Privacy Policy

The Canadian Condominium Institute, ("CCI"), North Alberta Chapter, provides a broad range of
services to our members. We have a longstanding policy of protecting the privacy of our members in
the course of providing services to them. Our relationship with our members is based upon trust and
maintaining member privacy is, therefore, given the utmost priority.

The CCI North Alberta Privacy Policy is a formal statement of principles and guidelines that we have
adopted for the protection of personal information, ("PI") we may collect for or on behalf of our
members. Our objective in developing this Privacy Policy is to promote responsible practices in the
management of PI in accordance with the provisions of the PI Protection and Electronic Documents
Act, ("PIPEDA"). This policy is organized according to the principles of the Canadian Standard's
Associations Model Code, which forms the basis of that law.

1. Privacy Policy
The CCI North Alberta Chapter recognizes the importance of privacy and the sensitivity of PI. We
understand that we have an obligation to keep confidential all PI we receive from our members. We
are committed to protecting any PI we hold. This Privacy Policy outlines how we manage your PI and
safeguard your privacy

2. Your Privacy Rights
From January 1, 2004, all organizations engaged in commercial activities must comply with the PI
Protection and Electronic Documents Act and the Canadian Standards Association Model Code for
the Protection of PI which it incorporates. These obligations extend to the CCI National Office. The
Act gives you rights concerning the privacy of your PI.
CCI North Alberta is responsible for the PI we collect and hold. To ensure this accountability, we have
developed this policy, and trained our directors and support staff about our policies and practices.

3. Why Does CCI North Alberta Need PI
CCI North Alberta provides educational services and products to a wide range of members. We
require some PI to provide theses services to you; create and maintain membership lists; and
produce direct marketing materials concerning our services and developments in the condominium
community.


4. What PI do we collect?
PI is any information that identifies you, or by which your identity could be deduced. If we did not
collect and use your PI we could not provide you with our services. PI that we collect includes, but is
not necessarily limited to, the following:

  • your name, home address, and home telephone and/or cell phone numbers;
  • your e-mail address;
  • your condominium name and address;
  • credit card information;
  • management firm, lawyer and auditor;
  • banking information, (eg. from your membership fee cheques);

5. How do we collect your PI?
We collect information only by lawful and fair means and not in an unreasonably intrusive way.
Wherever possible we collect your PI directly from you at the start of your membership and through
annual renewals. Additional information may be obtained through course registration or through
questionnaires on issues relating to condominium living.

Sometimes we may obtain information about you from other sources, for example:

  • your management firm;
  • from a government agency or registry;
  • from the National offices of CCI.

6. Consent
In most cases, we shall ask you to specifically consent, if we collect, use, or disclose your PI.
Normally, we ask for your consent in writing but in some circumstances, we may accept your oral
consent. Sometimes, your consent may be implied through your conduct with us, for example when
you provide us with PI when completing your membership form or annual renewal.

7. Use of Your Information
We use your PI to provide our services to you and to include you in any direct mailings of information
relating to condominium living that we believe would be of some interest to you. We also will use it for
marketing activities such as notification of up-coming meetings, courses, seminars, conferences and
CCI products. If you tell us that you no longer wish to receive information about our services,
seminars or about new developments in the law, we will not send any further material.

CCI North Alberta Office does not disclose your PI to any third party, (other than to specific CCI
chapters) to enable them to market their products and services. For example, we do not provide our
client mailing lists to other organizations or businesses. On occasion other organizations, such as the
Association of Condominium Managers of Ontario, ("ACMO") will forward complimentary publications
to us to distribute to our members but they do not receive our membership list.

8. Disclosure of your PI
Under certain circumstances, CCI North Alberta will disclose your PI:

  • when we are required or authorized by law to do so, for example, if a court issues a subpoena;
  • when you have consented to the disclosure;
  • to update National office's with your membership information;
  • where it is necessary to establish or collect membership fees;
  • if we engage a third party to provide administrative services to us (such as a mailing service or archival file storage) and the third party will be bound by our Privacy Policy;
  • if we retain agents or consultants to assist us in completing research relating to CCI or condominium living;
  • if the information is already publicly known.

