The National Payroll Institute Commitment to Privacy.
How We Collect Your Personal Information
The Institute collects personal information to provide our products and services to our Customers.
We will obtain your consent to collect, use, and/or disclose personal information, except where we are authorized or required by law to do so without consent.
In certain circumstances, personal information can be collected, used or shared without knowledge and consent. For example, we may collect, use, and/or share personal information without your knowledge or consent where:
• the personal information is publicly available from a prescribed source, such as a telephone directory, membership directory, etc.;
• it is reasonable to expect that obtaining consent would compromise an investigation or proceeding;
• we are collecting or paying a debt; or
• we have your implied consent.
Information We Collect
Personal information is any information about an “identifiable individual” that can be used to distinguish, identify or contact a specific individual. The personal information that we collect will depend on which of our products and services you request or use and how you use them. The personal information that we collect falls into the following categories:
Identity Information that allows us to identify and authenticate you (e.g. name, date of birth, occupation, employer and government-issued identification);
Contact Information that allows us to communicate with or contact you (e.g. address, telephone number, email or other electronic address);
Financial Information that allows us to process your transactions with us (e.g. credit card details);
Transactional and Behavioural Information about how you use our different products and services (e.g. purchase and payment history);
Relationship and Preference Information that helps us to understand more about you, including what types of products, services or offers you may like (e.g. language and communication preferences, location, demographics and interests); and
Educational Information that allows us to verify your educational achievements and accreditations.
We limit the personal information we collect to only what is required to carry out the purposes set out in the “Use of Information” section below. Any additional information about you that we would like to collect to assist us in understanding your profile and needs and providing you with products and services will be clearly indicated as “optional”.
Use of Information
As a member organization, the main reason why we collect, use and share personal information is to maintain relationships with, and provide products and services to, our Customers. To facilitate that objective, we collect, use and share your personal information for the following purposes:
1. To set up, manage, administer, maintain, record, determine your eligibility for, and better manage your products and services and relationship with us;
2. To establish and maintain communications with you, and disseminate to you information of interest to payroll professionals;
3. To help us to better understand your needs and what products and services may be of interest to you, including through surveys and review and analysis of your relationship, transactions and website visits with us;
4. To compile statistical data and carry out research;
6. To detect and prevent fraud, identity theft and other illegal acts;
7. To perform our everyday business operations, including recordkeeping and internal reporting; and
8. To comply with applicable laws.
(a) Suppliers and Corporate Partners
In order to facilitate the provision of products and services to you, we may require the assistance of third party suppliers and corporate partners and need to share your personal information with them from time to time. This would include for example third party suppliers that we engage to facilitate completion of an order (i.e. printing, shipping, etc.), hotels and other event venue providers who are hosting our conferences or symposiums, and corporate partners such as other educational institutions who are providing courses to you. Only the information that is required for that purpose will be disclosed. Such suppliers and corporate partners must follow our strict confidentiality standards to protect that information and are required to use it only for the purposes for which they have been engaged. These suppliers and corporate partners may be located in Canada or in other jurisdictions or countries which may provide for different data protection rules and may be subject to a demands or requests for information from legal or government authorities in those locations.
(b) Responding to Legal, Compliance or Regulatory Obligations
(c) Prevention of Illegal Acts
(d) Aggregated Non-Personal Information
We may provide third parties with aggregated, non-personal information, such as the total number of members by region. Such demographic information does not identify you personally.
Protecting Your Information
We do not store credit card numbers of Customers in our electronic databases.
For all disclosures, we disclose only the information that is legally required.
The length of time we keep your information will vary depending on the product or service and the type of information we have. We retain your information only as long as we reasonably need to for customer service, legal or reasonable business purposes. That period may extend beyond the end of your relationship with us, but only for so long as it is necessary for us to be in a position to respond to an issue that may arise at a later date, or for legal or regulatory purposes.
When your personal information is no longer required for these purposes, we have procedures in place to destroy, delete, erase or convert it to an anonymous form.
Keeping Your Information Accurate
If you demonstrate the inaccuracy or incompleteness of 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.
