General Privacy Statement
The Public Policy Forum (PPF) is dedicated to safeguarding personal privacy and considers itself accountable for all personal information under its control. This Privacy Statement is intended to demonstrate the PPF’s commitment to providing open and transparent privacy policies and practices to help inform our members and the public about how we may collect, use, or disclose the personal information they choose to share with us.
What information is collected
The PPF gathers personal and business contact information only in the context of developing and planning events and/or research projects. However, the PPF does retain contact and participation information for use in event registration and planning, marketing initiatives, and potential research avenues.
The PPF will identify the purpose for which personal and business information is being collected at or before the time it is collected. We make every effort to limit the information collected. Typically, we keep a record of an individual’s contact with the PPF, including correspondence, interview records, and transactional history (i.e. events attended, publications ordered, membership fees paid). For membership registration or the planning and development of PPF events we only collect general business contact information (name, title, business address, business e-mail address, phone and fax numbers). If an individual pays (a) for a membership, (b) registration fees for an event, or (c) to obtain PPF publications, we may collect financial and billing information such as a credit card number.
PPF will seek consent for the use or disclosure of the personal and business information we collect at the time of collection. If we wish to use collected information for a different purpose at a future date, we will only do so after re-obtaining consent. Individuals are entitled to withdraw consent at any time by contacting the Privacy Officer who will then process the request and inform the individual of the implications of withdrawing consent.
How information is used
Personal information provided to the PPF is used only to deliver products or services, process memberships, complete event registrations, and to keep interested individuals informed of PPF news and events. Information is retained only for the length of time necessary to fulfill established business needs for that information (e.g. for further correspondence, auditing).
In very limited circumstances, we may share personal information with third parties to assist us in delivering products and services. For example, independent consultants might be contracted to assist with certain research projects. These third parties are required to protect personal information by complying with the general privacy principles described in this Privacy Statement.
Under no circumstances will we sell, license, trade, or rent any of your personal information to or with others.
How we protect personal information
The PPF makes all commercially reasonable efforts to ensure that personal information collected is protected against loss and unauthorized access. These safeguards apply to both electronic and hard copy forms of information. All electronic information is protected by standard information technology security techniques, such as firewalls and password protection.
Financial information, such as credit card numbers, is kept in a secure location and is restricted to authorized employees. These financial records are not stored in electronic format.
Who to contact about accessing or updating information
If you wish to request a copy of your personal information that is held in our records, or ensure the accuracy of your personal information by notifying us of any changes, please send a written request to our Privacy Officer. We will endeavour to process the request in a timely manner.
Changes to Privacy Statement
The PPF reserves the right to make minor modifications to this Privacy Statement in the interest of further enhancing the protection of personal information. If any substantial changes are made, the PPF will post a notice on its Web site.
How to contact us
If you have any questions, comments, or concerns regarding the PPF’s privacy policies and practices, feel free to contact our Privacy Officer at:
Public Policy Forum
1405-130 Albert St.
Ottawa, ON K1P 5G4
Tel: (613) 238-7160
Fax: (613) 238-7990