Privacy Policy - CPB Canada
Certified Professional Bookkeepers of Canada's (CPB Canada), legally known as the Institute of Professional Bookkeepers of Canada, Privacy Policy is a statement of principles and policies regarding the protection of personal information provided by CPB Canada. The objective of CPB Canada Privacy Policy is to promote responsible and transparent personal information management practices in a manner consistent with the provisions of the Personal Information Protection and Electronic Documents Act (PIPEDA). CPB Canada will continue to review the CPB Canada Privacy Policy to make sure that it is relevant and remains current with changing industry standards, technologies, and laws.
Scope and Application
The ten principles that form the basis of the CPB Canada Privacy Policy are interrelated and CPB Canada will adhere to the ten principles as a whole. Each principle should be read in conjunction with the accompanying commentary. As permitted by the PIPEDA, commentary in the CPB Canada Privacy Policy has been drafted to reflect personal information issues specific to CPB Canada.
The scope and application of the CPB Canada Privacy Policy are as follows:
- The CPB Canada Privacy Policy applies to personal information collected, used, or disclosed by CPB Canada in the course of commercial activities.
- The CPB Canada Privacy Policy applies to the management of personal information in any form whether oral, electronic or written.
- The CPB Canada Privacy Policy does not impose any limits on the collection, use or disclosure of the following information by CPB Canada:
1. A corporate member, non-member or employee's name, title, business address, or telephone number;
2. Other information about an individual that is publicly available and is specified by regulation pursuant to the PIPEDA; or
3. As otherwise exempted by the CPB Canada Privacy Policy and/or applicable law.
- The CPB Canada Privacy Policy will not typically apply to information regarding CPB Canada's corporate members. However, such information may be protected by other CPB Canada policies and procedures or through contractual arrangements.
- The application of the CPB Canada Privacy Policy is subject to the requirements and provisions of the PIPEDA, the regulations enacted thereunder, and other applicable legislation or regulation.
The CPB CANADA Privacy Policy in Detail
PRINCIPLE 1: Accountability
CPB Canada is responsible for personal information under its control and will designate one or more persons who are accountable for CPB Canada's compliance with the following principles.
1.1 Responsibility for compliance with the provisions of the CPB Canada Privacy Policy rests with the CPB Canada Privacy Officer who can be reached at 1-866-616-4722 or via info@cpbcan.ca. Other individuals within CPB Canada may be delegated to act on behalf of the CPB Canada Privacy Officer or to take responsibility for the day-to-day collection and/or processing of personal information.
1.2 CPB Canada will make known, upon request, the title of the person or persons designated to oversee CPB Canada's compliance with the CPB Canada Privacy Policy.
1.3 CPB Canada is responsible for personal information in its possession or control. CPB Canada will use contractual or other means to provide a comparable level of protection while information is being processed or used by a third party.
1.4 CPB Canada implements policies and procedures to give effect to the CPB Canada Privacy Policy, including:
1. Implementing procedures to protect personal information and to oversee the CPB Canada's compliance with the CPB Canada Privacy Policy;
2. Implementing procedures to receive and respond to complaints or inquiries;
3. Training employees to understand and follow CPB Canada's policies and procedures;
4. Developing information materials to explain CPB Canada's policies and procedures; and
5. Reviewing on an annual basis the effectiveness of the policies and procedures to facilitate compliance with the CPB Canada Privacy Policy and consideration of any revisions as deemed appropriate.
PRINCIPLE 2: Identifying Purposes for Collection of Personal Information
CPB Canada will identify the purposes for which personal information is collected at or before the time the information is collected.
2.1 CPB Canada collects personal information only for the following purposes:
1. To identify individuals;
2. To establish, maintain, communicate and renew membership in the CPB Canada;
3. To advertise, develop, enhance and provide marketing services and products;
4. To measure and improve the effectiveness of CPB Canada services, products and marketing endeavours;
5. To manage and develop Canada’s business operations, including personnel and employment matters;
6. To protect CPB Canada against error and fraud; and
7. To meet legal and regulatory requirements.
Further reference to "identified purposes" means the purposes identified in this Principle.