Information contained in files that have been closed is not actively updated or maintained.
Accessing Your Information
You have the right to access all personal information we hold about you. For members, most of your information is available to you through your member portal.
Upon written request and authentication of identity, we will provide you with your personal information under our control, information about the ways in which that information is being used, and a description of the individuals and organizations to whom that information has been disclosed.
We may charge a 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 fulfil the request.
Where an access request is refused, we will notify you in writing, document the reasons for refusal and outline further steps available to you.
If you have questions about our personal Information practices, please reach out to us using the information in the “Contact Us” section below.
Collection of Information Through Institute Website
By accessing and browsing our website, you agree that we may collect, use and share any information we collect about you through our website as described in this Policy.
(a) Cookies and Other Web Tracking Tools
The web tools may be used for a number of purposes, including, without limitation, to count visitors to our website, to monitor how visitors navigate the website, to determine the date and time of your visit to our website, the documents that you downloaded and the searches you performed, to count how many emails that were sent were actually opened or how many particular articles or links were actually viewed. Web tools will not be used to collect personal information that is not expressly provided by a visitor (for example, the email address associated with an email message).
These web tools help us to better serve visitors by managing our website, diagnosing any technical problems, remembering information about your visits (e.g. login credentials, preferences), improving the content of our website, and communicating with you regarding products and services that may be of interest.
(b) Social Media Tracking Pixels and Cookies
All data matching takes place using secure one-way hash functions, such that no personal information of our visitors is provided to the social media platforms if the visitor is not already registered with the social media platform.
(c) Digital Marketing
From time to time, we may engage in digital marketing campaigns. These efforts may include using social media platforms to promote goods and services. You consent to us using your personal information to serve advertisements and other announcements. When we do so, we follow the protocols and procedures established by service providers such as the Google Display Network and other leading advertising exchange platforms. You consent to us working with digital media channels in this manner.
(d) Links to Other Websites
(e) Withdrawing Your Consent to Cookies
If you wish to withdraw your consent to cookies, you should review the help documentation for your web browser software to decline or selectively decline cookies by adjusting the setting on your browser. Declining cookies may adversely impact website performance.
Customers from Outside Canada
If you have any questions about our personal information practices, please reach out to us using the information below in the “Contact Us” section.
Your Privacy Choices
You can withdraw your consent to various aspects of our collection, use or sharing of your personal information at any time upon giving us reasonable notice, subject to legal, business or contractual requirements.
(a) Consent to Collection
As indicated in the “Information We Collect” section above, we limit the collection of personal information to that which is necessary and required to provide you with our products and services and carry out the purposes set out in the “Use of Information” section above. As such, withdrawal of consent to collection of required personal information may result in our inability to provide services for which that information is necessary. If we ask for additional information, we will clearly indicate that it is optional for you to provide that information, and if you do provide it, you are free to withdraw your consent at any time, and such information will be deleted.
(b) Consent to Use
You may withdraw your consent to certain uses of your personal information as set out below:
a. Sending of Payroll Related Resources and Information
b. Marketing of Products and Services of the Institute
Consent to receiving this information is optional and you can decide to withdraw it at any time by contacting us directly or through our website.
c. Marketing of Products and Services of the Institute’s Partners
If you withdraw your consent to optional communications, information or marketing, we retain the ability to contact you regarding important legislative updates, association governance, and membership-related communications, such as renewal notices, etc.
(c) Consent to Sharing
Upon receipt of notice of withdrawal of consent, we will inform you of the likely consequences of the withdrawal of consent, which may include our inability to provide services for which that information is necessary.
Attn: Privacy Officer
The Canadian Payroll Association
1600 – 250 Bloor Street East
Toronto, ON M4W 1E6
Tel: (416) 487-3380
Toll Free: 1-800-387-4693
Fax: (416) 487-3384
If we are unable to resolve your concerns to your satisfaction, you may contact the Office of the Privacy Commissioner of Canada during business hours at 1-800-282-1376, or at https://www.priv.gc.ca/en/, or by writing to:
The Privacy Commissioner of Canada
30 Victoria Street