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Architects Association of New Brunswick
Privacy Policy
At the Architects
Association of New Brunswick (AANB),
we respect the privacy of our members and are committed to
keeping personal information accurate, confidential, secure and
private. We have adopted the following Privacy Policy to ensure
that the AANB continues to meet its
commitment to privacy.
1. Introduction
The AANB is a membership-driven association providing services
to its members and advocating on behalf of
Architects at a national level.
In the course of accepting memberships and processing
registrations and online purchase orders, the AANB may collect,
with their consent, certain personal information about its
members.
"Personal Information" means information about an identifiable
individual member. This information may include
without limitation, the individual's name, residence address,
age, gender, credit card number, employment status, and other
information.
Personal information does not include the name, title, business
address or telephone number of an Architectural practice or of
an organization where the member or Architect is an employee.
2. The Ten Principles of Privacy
The AANB Privacy Policy complies with the Ten Principles of the
Personal Information Protection and Electronic Documents Act (PIPEDA).
Our Privacy Policy describes the way that the AANB complies with
the Ten Principles of PIPEDA in its collection of personal
information. AANB employees who have access to this personal
information must also comply with the Privacy Policy and receive
annual awareness training on privacy procedures during staff
meetings.
Principle 1 Accountability
The AANB is accountable and responsible
for all personal information in its custody and any personal
information they may send to third parties for processing.
Principle 2 Identifying Purposes
The AANB will inform its members of the purpose of collecting
personal information prior to or at the time of collecting the
information.
The AANB collects personal information for the following
reasons:
To complete membership applications/renewals;
To process document orders and other online purchases as well
as to register members for courses, conferences and other
events;
To record continuing education (professional development)
credits;
To distribute information related to professional
architectural practice (such as building products and events)
and to fulfill
magazine subscriptions;
To process scholarship applications and honours and awards
submissions; and,
To process donations.
Principle 3 Consent
The AANB will obtain consent from its members at
the time of collecting and/or using the personal information.
This consent is obtained as part of the membership application
and/or renewal process or as part of a registration for an event
and is for AANB internal use. Should the member not provide
consent, the AANB will not disclose his or her personal
information until otherwise advised by the member and Architect.
Consent for disclosure to third parties is expressively given at
the time of membership application/renewal or on other forms for
registration, orders or donations.
A member may withdraw consent in writing or electronically at
any time. However, the AANB may collect, use or disclose
personal information without the member's knowledge or consent
in exceptional circumstances where such collection, use or
disclosure is permitted or required by law.
Principle 4 Limiting Collection
The information collected from the member will be limited to
those details necessary for the purposes the AANB has identified
to the member. Information will be collected by fair and lawful
means.
The AANB collects personal information that includes, but is not
limited to:
Home address;
Date of birth;
Credit card information;
Date of graduation, name of university and proof of
graduation;
Architectural registration information including jurisdiction,
proof of licence including licence number; and,
Financial information (for scholarship purposes only).
The AANB may collect non-personal information. This means that
the information collected cannot be traced back to a specific
person. For example, our membership database server records
certain information automatically when users visit our Members
Section website. This information is collected using "cookies" -
a small text file that contains a unique identification number
identifying the users web browser (but not the user) to our
computers every time they visit our Members Section website. It
does not reveal any personal information about the user. This
aggregate data may be disclosed to third parties, but never with
personally identifying information.
The AANB may, from time to time, collect information by means of
a survey. Any personal information collected through surveys
will be for AANB internal use only. The AANB will remove any
identifying information prior to publishing the results of the
surveys.
Principle 5 Limiting Use, Disclosure and Retention
Personal information will only be used or disclosed for the
purpose for which it was collected unless the member has
otherwise consented, or when it is required or permitted by law.
Personal information shall be retained as long as necessary for
fulfilling the purposes for which it was collected.
Membership applications/renewals will be kept for at least seven
(7) years in accordance with
Canada Revenue Agency (CRA) rules and regulations (www.cra-arc.gc.ca).
With whom we share your personal information
(i) AANB employees
In the course of daily operations, access to personal
information is limited to those employees with a legitimate
reason for accessing it.
Unauthorized use or disclosure of personal information by an
employee of the AANB is prohibited and may result in
disciplinary measures including dismissal.
Principle 6 Accuracy
The AANB will endeavour to keep personal information accurate,
complete and current. The onus is on each member to update their
own personal information or to advise the AANB of any changes to
their personal information using the Members Section of the AANB
website. If the member does not, or is not able to, update their
own personal information, the member may advise the AANB in
writing and allow up to five (5) business days before the
personal information is changed in their profile. Only the
Executive Director or designate will be responsible and
accountable for any changes to the database.
Principle 7 Safeguarding Personal Information
Personal information is safeguarded using measures appropriate
to the sensitivity of the information. The AANB database is
password protected and all AANB employees authorized to access
the database receive annual awareness training on privacy
matters.
In order to serve its membership, the AANB offers members access
to information through its Members Section website. To safeguard
against unauthorized access to their account, the member is
required to "log-in" using an encrypted password. If the member
is unable to provide the correct password, they will not be able
to access their account.
AANB servers containing personal information are password
protected and have a hardware firewall in order to protect them
from unauthorized access. All our servers are maintained in
Canada.
Paper files such as membership applications forms are stored in
the AANB office in standard metal filing cabinets which
are locked.
Principle 8 Openness
The AANB will make information available to its members about
the policies and procedures the AANB uses to manage personal
information. This document will be posted on the AANB website.
Principle 9 Individual Access
Upon written request, a member will be informed of the
existence, use and disclosure of their personal information. The
member may attend, upon appointment, the AANB office to
review their files and personal information. The AANB will
respond within 30 days of receipt of the written request.
Principle 10 Challenging Compliance
Members may challenge AANBs compliance with this Privacy
Policy. The AANB will receive, investigate and respond to
members' complaints and questions. Members may contact the AANB to express any concerns or to
request access to their personal information. The contact
information for this individual is provided below.
Karen L. Chantler,
Executive Director
Phone: 506-433-5811
Email:
aanb@nb.aibn.com
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