Overview
The protection of personal information is very important to the Intelligent Transportation Systems Society of
Canada (ITS Canada). ITS Canada is committed to maintaining the accuracy, security and privacy of personal
information in accordance with applicable legislation. This ITS Canada Privacy Policy is a statement of
principles and guidelines concerning the protection of personal information of our members, sponsors, service
providers and other individuals (“you”). Any questions about this policy can be directed to our General
Manager, at tel: (905) 593-0947 or e-mail: askus@itscanada.ca .
ITS Canada Board plays an important role in protecting personal information. Our board members are required
to adhere to this policy and take all reasonable steps to ensure that personal information is protected from
unauthorized access.
Consent
By submitting personal information to ITS Canada, you agree that we may collect, use and disclose such
personal information in accordance with this privacy policy and as permitted or required by law. Subject to
legal and contractual requirements, you may refuse or withdraw your consent to certain of the identified
purposes at any time by contacting the ITS Canada General Manager. If you refuse or withdraw your consent,
ITS Canada may be unable to provide you or continue to provide you with certain services, programs and/or
information which may be of value to you. If you provide ITS Canada with personal information of another
individual, you represent that you have all necessary authority and/or have obtained all necessary consents
from such person to enable ITS Canada to collect, use and disclose such personal information for the
purposes set forth in this Privacy Policy.
Collection of Personal Information
Canadian privacy legislation defines “personal information” broadly as information about an identifiable
individual or as information that allows an individual to be identified. For the purposes of this policy, “personal
information” means information about an identifiable individual as defined from time to time in applicable
privacy legislation. Generally speaking personal information does not include what is considered business
contact information generally found on a business card (i.e. name, title, business number, business fax
number, business e-mail address, etc.). More information about personal information can be found by
reviewing the Personal Information Protection and Electronic Documents Act (PIPEDA).
Although ITS Canada generally deals with corporate members and in those cases does not collect personal
information, it also deals with individual members. ITS Canada collects the personal information of individual
members (and, in cases of event registrations, of employees of corporate members) in administering the
following:
- Membership applications
- Registration for ITS Canada conferences/meetings/courses
- Sales and free distribution of publications and newsletters
For the purposes of joining the organization as an individual member, ITS Canada collects the following types
of personal information:
- name;
- residential telephone number;
- home address; and
- e-mail address and fax number.
When individual members register for ITS Canada conferences/meetings/courses, and if needed for special
occasions/arrangements, we may collect the following types of personal information:
- name;
- spouse’s name;
- home address, telephone number, and fax number;
- e-mail address;
- dietary requirements; and
- accessibility needs.
For the purpose of selling technical publications or distributing free e-documents, ITS Canada may collect the
following types of personal information:
- name;
- e-mail address; and
- home address, telephone number and fax number.
ITS Canada uses a third-party service to manage payments for all registrations/services and does not collect
or store individual credit card information. For more information on the privacy policy of our the third-party
payment vendor, visit https://en.chasepaymentech.ca/safetech_encryption.html
Use of Personal Information
The personal information collected by ITS Canada is used for the following purposes:
- to contact the individual for information regarding an order or the membership account;
- to issue invoices, administer accounts, collect and process payments;
- to send ITS Canada conference/meeting/course registration confirmation;
- to plan and arrange for needs while in attendance at a ITS Canada conference/meeting;
- to develop, enhance, market, sell or otherwise provide ITS Canada’s products and services;
- to include you on our mailing list for ITS Canada bulletins and event notices;
- to include individual members in the ITS Canada Membership Directory;
- to comply with any legal or regulatory requirements or provisions; and
- for any other purpose to which you consent.
ITS Canada only collects personal information directly from the individual except when it has the individual’s
consent to collect information from elsewhere or is permitted by the Canadian law to collect it without the
individual’s consent.
ITS Canada uses an individual’s personal information strictly for the purposes outlined above. If the
association needs to use the personal information for any other purpose, ITS Canada will contact the individual
and obtain consent prior to that use.
