally identifiable information from you. Participation in these surveys or feedback forms is completely voluntary, and you therefore have a choice whether or not to disclose personal information.
Where personal information is provided that enters a system of records, it is collected in compliance with the privacy policies in place. Information collected is only kept for the length of time necessary to fulfill the purpose for which it was collected.
We will only collect personal information from you which is necessary for our legitimate purposes, that we will only use this information in ways which have been clearly communicated to you (or which should be obvious from the manner in which the information was requested) and that we will safeguard your personal information while it is in our possession and not retain it for longer than necessary.
We are responsible for personal information under its control. The Executive Director is the designated Privacy Officer who is responsible for the University of Toronto Students’ Union’s compliance with the policy.
We will obtain your consent to collect, use or disclose personal information except where we are authorized or required by law to do so without consent. Consent may be provided orally, in writing, electronically, by negative option or otherwise. By providing personal information to us, you agree that we may collect, use and disclose such personal information as set out in the Policy and as otherwise permitted or required by law.
You may withdraw consent at any time, subject to legal or contractual restrictions, and provided that you give us reasonable notice or withdrawal of your consent. On receipt of notice of withdrawal of consent, we will inform you of the likely consequences of your withdrawal of consent, which may include our inability to provide services for which that information is necessary.
When revoking your consent, please do so through the Privacy Officer.
We will limit our collection of personal information to that which is reasonable and necessary to provide our services or as authorized by law. The University of Toronto Students’ Union will collect personal information only by fair and lawful means.
Limiting Use, Disclosure and Retention
Your personal information will only be used or disclosed for the purposes consented to by you, and/or as authorized by law.
Personal information will be retained only as long as it is necessary to fulfill the purposes for which it is collected. We will destroy, erase or make anonymous documents or other records containing personal information as soon as it is reasonable to assume that the original purpose is no longer being served by retention of the information and retention is no longer necessary for legal or business purposes. We will take due care when destroying personal information so as to prevent unauthorized access to the information.
In the event that we require the services of a third party (such as the University of Toronto) in order to deal with your personal information, we will ensure that the third party adheres to adequate privacy procedures and will keep your personal information confidential. We will not provide more information than is necessary to the third party and will require that the information is returned or destroyed once the purpose for which it was given is fulfilled. We do not trade or sell personal information.
We will make reasonable efforts to ensure that the personal information we collect, use or disclose is accurate and complete. In most cases, we rely on you to ensure that certain information is current, complete and accurate.
We recognize our legal obligations to protect the confidential nature of your personal information. We have therefore made arrangements to secure against the unauthorized access, collection, use, disclosure, copying, modification, disposal or destruction of your personal information.
Confidentiality and security are not assured when information is transmitted through e-mail or other electronic communication. We will not be responsible for any loss or damage as a result of a breach of security and/or confidentiality when you transmit information to us by e-mail or other electronic means or when we transmit information by such means at your request.
We are open about its privacy policies and procedures used to protect your personal information. Requests for information beyond the information provided herein should be made directly to the Privacy Officer.
You have the right to access your personal information held by the University of Toronto Students’ Union.
Upon written request and authentication of identity, we will provide you with a summary of your personal information in our possession, a description of the way in which that information is being used, and a list of the individuals and organizations to whom that information has been disclosed.
We will make the information available within 30 days or provide written notice where additional time is required to fulfill the request.
In some situations, we may not be able to provide access to certain personal information. This may be the case where, for example, disclosure would reveal personal information about another individual. We may also be legally prevented from providing access to certain personal information.
Any inquiries, complaints, or questions regarding the Policy should be directed in writing to the Privacy Officer by email at email@example.com.
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