2.2 Upon request, persons collecting personal information will explain these identified purposes or refer the individual to a designated person within CPB Canada who can explain the purposes.
2.3 When personal information that has been collected is to be used or disclosed for a purpose not previously identified, the new purpose will be identified prior to use. Unless otherwise permitted or required by law, the consent of the individual will be acquired before the information will be used or disclosed for the new purpose.
2.4 CPB Canada will document the purposes for which personal information is collected prior to the information being collected.
2.5 CPB Canada will make reasonable efforts to ensure that individuals are aware of the purposes for which personal information is collected, including any disclosures to third parties.
PRINCIPLE 3: Obtaining Consent for Collection, Use or Disclosure of Personal Information
The knowledge and consent of an individual are required for the collection, use, or disclosure of personal information, except where exempted in the CPB Canada Privacy Policy and/or applicable law. In certain circumstances personal information can be collected, used, or disclosed without the knowledge and consent of the individual.
3.1 In obtaining consent, CPB Canada will use reasonable efforts to ensure that, where not obvious, an individual is advised of the purposes for which personal information will be used or disclosed. The identified purposes will be stated in a manner that can be reasonably understood by the individual.
3.2 Generally, CPB Canada will seek consent to use and disclose personal information at the same time it collects the information. However, CPB Canada may seek consent to use and/or disclose personal information after it has been collected, but before it is used and/or disclosed for a new purpose.
3.3 CPB Canada may require individuals to consent to the collection, use and/or disclosure of personal information as a condition of the supply of a product or service only if such collection, use and/or disclosure are required to fulfill the explicitly specified and legitimate identified purposes.
3.4 In determining the appropriate form of consent, CPB Canada will take into account the sensitivity of the personal information and the reasonable expectations of the individual.
3.5 The purchase or use of products and/or CPB Canada services by a member or non-member, or the acceptance of employment or benefits by an employee, may constitute implied consent for CPB Canada to collect, use and disclose personal information for the identified purposes, including communicating with the individual.
3.6 An individual may withdraw consent at any time, subject to legal or contractual restrictions, provided that reasonable notice of withdrawal of consent is provided to CPB Canada and the withdrawal of consent is in writing and includes understanding by the individual that withdrawal of consent could mean that CPB Canada cannot provide the individual with a related product or service. Individuals may contact CPB Canada for more information regarding the implications of withdrawing consent.
3.7 CPB Canada may collect, use or disclose personal information without knowledge or consent if it is clearly in the interests of the individual and consent cannot be obtained in a timely way, such as when the individual is seriously ill or mentally incapacitated.
3.8 CPB Canada may collect, use or disclose personal information without knowledge or consent if seeking the consent of the individual might defeat the purpose of collecting, using or disclosing the information, such as in the investigation of a breach of an agreement or a contravention of a law.
3.9 CPB Canada may collect, use or disclose personal information without knowledge or consent in the case of an emergency where the life, health or security of an individual is threatened.
3.10 CPB Canada may use or disclose personal information without knowledge or consent to a lawyer representing CPB Canada, to collect a debt, to comply with a subpoena, warrant or other court order, or as may be otherwise required or authorized by law.
PRINCIPLE 4: Limiting Collection of Personal Information
CPB Canada will limit the collection of personal information to that which is necessary for the purposes identified by CPB Canada. CPB Canada will collect personal information by fair and lawful means.
4.1 CPB Canada collects personal information primarily from members, non-members and employees.
4.2 CPB Canada may also collect personal information from other sources including credit bureaus, employers or personal references, or other third parties who represent that they have the right to disclose the information.
PRINCIPLE 5: Limiting Use, Disclosure, and Retention of Personal Information
CPB Canada will not use or disclose personal information for purposes other than those for which it was collected, except with the consent of the individual or as required or permitted by law. CPB Canada will retain personal information only as long as necessary for the fulfillment of those purposes.
