Privacy Policy

The Canadian Institute for Theatre Technology’s Privacy Policy - July 2009

Overview

The protection of personal information is important to the Canadian Institute for Theatre Technology (CITT). The CITT is committed to maintaining the accuracy, security and privacy of personal information in accordance with applicable legislation. This CITT Privacy Policy is a statement of principles and guidelines concerning the protection of personal information of our members, service providers and other individuals (referred to as “you”). Any questions about this policy can be directed to our National Coordinator Monique Corbeil by telephone 613 482-1165 or fax 613 482-1212 or e-mail .

Our staff members play an important role in protecting personal information. They are required to adhere to this policy and take all reasonable steps to ensure that personal information is protected from unauthorized access.

Consent

By submitting personal information to the CITT, you agree that we may collect, use and disclose such personal information in accordance with this privacy policy and as permitted or required by law. Subject to legal and contractual requirements, you may refuse or withdraw your consent to certain of the identified purposes at any time by contacting the CITT National Coordinator. If you refuse or withdraw your consent, the CITT may be unable to provide you or continue to provide you with certain services, programs and information that may be of value to you. If you provide the CITT with personal information of another individual, you represent that you have all necessary authority and have obtained all necessary consents from such person to enable the CITT to collect, use and disclose such personal information for the purposes set forth in this Privacy Policy.

Collection of Personal Information

Canadian privacy legislation defines “personal information” broadly as information about an identifiable individual or as information that allows an individual to be identified. For the purposes of this policy, “personal information” means information about an identifiable individual as defined from time to time in applicable privacy legislation. Generally speaking, personal information does not include what is considered business contact information generally found on a business card (i.e. employer’s name, title, business number, business fax number, business e-mail address, etc.).

Although the CITT deals commonly with other companies and in those cases does not collect personal information, we also deal with individual members. We collect the personal information of our individual members in administering the following:

CITT’s membership list.
Registration for CITT’s conferences, events, workshops, and signing up for the Student Volunteer Program (SVP).

For the purposes of administering the membership list, the CITT collects the following types of personal information:

Name of individual or organisation.
Residential telephone number.
Work place telephone number.
Mobile phone number.
Mailing address.
Personal e-mail address.
Workplace e-mail address.
Occupation, title and name of employer.
Name of disciplines in which the member evolves.
Credit card information.

When individual register for CITT’s conferences, events, workshops, and signing up for the Student Volunteer Program (SVP), we may collect the following types of personal information:

Name.
Spouse’s / Partner’s name.
Home address, telephone number, and fax number.
E-mail address.
Biographical notes (if the individual is presenting a session or workshop at the event).
Age and driver’s license (Student Volunteer Programme only).
Dietary requirements.
Credit card information.

When individual and companies support CITT via the Sponsorship Opportunities, the CITT may collect the following types of personal information:

Name.
Residential telephone number.
Workplace telephone number.
Mobile phone number.
Mailing address.
Personal e-mail address.
Workplace e-mail address.
Occupation and name of employer.
Credit card information.

When exhibitors register to CITT’s annual trade show, the CITT may collect the following types of personal information:

Name.
Residential telephone number.
Workplace telephone number.
Mobile phone number.
Mailing address.
Personal e-mail address.
Workplace e-mail address.
Occupation and name of employer.
Names of people staffing the booth.
Credit card information.

Use of Personal Information

The personal information collected by the CITT is used for the following purposes:

To contact the individual for instruction.
To issue invoices, administer accounts, collect and process payments.
To send CITT conference, workshops and events enrollment confirmation.
To plan and arrange for needs while in attendance at a CITT conference/meeting.
To develop, enhance, market, sell or otherwise provide CITT’s products and services.
To include you on our mailing list for CITT bulletins and event notices.
To administer CITT’s membership list.
To comply with any legal or regulatory requirements or provisions.
For any other purpose to which you consent.

We only collect personal information directly from the individual, except when we have the individual’s consent to collect information from elsewhere or are permitted by law to collect it without the individual’s consent.

We use an individual’s personal information strictly for the purposes outlined above. If we need to use the personal information for any other purpose, we will contact the individual and obtain consent prior to that use.

Disclosure of Personal Information

From time to time, the CITT may disclose your personal information to:

Sustaining and Contributing members in good standing that request the membership list.
Service providers, including an organization or individual retained by CITT to perform functions on its behalf, such as catering, marketing, data processing, printing, mailing, document management, and office services.
An organization or individual retained by the CITT to collect debts outstanding on an account.
A financial institution, on a confidential basis and solely in connection with negotiating payment of an account to which you have consented.
Any third party or parties, where you consent to such disclosure or where disclosure is required or permitted by law.

When we disclose your personal information to third parties, we require such parties to maintain levels of confidentiality and security, in addition to obtaining such third parties' representation of the implementation of their own privacy policy.

An individual has the right to withdraw consent for our collection, use or disclosure of their personal information at any time. However, if an individual does so, it may affect his/her ability to participate in programs and/or receive services provided by the CITT. If an individual wishes to withdraw consent, or has any questions about withdrawing consent, he or she can contact the CITT National Coordinator.

Business contact information is not protected by this policy. This type of information is not considered to be personal information and may be collected, used and disclosed without consent.

Storage of Personal Information

The CITT takes all reasonable precautions to ensure that your personal information is kept safe from loss, unauthorized access, modification or disclosure. Among the steps taken to protect your personal information are:

Restricted file access to personal information.
Internal password and security policies.
Proper training of CITT’s employees in respect of privacy matters.

Accuracy of Personal Information

We try to keep personal information as accurate as possible and individuals can assist us by providing us with updated information when necessary. Information can be updated by contacting CITT National Coordinator or on the online member’s profile located in the member only section of CITT’s website.

Retention of Personal Information

We only keep personal information for as long as is necessary for the purposes outlined above. This may include keeping the information after a service or program has been completed, in order to resolve any problems or concerns that may arise. We are also required by law to maintain certain records for set amounts of time.

Accountability

We apply our best efforts to protect your privacy. If an individual has any concerns, they are free to contact the National Coordinator. We hope that the National Coordinator will be able to resolve any problems. If concerns are not resolved, the National Coordinator can provide information on making a formal complaint.

Employment Inquiries

If you apply for employment at the CITT, we will require your personal information, 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.

Web Site

CITT’s website may contain links to other sites, which are not governed by this privacy policy.

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 personal information.

Amendment of this Privacy Policy

The CITT 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 CITT’s web site.

Contact Information

For information on CITT’s privacy practices, please contact the National Coordinator:

Monique Corbeil
National Coordinator

CITT National Office
340-207 Bank St.
Ottawa, Ontario K2P 2N2
Telephone 613 482-1165
Fax 613 482-1212
Email: