Canadian Seating & Mobility Conference Privacy Policy

Privacy Policy

The Canadian Seating & Mobility Conference (CSMC) is committed to collecting, using and disclosing personal information, only so far as is necessary for the operation of the Conference. We will endeavour to remain transparent in our use of personal information at all times. Personal information includes details that are not already in the public domain (such as College Registers) and any information that can serve to identify a specific individual. Business information is not included in this policy as it is not covered in the privacy legislation.

Who We Are

A committee made of volunteers, representing various sectors of the seating and mobility field operates the CSMC. A balance of private and public sector workers, including clinicians, researchers, distributors, manufacturers and vendors is maintained on the committee. Administration of the Conference is through Convention Production Services, Inc. (CPS), operated by Theresa Risi who employs both full and part-time clerical staff. All registrant information is housed at the CPS office in Toronto, which is also the address of the Conference office.

Information Collection

· Name
· Home address
· Home telephone number
· Professional designation
· Place of employment
· Title
· Business address
· Business telephone number
· Email address
· Credit card number or other billing information

Additional information regarding work experience, publications, area of practice and other professionally relevant details are collected from speakers. Information that is provided by registrants as feedback is collated for aggregate evaluation then shredding destroys the forms. The exception to this rule is the evaluations that are completed and collected for the fulfillment of a CEU application at the request of the registrant.

Primary Purpose of Information Collection

The primary purpose of the collection of this information is to enable conference staff to contact past registrants and speakers by phone, mail or email in order to provide details about upcoming conferences. The database contains information provided by a registrant when contacting the CSMC office for conference information or completing conference registration material.

Protecting Personal Information

Personal information collected as part of the CSMC operations is considered privileged. Computers used by CSMC staff are password protected. Paper information is kept in a secure office. Emails to registrants and organizations affiliated with the CSMC are sent by blind carbon copy. The CSMC staff is trained to collect, use and disclose personal information only as necessary for CSMC operations. Each CSMC committee member sign a confidentiality agreement that includes release of personal information. The CSMC does not sell, or otherwise make available its mailing lists. Information is released to other stakeholders only with the written consent of the registrant. During the Conference, the registration desk is monitored at all times by CSMC staff.

Retention and Destruction of Information

The CSMC maintains a database of past and current CSMC registrants. The database was archived on December 31, 2003. From time to time, this database is reviewed and information is updated or eliminated if it appears that it is unlikely that the registrant will return to the conference. Staff will also remove the names of any registrants who request that they be dropped from the database. Paper files that are no longer required are shredded. When computer hardware is discarded, the hard drive is destroyed.

Requesting Access to Personal Information

If, at any time, a registrant wishes to see his or her personal information that is maintained by the CSMC, the registrant may contact the conference office and the information will be provided as quickly as possible. If the registrant identifies an error in the personal information, the registrant will be asked to contact the CSMC office in writing, detailing the error(s) and the information will then be modified accordingly.

Complaints Procedure

In the event that a registrant has a concern with how CSMC is handling personal information, the registrant can reach the CSMC Information Officer, Diane Tait by contacting the CSMC office using one of the methods listed below.

Contact CSMC

Address: 14 Waterbridge Court Kitchener, Ontario N2P 2A7
Phone: 519.208.0190
Fax: 519.208.0191
Web: www.csmc.ca
Email: csmc@rogers.com

General Inquiries on Privacy Legislation

The Information and Privacy Commissioner of Canada oversees the administration of the privacy legislation in the private sector and functions as a resource in disputes. Contact information for the Commissioner is as follows:

Address: 112 Kent Street, Ottawa, Ontario K1A 1H3
Phone: 1-800-282-1376 or (613)995-8210
Fax: (613)947-6850
TTY: (613)992-9190
Web: www.privcom.gc.ca