5.1 CPB Canada may disclose an individual's personal information to: a third party who in the reasonable judgment of CPB Canada is seeking the information as an agent of the individual;
1. a third party involved in supplying the individual with CPB Canada products or services;
2. a third party engaged by CPB Canada to perform functions on its behalf;
3. a third party engaged by CPB Canada for the development, enhancement, marketing or provision of any of CPB Canada's products or services;
4. a third party engaged by CPB Canada to collect the member's or non-member's account;
5. a credit reporting agency;
6. a public authority or agent of a public authority if, in the reasonable judgment of CPB Canada, it appears that there is imminent danger to life or property which could be avoided or minimized by disclosure of the information; or
7. a third party or parties, where the individual consents to such disclosure or disclosure is required or permitted by law.
5.2 In addition to the purposes identified in 5.1 of the CPB Canada Privacy Policy, CPB CANADA may disclose personal information about an individual who is an employee:
1. for normal personnel and benefits administration, such as the initiation, management or termination of the employment relationship; or
2. in the context of providing references regarding current or former employees in response to requests from prospective employers.
5.3 Only CPB Canada employees with a business "need-to-know", or whose duties reasonably so require, are granted access to personal information about members and employees.
5.4 CPB Canada will keep personal information only as long as it remains necessary or relevant for the identified purposes or as required by law. Depending on the circumstances, where personal information has been used to make a decision about an individual, CPB Canada will retain, for a period of time that is reasonably sufficient to allow for access by the individual, either the actual information or the rationale for making the decision.
5.5 CPB Canada will maintain reasonable and systematic controls, schedules and practices for information and records retention and destruction that applies to personal information that is no longer necessary or relevant for the identified purposes or required by law to be retained. Such information will be destroyed, erased or made anonymous.
PRINCIPLE 6: Accuracy of Personal Information
Personal information will be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used.
6.1 Personal information used by CPB Canada will be sufficiently accurate, complete, and up-to date to minimize the possibility that inappropriate information may be used to make a decision about an individual.
6.2 CPB Canada will update personal information about individuals as necessary to fulfill the identified purposes or upon notification by the individual.
PRINCIPLE 7: Security Safeguards
CPB Canada will protect personal information by security safeguards appropriate to the sensitivity of the information.
7.1 CPB Canada will protect personal information against such risks as loss or theft, unauthorized access, disclosure, copying, use, modification or destruction, through appropriate security measures, regardless of the format in which it is held.
7.2 CPB Canada will protect personal information disclosed to third parties by contractual or other means to safeguard the confidentiality of the information and the purposes for which it is to be used.
7.3 All CPB Canada employees with access to personal information will be contractually required to respect the confidentiality of that information.
7.4 The nature of the safeguards will vary depending on the sensitivity, amount, distribution and format of the information, and the method of storage. More sensitive information will be safeguarded by a higher level of protection.
7.5 The methods of protection will include:
1. physical measures, for example, locked filing cabinets and restricted access to offices;
2.organizational measures, for example, controlling entry to data centers and limiting access to information on a "need-to-know" basis;
3. technological measurers, for example, the use of passwords and encryption; and
4. investigative measures, in cases where CPB Canada has reasonable grounds to believe that personal information is being inappropriately collected, used or disclosed.
PRINCIPLE 8: Openness Concerning Policies and Procedures
CPB Canada will make readily available to individuals specific information about its policies and procedures relating to the management of personal information.
8.1 CPB Canada will make information about its policies and procedures easy to understand, including:
1. the title and address of the person or persons accountable for CPB Canada's compliance with the CPB Canada Privacy Policy and to whom inquiries and/or complaints can be forwarded;
2. the means of gaining access to personal information held by CPB Canada;
3. a description of the type of personal information held by CPB Canada, including a general account of its use; and
4. a description of what personal information is made available to third parties.
PRINCIPLE 9: Access to Personal Information
CPB Canada will inform an individual of the existence, use, and disclosure of his or her personal information upon request and will provide the individual access to that information except where inappropriate. An individual will be able to challenge the accurateness and completeness of the information and have it amended as appropriate.
9.1 Upon request, CPB Canada will afford individuals a reasonable opportunity to review personal information in the custody of the CPB Canada. Personal information will be provided in understandable form within a reasonable time, and at minimal or no cost to the individual.
