Hotel Engineering/Facility Managers Association of Toronto ("HEAT") is committed to protecting the privacy and the confidentiality of personal and corporate information that is shared with HEAT by its Active Members, Associate Members and Allied Supporting Members ("Member" or "Members"), and those who visit its web site.
WHAT PERSONAL INFORMATION IS COLLECTED
HEAT interprets "Personal Information" as information that specifically identifies a Member as an individual, company, corporation or association, and is provided to or collected by HEAT. The type of Personal Information HEAT collects, uses and discloses may include, without limitation, a Member's name, residential/business mailing address, place of employment, phone numbers or email addresses, education history and preferences of areas of interest.
PURPOSES FOR WHICH INFORMATION IS USED
HEAT collects and uses Personal Information for the following purposes:
- Maintaining a record of its Members and information by which means it may make contact with its Members;
- Advising Members of goods and services offered by, or by arrangement with, HEAT;
- Including Members in any direct mailings of information relating to subjects, products or benefits HEAT perceives would be of some interest to HEAT Members;
- Improving the goods and services it offers to its Members in the future;
- Such other specific purposes which are communicated to Members by HEAT before collection.
- Posting a list of the Members who comprise the HEAT Board of Directors on its web site, together with the Directors' employer, position with employer, telephone number, facsimile and e-mail information.
When Personal Information is to be used for a purpose not previously identified, the new purpose will be identified prior to use.
DISCLOSURE TO A THIRD PARTY
HEAT does not disclose Personal Information to any third party to enable them to market and sell their products. HEAT does not provide a list of its Members to other organizations or businesses. On occasion other organizations will forward complimentary publications, advertisements or information to HEAT to distribute to its Members, but these organizations do not receive the HEAT membership list.
In the case of any complimentary publication, advertisement or information provided by other organizations and forwarded to Members by HEAT, it is to be understood that such are used or relied up by Members at their sole and absolute discretion and/or risk. HEAT specifically makes no warranties of any kind, whether express or implied as to the quality, content, viability or accurateness of such publications, products, items, advertisements, information or systems, and shall not be liable for any direct, indirect, consequential, special, incidental or punitive damages.
CONSENT TO COLLECT OR DISCLOSE PERSONAL INFORMATION
HEAT does not collect, use or disclose a Member's Personal Information without the Member's knowledge and consent, except in certain extraordinary circumstances. Such extraordinary circumstances include, without limitation, instances where legal, medical or security reasons make it impossible or impractical to obtain consent. The most common method used by HEAT to obtain consent to collect and use Personal Information is through Members completing written or electronic application forms.
Members may choose to "opt out", thereby withdrawing their consent at any time, subject to any legal or contractual restrictions and reasonable notice. A Member's refusal to provide, or withdraw, his/her consent may affect the ability of HEAT to provide such Member with HEAT's services. HEAT will inform the Member of the implications of such withdrawal. To withdraw consent, a Member should contact the Chief Privacy Officer of HEAT by phone at 705-571-0717 or by e-mail firstname.lastname@example.org.
LIMITATIONS ON COLLECTION AND RETENTION OF PERSONAL INFORMATION
HEAT limits the collection of Members' Personal Information to that which is necessary for the purposes outlined above, or for any additional purpose identified to the Member prior to the collection of the Personal Information. As well, Personal Information is not used or disclosed for purposes other than those for which it was originally collected, except with the consent of the Member or as required by law. Personal information is only retained as long as necessary for the fulfillment of these purposes, after which it is destroyed, erased, or rendered anonymous.
COMPLETENESS AND ACCURACY
HEAT strives to ensure that Members' Personal Information is as accurate, complete, and up-to-date as is necessary for the purposes for which it is used.
HEAT has security safeguards in place designed to protect against loss, theft, unauthorized access, disclosure, copying, use or modification of Members' Personal Information in the care of HEAT. The nature of the safeguards will depend on the sensitivity, format, location and storage of the Personal Information.
MEMBER ACCESS AND ACCOUNTABILITY
HEAT will provide a Member access to their Personal Information. HEAT will correct or amend any inaccuracies in the Member's Personal Information. HEAT has the right to refuse a Member's request for access to personal information if:
- The information is protected by legal privilege;
- Granting access would reveal confidential commercial information;
- Doing so would reasonably be expected to threaten the life or security of another Member;
- The information would likely reveal personal information about a Member who has not given permission for his/her Personal Information to be revealed or has withdrawn permission for his/her Personal Information to be revealed.
Members are encouraged to discuss any privacy issues with the Chief Privacy Officer. Upon request, HEAT will inform a Member on the procedures in place to receive and respond to complaints or inquiries about HEAT policies and practices relating to the handling of Personal Information.
As the Internet is not yet a fully secure medium and complete confidentiality and privacy cannot be ensured, HEAT will not be liable for any damages resulting from the transmission of confidential or Personal Information to HEAT.