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Privacy Policy

Privacy Policy

CITT/ICTS's Privacy Policy

Latest Update: November 2023

Overview

The protection of personal information is important to the Canadian Institute for Theatre Technology / Institut canadien des technologies scénographiques (CITT/ICTS). CITT/ICTS is committed to maintaining the accuracy, security and privacy of personal information in accordance with applicable legislation. This CITT/ICTS 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”).

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/ICTS, 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/ICTS National Coordinator. If you refuse or withdraw your consent, the CITT/ICTS 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/ICTS 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/ICTS 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.).

CITT/ICTS uses Moneris for all payment transactions that occur on our website and therefore does not collect any banking information. For more information on how Moneris collects and uses personal information, please refer to their Privacy Notice. In the rare event that an individual or company needs to share banking information with CITT/ICTS directly, this information will be used with extreme diligence and will be destroyed safely afterward.

Although CITT/ICTS 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/ICTS’s membership list.
  • Registration for CITT/ICTS’s conferences, events, workshops, trade shows and signing up for the Student Volunteer Program (SVP).

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

  • Name of individual or organization.
  • Pronouns
  • Residential telephone number.
  • Workplace telephone number.
  • Cellphone 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.
  • School, student ID and year of graduation.
  • Social Media account links.
  • Bio notes.

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

  • Name.
  • Pronouns.
  • Spouse’s / Partner’s name (if they sign them up for social and meal events)
  • Home or workplace address, telephone number, and fax number.
  • E-mail address (personal or workplace).
  • Biographical notes (if the individual is presenting a session or workshop at the event).
  • Age (Student Volunteer Program only).
  • Dietary requirements (if they sign up for social and meal events).

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

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

When exhibitors register to CITT/ICTS’s trade shows, CITT/ICTS may collect the following types of personal information:

  • Name.
  • Residential telephone number.
  • Workplace telephone number.
  • Cellphone 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 CITT/ICTS is used for the following purposes:

  • To contact the individual for instruction.
  • To issue invoices, administer accounts, collect and process payments.
  • To send CITT/ICTS conference, workshops, events and trade shows enrollment confirmation.
  • To plan and arrange for needs while in attendance at a CITT/ICTS conference/meeting.
  • To develop, enhance, market, sell or otherwise provide CITT/ICTS’s products and services.
  • To include you on our mailing list for CITT/ICTS eNewsletters and event notices.
  • To administer CITT/ICTS’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, CITT/ICTS 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/ICTS 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 CITT/ICTS 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/ICTS. If an individual wishes to withdraw consent, or has any questions about withdrawing consent, they may contact the CITT/ICTS National Office.

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/ICTS 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/ICTS’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/ICTS National Office or on the online member’s profile located in the Members Area section of CITT/ICTS’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 Office will be able to resolve any problems. If concerns are not resolved, the National Office can provide information on making a formal complaint.

Employment Inquiries

If you apply for employment at the CITT/ICTS, 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/ICTS’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.

We use cookies to collect data insights, personalize your web experience, support our web functionality, help us understand how our websites and applications are used. Those include “necessary cookies” that are essential to ensuring optimal performance of our website and applications, and other types of cookies such as functionality cookies.

Cookie Consent

We use cookies to collect data insights, personalize your web experience, support our web functionality, help us understand how our websites and applications are used. Those include “necessary cookies” that are essential to delivering the services you have requested, and "optional cookies" that help us understand how our website is being used.

Necessary cookies are used to remember who you are when you log in or when you make a purchase. The cookie includes a small string of text that helps us recognize you when you return so that you do not have to log in again, or re-select your purchases. These cookies are only used to facilitate your current website visit, and only if you log in or make a purchase. They are automatically discarded when you log out or close your browser.

In addition to the above necessary cookies, a number of optional cookies are used to help us measure website usage and traffic patterns, using Google Analytics. You have the option to decline these analytics cookies, if you do not want your usage of this website tracked in detail by Google. Your choice will be remembered on subsequent visits. To reset or un-do your choice, go into your browser settings and clear your browsing data for https://www.citt.org/.

Amendment of this Privacy Policy

CITT/ICTS 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/ICTS’s website.

Contact Information

For information on CITT/ICTS’s privacy practices, please contact the National Office:

CITT/ICTS National Office
1200 McGill College Avenue, Suite 1100
Montreal, QC H3B 4G7
Canada

Phone: 514 504-9997
Toll-free (within Canada): 1 888 271-3383
Email