Privacy Policy

Privacy Policy of the Toronto Chamber of Punjabi Chamber of Commerce

Approved by the Board of Directors

Introduction

At the Toronto Chamber of Punjabi Chamber of Commerce, safeguarding your privacy and the confidentiality of your information—whether online, over the phone, or in person—has always been fundamental to our operations. Our Privacy Policy and procedures guide the handling of personal information we collect, reflecting our commitment to protecting the privacy of our members, partners, and visitors. This policy aligns with the Canadian Standards Association Model Code for the Protection of Personal Information (CSA Model Code) and relevant privacy laws.

Privacy Statement

This policy pertains exclusively to personal information managed by the Toronto Chamber of Punjabi Chamber of Commerce. Personal information refers to data about an identifiable individual, excluding business contact details. Below is an explanation of how we handle personal information. The Chamber reserves the right to periodically update this policy, with changes potentially affecting our use of your personal information. Please review the policy regularly for updates.

Accountability

The Toronto Chamber of Punjabi Chamber of Commerce (referred to as “the Chamber”) is responsible for all personal information under its control. The Chamber’s privacy officer is the Executive Director, who oversees our privacy policy. Direct any inquiries regarding the Chamber’s handling of personal information to the privacy officer. Further information about the process for addressing questions is provided below.

Purpose of Personal Information

The Chamber identifies the purpose for collecting personal information at or before the time of collection. Personal information may be collected for:

• Administering membership and providing member services;
• Registering for events, such as the Annual General Meeting;
• Purchasing Chamber products or services, including document certification;
• Processing and administering these or other related purposes.

The Chamber will only use personal information for the purposes identified at or before the time of collection.

Consent

The Chamber seeks consent for all personal information collected, used, and disclosed through information provided to individuals prior to or at the time of collection. By voluntarily providing information, you consent to the collection, use, and disclosure of your personal information as described in this privacy policy. The Chamber adheres to the CSA Model Code and will not use personal information for any purpose other than that for which consent was given. Should new purposes arise, we will contact you to seek additional consent.

Limits for Collecting, Using, Disclosing, and Retaining Personal Information

The Chamber collects, uses, and discloses personal information only with individual consent and when voluntarily provided. Occasionally, more specific personal information may be necessary to fulfill a request or provide a service. In such cases, we will describe the required information. The Chamber limits the amount and type of personal information collected to only what is necessary to provide the requested service or information. We collect only voluntarily provided information and ensure it remains strictly confidential.

Personal information is retained only as long as necessary to provide the requested product, service, or information, after which it is deleted or destroyed. For example, information provided to register for an event will only be used for that event and then deleted or destroyed. Some legal reporting and retention requirements may necessitate that we retain information for a specified period, generally not exceeding two years.

The Chamber does not sell or trade personal information with third parties. Information may be transferred to service providers for processing as part of administrative procedures or member services. Service providers are required to respect this Privacy Policy and are restricted from using or disclosing personal information for any purpose other than providing services to us. Personal information retained by the Chamber is kept secure and confidential at all times.

Safeguarding Personal Information

The Chamber is committed to protecting the privacy of our members, partners, website visitors, and Internet users. Personal information is stored in secure electronic and physical files. Security measures include secure locks on filing cabinets and industry-standard techniques such as firewalls, encryption, intrusion detection, and restricted access to records and equipment. Despite these measures, no data transmission over the Internet can be guaranteed to be 100% secure. While we strive to protect your personal information, we cannot ensure the security of any information transmitted to or from us electronically until it reaches our servers.

Accuracy of and Access to Personal Information Collected

The Chamber strives to keep personal information accurate, complete, current, and relevant for the identified purposes. We do not routinely update personal information. Our Privacy Policy and related procedures for managing personal information are readily available on our website and in written form upon request. Inquiries about our handling of personal information can be directed to our privacy officer.

Individuals may view or edit their personal information collected by the Chamber by submitting a written request. We will inform you of the personal information we hold, its usage, and any disclosures. There may be exceptional circumstances under the CSA Model Code where access to personal information may be restricted, in which case we will explain the reason.

To make a request, please send a letter, email, or fax addressed to our Privacy Officer. Include your name, contact details, membership number (if applicable), and the nature of your request. We will respond within thirty days of receiving the request or provide a notice of extension if necessary. If we are unable to disclose all personal information, we will provide a reason, unless prohibited by law.

Questions

For any questions or comments about the Toronto Chamber of Punjabi Chamber of Commerce’s handling of personal information, please contact our privacy officer.