Commitment to Privacy
The Canadian Federation of Students and the Canadian Federation of Students-Services (CFS(-Services)) is committed to maintaining the security, confidentiality and privacy of your personal information. The Policy documents our ongoing commitment and has been developed in compliance with applicable privacy legislation.
Scope of Policy
The Policy applies to all personal information about individuals collected by the CFS(-Services) on its own behalf from time to time. The Policy does not apply to information collected, used or disclosed with respect to corporate or commercial entities or to information collected by means other than this website.
From time to time changes to the Policy may be made and these changes will be incorporated without notice into a revised statement which will be posted here in order to ensure that you will always have the most current information with respect to our privacy practices.
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 organisation. 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
Except as set out above, the CFS(-Services) does not collect personal information about guests to its website, other than personal information which is voluntarily provided by such guests. 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 the CFS(-Services), you will be providing the CFS(-Services) with your e-mail address. The CFS(-Services) will use this information only to respond to your request. The CFS(-Services) may retain a copy of your inquiry.
- If you wish to receive the CFS(-Services)’s e-newsletter or updates about the CFS-Services’ services and/or the CFS’s campaigns and media releases you will be asked to provide personal information sufficient to satisfy that request.
- 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 and advice regarding retention of the information will be provided as part of the petition.
We value your privacy and will keep your personal information secure. The CFS(-Services) protects your personal information from unauthorised access by locating all databases which retain this information on access-controlled systems behind secure firewalls.
Generally speaking, we will not disclose your personal information to third parties without your consent. The CFS(-Services) does not sell or trade your personal information with other persons organisations, except to organisations affiliated with the CFS(-Services), such as affiliated provincial organisations and member local students’ unions of the CFS(-Services). Nevertheless, the CFS(-Services) 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. The CFS(-Services) 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 Lucy Watson.
The accuracy of the personal information in our possession depends on you. Please contact the CFS(-Services) to inform us of any changes to your information or to confirm the accuracy of the information we retain.
The cornerstones of the Policy are that 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 ascribe to ten privacy principles to ensure that your personal information is protected:
The CFS(-Services) is responsible for personal information under its control. The Director of Organising is the designated Privacy Officer who is responsible for the CFS(-Services)’s compliance with the policy.
Upon or before collecting information, the CFS(-Services) will state the purpose of collection, unless the purpose is obvious, and will provide, on request, contact information for the Privacy Officer who can answer questions about the collection.
Before using or disclosing personal information for a purpose not previously identified, the CFS(-Services) will identify the new purpose and obtain your consent unless the use or disclosure is authorised or required by law.
The CFS(-Services) will obtain your consent to collect, use or disclose personal information except where we are authorised or required by law to do so without consent. For example, we may collect, use or disclose personal information without your knowledge or consent where:
- the personal information is publicly available from a public source, such as a telephone directory; or
- the CFS(-Services) is collecting or paying a debt;
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 providing the CFS(-Services) with consent, or when revoking your consent, please do so by way of communication with the Privacy Officer.
We will limit our collection of personal information to that which is reasonable and necessary to provide our services or as authorised by law. The CFS(-Services) 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 authorised 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 unauthorised access to the information.
In the event that we require the services of a third party 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, except in accordance with this Policy.
The CFS(-Services) 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.
If you demonstrate the inaccuracy or incompleteness of your personal information, we will amend the information as required. If appropriate, we will send the amended information to third parties to whom the information has been disclosed.
When a challenge regarding the accuracy of personal information is not resolved to your satisfaction, we will annotate the personal information in our possession with a note that correction was requested but not made.
We recognise our legal obligations to protect the confidential nature of your personal information.
We have therefore made arrangements to secure against the unauthorised 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.
The CFS(-Services) is open about its privacy policies and procedures used to protect your personal information. Information about these policies and procedures can be obtained from our office by written request to the CFS(-Services) Privacy Officer. We reserve the right to refuse to disclose sensitive information about our policies and procedures to ensure the integrity of our security procedures.
You have the right to access your personal information held by the CFS(-Services).
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 organisations to whom that information has been disclosed.
We may charge a reasonable fee for providing information in response to an access request and will provide an estimate of any such fee upon receiving an access to information request. We may require a deposit for all or part of the fee.
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, or disclosure of the information would reveal confidential commercial information that, if disclosed, could harm the competitive position of the CFS(-Services). The CFS(-Services) may also be prevented by law from providing access to certain personal information.
Where an access request is refused, we will notify you in writing, document the reasons for refusal and outline further steps which are available to you.
The CFS(-Services) will, on request, provide information about complaint procedures. Any inquiries, complaints, or questions regarding the Policy should be directed in writing to the Privacy Officer by email at . You may also contact the Privacy Officer by telephone at (613) 232-7394.