In these instances we will only disclose such PI as is required in the circumstances.

9. Updating Your Information
Since we use your PI to provide our services to you, it is important that the information be accurate
and up-to-date.

If during the course of your membership any of your PI changes, please inform us so that we can
make any necessary changes.

10. Is My PI Secure?
CCI North Alberta Chapter takes all reasonable precautions to ensure that your PI is kept safe from
loss, unauthorized access, modification or disclosure. Among the steps taken to protect your
information are:

  • premises security;
  • employee training in the storage, safe guarding and use of PI;
  • restricted file access to PI;
  • deploying technological safeguards such as security software and firewalls to prevent hacking or unauthorized computer access; and
  • internal password and security policies.

If we use the services of any third parties to process or store PI, we will enter into an agreement
which requires them to protect this PI in a manner acceptable to us. In entering into these
agreements, we do not transfer any interest in this PI to them. This is done to ensure that the PI
delivered to third parties is maintained at a level equivalent to that provided for under this Privacy
Policy.

11. Access to Your PI
You may ask for access to any PI we hold about you.
Summary information is available on request. More detailed requests which require archive or other
retrieval costs may be subject to a reasonable fee.

We also reserve the right to confirm the identity of the person seeking access to PI before complying
with any access requests. Please submit your access request in writing or e-mail to our privacy officer
as identified in paragraph 18.

12. Correcting Errors
If CCI North Alberta Office holds information about you and you can establish that it is not accurate,
complete and up-to-date, and we will take reasonable steps to correct it.


13. Can I be Denied Access to My PI?
In most cases, a member of a CCI chapter will have access to the PI we store about you. However,
there may be rare occasions when your rights to access your PI are denied, for example the PIPEDA
indicates that:

  • your rights to access your PI are not absolute;
  • denial of access is required or authorized by law;
  • when granting you access would have an unreasonable impact on other people's privacy;
  • when to do so would prejudice negotiations with you;
  • to protect CCI North Alberta and CCI National Office rights and property; or
  • where the request is frivolous or vexatious.

If we deny your request for access to, or refuse a request to correct information, we will endeavor to
explain why.


14. Can I request anonymity.
Whenever it is legal and practicable, we may offer the opportunity to deal with general inquiries
without providing your name (for example, by accessing general information on our website).

15. Credit Bureaus
On occasion we may request information about you from the files of consumer agencies or file
complaints with those agencies, such as where a member has failed to pay a debt owed to us.

16. Communicating with Us By E-Mail and/or Fax
You should be aware that e-mail and fax are not a 100% secure medium, and you should be aware of
this when contacting us to send personal or confidential information or requesting us to respond to
you by e-mail.

17. Changes to this Privacy Policy
Since CCI North Alberta Chapter regularly reviews all of its policies and procedures, we may change
our Privacy Policy from time to time. These changes will be posted to our web-site as soon as is
practical.

18. Requests for Information Access and/or Corrections

If you have any questions, or wish to access your PI, please write to our Privacy Officer, Elizabeth
Chant at:
CCI North Alberta Chapter Office
3438 – 78 Avenue Edmonton, AB T6B 2X9
Tel: (780) 413-8334
Email: info@cci-north.ab.ca

If you are not satisfied with our response, the Privacy Commissioner of Canada can be reached at:
112 Kent Street
Ottawa Ontario, K1A 1H3
1-800-282-1376.
We may seek external advice, where appropriate, before providing a final response to individual
complaints.

19. Employment Inquiries
If you apply to CCI North Alberta Chapter for a job, we need to consider your PI, 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.

20. Web Site
Our website contains 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 PI.

Thank you for taking the time to review our Privacy Policy.