9.2 In certain situations, CPB Canada may not be able to provide access to all the personal information that it holds about an individual. For example, CPB Canada may not provide access to information if doing so would likely reveal personal information about a third party, such as another individual, or could reasonably be expected to threaten the life or security of another individual. Also, CPB Canada may not provide access to information if disclosure would reveal confidential commercial information, if the information is protected by solicitor: client privilege, if the information was generated in the course of a formal dispute resolution process, or if the information was collected in relation to the investigation of a breach of an agreement or a contravention of the laws of (Canada) or a province.
9.3 Upon request, CPB Canada will provide an account of the use and disclosure of personal information and, where reasonably possible, will state the source of the information. In providing an account of disclosure, CPB Canada will provide a list of third parties to which it may have disclosed personal information about the individual when it is not possible to provide an actual list.
9.4 In order to safeguard personal information, an individual may be required to provide sufficient identification information to permit CPB Canada to account for the existence, use and disclosure of personal information and to authorize such access. Any such information will be used only for this purpose.
9.5 CPB Canada will promptly correct or complete any personal information found to be inaccurate or incomplete. Any unresolved differences as to accuracy or completeness will be noted by CPB Canada. Where appropriate, the Association will transmit to third parties having access to the personal information in question any amended information or the existence of any unresolved differences.
9.6 Individuals can obtain information or seek access to their personal information by contacting the CPB Canada Privacy Officer.
PRINCIPLE 10: Challenging Compliance
An individual will be able to address a challenge concerning compliance with the above principles to the designated person or persons accountable for CPB Canada's compliance with the CPB Canada Privacy Policy.
10.1 CPB Canada will maintain procedures for addressing and responding to all inquiries or complaints from individuals regarding the CPB Canada's handling of personal information.
10.2 CPB Canada will inform individuals about the existence of these procedures as well as the availability of complaint procedures.
10.3 The person or persons accountable for compliance with the CPB Canada Privacy Policy may seek external advice where appropriate before providing a final response to individual complaints.
10.4 CPB Canada will investigate all complaints concerning compliance with the CPB Canada Privacy Policy. If a complaint is found to be justified, the CPB Canada will take appropriate measures to resolve the complaint including, if necessary, amending its privacy policies and procedures. An individual will be informed of the outcome of the investigation regarding his or her complaint.
Website Privacy Policies
Usage Tracking
Our site may automatically record some general information about your visit which we use for statistical analysis to help make our site more useful to visitors. This information might include the:
Internet domain for your Internet service provider, such as 'company.com' or 'service.ca' and the IP address of the computer accessing the website, such as 'ppp-55';
- type of browser you are using, such as Internet Explorer or Netscape;
- type of operating system you are using, such as Windows or Macintosh;
- date and time you visit our site and Web pages that you visit on our site, along with the address of the previous website you were visiting, if you linked to us from another website.
Cookies
We also use "cookies" that identify you as a return visitor and which can help us tailor information to suit your individual preferences. A cookie is a piece of data that a website can send to your browser, which may then store the cookie on your hard drive. The goal is to save you time and provide you with a more meaningful visit and to measure website activity. Cookies do not contain any personally identifying information. Many browsers, however, allow you to disable cookie collection if you wish, or inform you when a cookie is being stored on your hard drive.
Online Transactions
We protect the security of your transactions on our website by using SSL (Secure Sockets Layer) Web server certificates that offer secure communications by encrypting all data going to and from the CPB Canada website. Paysafe/NETBANX is used to process credit card transactions and a security certificate is used to add 128 bit encryption to the site and when transferring credit card details to Paysafe/NETBANX.
External Links
This policy discloses the privacy practices for our website. However, our site contains links to other sites. Once you link to another site, you are subject to the privacy and security policies of the new site. We encourage you to read the privacy policies of all websites you visit.
Additional Information
For more information regarding the CPB Canada Privacy Policy, please contact Canada Privacy Officer at
1-866-616-4722 Access requests, inquiries or complaints should be addressed in writing to:
Certified Professional Bookkeepers Canada (CPB CANADA)
594 - 1000 Innovation Dr.
Ottawa, ON
K2K 3E7
Attention: Privacy Officer