Disclosure of Personal Information
From time to time, ITS Canada may disclose your personal information to:
- service providers, including an organization or individual retained by ITS Canada to perform functions
- on its behalf, such as catering, marketing, data processing, printing, mailing, document management,
- and office services;
- a financial institution, on a confidential basis and solely in connection with negotiating payment of an
- account to which you have consented; and
- any third party or parties, where you consent to such disclosure or where disclosure is required or permitted by law.
When ITS Canada discloses your personal information to third parties, it requires such parties to maintain
levels of confidentiality and security, in addition to obtaining such third parties’ representation of the
implementation of their own privacy policy.
An individual has the right to withdraw consent to ITS Canada for the collection, use or disclosure of their
personal information at any time. However, if an individual does so, it may affect his/her ability to participate in
programs and/or receive services provided by ITS Canada. If an individual wishes to withdraw consent, or has
any questions about withdrawing consent, he or she can contact ITS Canada’s General Manager.
Business contact information is not protected by this policy. This type of information is not considered to be
personal information and may be collected, used and disclosed without consent.
Storage of Personal Information
ITS Canada has appropriate safeguards in place to protect personal information. ITS Canada takes all
reasonable precautions to ensure that your personal information is kept safe from loss, unauthorized access,
modification or disclosure. Among the steps taken to protect your personal information are:
- premises security;
- restricted file access to personal information;
- technological safeguards such as security software and firewalls to prevent hacking or unauthorized
- computer access;
- internal password and security policies; and
- proper training of ITS Canada board members in respect of privacy matters.
Accuracy of Personal Information
ITS Canada tries to keep personal information as accurate as possible and individuals can assist the
organization by providing updated information when necessary. Information can be updated by contacting the
ITS Canada General Manager.
Retention of Personal Information
ITS Canada only keeps personal information for as long as is necessary for the purposes outlined above. This
may include keeping the information after a service or program has been completed in order to resolve any
problems or concerns that may arise. ITS Canada is also required by law to maintain certain records for set
amounts of time.
Access
Individuals have the right to access the personal information ITS Canada holds about them. You can access
your personal information by making a request to ITS Canada’s General Manager for credentials to access the
self serve website. The General Manager will provide the necessary credentials and assistance to obtain the
information. Individuals can update the personal information to keep them up to date.
Accountability
ITS Canada applies its best efforts to protect your privacy. If an individual has any concerns they are free to
contact the General Manager. ITS Canada hopes that the General Manager will be able to resolve any
problems. If concerns are not resolved, the General Manager can provide information on making a formal
complaint.
Website
ITS Canada’s website may contain links to other sites, which are not governed by this privacy policy.
On ITS Canada’s website, like most other commercial websites, ITS Canada may monitor traffic patterns, site
usage and related site information in order to optimize its web service. ITS Canada may provide aggregated
information to third parties, but these statistics do not include any identifiable personal information.
Email Correspondence
From time to time, you may choose to send information to ITS Canada using email. If the email messages are
unencrypted and contain personal information, you should be aware of the inherent risks of interception. ITS
Canada is unable to ensure privacy is maintained when personal information is received by email.
Amendment of this privacy policy
ITS Canada will from time to time review and revise its privacy practices and this Privacy Policy. In the event of
any amendment, an appropriate notice will be posted on ITS Canada’s web site.
Contact Information
ITS Canada has appointed its General Manager to oversee compliance with this Privacy Policy and applicable
privacy laws. For further information on ITS Canada’s privacy policy and its application within ITS Canada,
contact our General Manager at:
ITS Canada
6975 Meadowvale Town Centre Circle, Suite 400
Mississauga, Ontario L5N 2V7 Canada
Office: (905) 593-0947 or Toll Free: (866) 596-3977
Fax: (905) 593-0949
Email: askus@itscanada.ca