Privacy Policy | ICD

Last updated: September 22, 2023

The Institute of Corporate Directors - Quebec Regional Chapter ("ICD-Quebec," "we," or "us") is committed to taking all necessary steps to uphold privacy requirements and principles under applicable laws. This Privacy Policy (the "Policy") applies to services offered by ICD-Quebec, its subsidiaries, and its affiliates under the domain www.icd.ca (the "Site").

Your privacy is our top concern. Our aim is to safeguard your personal information and keep it confidential and secure in keeping with applicable privacy laws. This Policy explains our privacy and security practices. Under the Policy, personal information or data means any information that can identify an individual, directly or indirectly.

By continuing to browse our Site, you accept and consent to the practices outlined in the Policy. We would ask that you not use our Site unless you accept these terms.

Personal Information Collected and Reasons for Doing So

We may collect personal data from you in the course of our business, but only what we need to provide various services. Where possible, we indicate which fields are required and which are optional.

We collect personal information about you:

When you contact us (by email, phone, regular mail, or in person), which may include your name, email address, address, phone number, and the company you work for. This will help us provide the information you want and to communicate with you about your contact request.

When you become an Institute of Corporate Directors (ICD) member and indicate Quebec as your home province, we will receive your name and email address from ICD. We will use this information to contact you about upcoming events.

When you sign up for our newsletter or one of our events, we will collect your name and email address so we can send you email about upcoming events, registration reminders, and promotions that might be of interest. You can change your preferences by clicking "unsubscribe" at the end of the email.

When you complete an ICD-Quebec survey, we use the data to improve our business and services, develop and conduct activities and operations, and achieve other internal goals.

When you visit our Site, we use cookies to collect data automatically. When you visit a website, cookies are bits of data sent to your computer or other device (smartphone, tablet, etc.) that store and sometimes track information on your use of the site. To learn more, please see Cookies and IP Addresses below.

If you apply for a volunteer position, we will collect your name, email address, and any other information you provide, including your work history, and use it to assess and respond to your application.

We might also collect personal data to meet applicable legal and regulatory requirements, or for other uses prescribed by law. We will not collect personal data for purposes other than the aforementioned without your express consent.

How Is Your Personal Information Used or Disclosed?

We use or disclose personal data only where reasonably necessary to achieve the aforementioned aims. We might share your information with our affiliates where required for this purpose.

We may sometimes share personal data with third parties that provide services on our behalf (presentation venues, IT providers, couriers, analytics or marketing services, background checks, data hosting, etc.).

Lastly, your data may be disclosed where necessary to meet legal, regulatory, insurance, audit, or security requirements, or otherwise with your consent, or as permitted or required by law (including Canadian or foreign laws that apply to us or our service providers).

We do not sell, rent, or trade your personal information to third parties. Your personal data is not shared without your consent unless prescribed or required by law.

Retention of Your Personal Information

Your information will be kept confidential and used only in accordance with this Policy or applicable laws. Our internal practices help protect privacy by restricting your personal information to those whose duties require access.

We have taken reasonable security precautions to safeguard against theft, loss, misuse, or altering of your personal data (firewall, encryption, restricting access to employees who truly need it, etc.). However, it is important to note that any information sent over the Internet can be intercepted by a third party. We therefore cannot and will not bear liability for theft, loss, misuse, or altering of any personal data sent over the Internet.

We keep and store personal data as long as necessary to achieve the aims for which it was collected, or for legal or commercial purposes. When your personal information is no longer needed, we destroy or anonymize it in keeping with applicable laws.

Hosting and Transfer of Personal Information

Personal data will be stored on our internal servers or with service providers. There is a chance your personal information may be hosted and/or processed outside the jurisdiction where you live.

Our service providers might store and process personal data outside your province of residence or outside Canada. Data hosted or processed outside your jurisdiction may be subject to the laws of other jurisdictions and accessible to their legal authorities. We ensure our service providers respect all applicable privacy laws where possible, and have contract provisions requiring that they do so.

To learn more about how information is handled internationally, please consult our Privacy Officer (see contact details below).

Cookies and IP Addresses

Visitors to our Site should also be aware that anonymous technical data might be collected. This may include the visitor's IP address, browser, operating system, domain name, access times, and referring websites. We use this data to identify individuals, obtain broad demographic information on Site users, diagnose problems with our systems, and administer the Site.

Please note that we use analysis service providers such as Google Analytics. Please visit the websites of these providers to learn more about their privacy practices.

Most Web browsers let you manage cookies to some degree by adjusting the settings. Click the name of your preferred browser to see how to manage its cookies:

Third-Party Websites

Our Site may contain links to third-party websites that might collect personal information. This Policy does not cover the privacy practices (or lack thereof) of said third parties. We cannot and will not bear liability for the policies, practices, and actions of said third parties.

What Are Your Rights?

By providing your personal data and/or using our products or services, you consent to the collection, use, and disclosure of said data by ICD-Quebec.

You have the right to consult, verify, revise, and correct your personal information that we have collected. To consult, verify, correct, or update your personal information, feel free to get in touch with our Privacy Officer via the contact information at the end of this Policy. Before granting your request, we may ask for information to confirm your identity and your right to access the data in question.

Applicable laws may sometimes require that we deny you access to some or all of the personal data we have on you, or which we may have destroyed, deleted, or anonymized in keeping with our record-keeping legal requirements and privacy best practices. We may deny a request to change information if we think doing so would violate a law or legal requirement or put erroneous data in our records.

You may refuse or withdraw consent for us to collect, use, or disclose your personal data, or request that we delete said data, at any time with reasonable notice subject to legal or contract requirements. However, if your consent is refused or withdrawn, we may be unable to provide certain products or services. Once we receive your request, we will explain the consequences of withdrawing consent or deleting your data so you can make an informed decision.

Effective Date and Amendments

This policy as periodically amended was adopted by ICD-Quebec on the last update date shown above. We reserve the right to amend this Policy at any time. If we intend to use or disclose personal data for purposes materially different from those stated in the Policy, we will make reasonable efforts to notify you, including by posting the revised Policy on our Site. By continuing to provide personal information or to use our Site after this Policy is amended in any way, you will be deemed to have accepted the changes.

Contact Us

If you have questions or concerns about this Policy or wish to make a complaint, please contact our Privacy Officer by email at vieprivee@iasquebec.com.