The Canadian Condominium Institute, ("CCI"), Manitoba 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.
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 Manitoba. The Act gives you rights concerning the privacy of your PI.
CCI Manitoba 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.
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);
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 another CCI chapter; or
- from the National offices of CCI .
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 Manitoba does not disclose your PI to any third party, (other than to our National office) 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.
Under certain circumstances, CCI Manitoba 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 up-date the National offices of CCI with your membership information;
- where it is necessary to establish or collect membership fees;
- 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.
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.
CCI Manitoba 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.
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.
In most cases, a member of CCI Manitoba 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 Manitobaand CCI National's 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.
If you have any questions, or wish to access your PI, please write to our Privacy Contact, at:
P.O. Box 2517
Attention: Privacy Officer
If you are not satisfied with our response, the Privacy Commissioner of Canada can be reached at:
112 Kent Street
We may seek external advice, where appropriate, before providing a final response to individual complaints.
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.
"The Voice Of Condominiums"