This privacy statement explains what information board-room.ca (“we”, “us”) gathers about you, what we use that information for and to whom we give that information. It also sets out your rights in relation to your information and who you can contact for more information or queries.
What does this privacy statement cover?
This privacy statement explains how we are committed to protecting your privacy and handling your information in an open and transparent manner.
This privacy statement sets out how we will collect, handle, store and protect information about you when:
- you use “our Website” or
- we perform any other activities that form part of the operation of this Website.
When we refer to “our Website” or “this Website” in this privacy statement we mean the specific webpages of board-room.ca.
This privacy statement also contains information about when we share your personal information with third parties (for example, our service providers).
In this privacy statement, your information is sometimes called “personal data” or “personal information”. We may also sometimes collectively refer to handling, collecting, protecting and storing your personal information as “processing” such personal information.
What information do we collect?
We may collect personal information from you when you use this Website.
Additionally, we use Google Analytics cookies to track visitor behavior on our Website to collect information about your location, type of your device and other required information required to improve the quality of our services and manage the content of our website and to enable us to personalize your Internet experience. We also may use this information to analyze Website usage.
We understand the importance of protecting children’s privacy. Our website and services are not designed for, or intentionally targeted at, children. It is not our policy to intentionally collect or store information about children.
Cookies are text files we place in your computer’s browser to store your preferences. Cookies, by themselves, do not reveal your email address or other personally identifiable information unless you choose to provide this information to us by, for example, registering at one of our sites. However, once you choose to provide the site with personally identifiable information, this information may be linked to the data stored in the cookie.
Additionally, we use Google Analytics cookies to track visitor behavior on our site. We may use the data stored in these cookies to apply interest-based advertising techniques, including remarketing, affinity audiences, in-market audiences, similar audiences, demographic and location targeting.
How we use information about you
We may also use your information collected via our Website:
- to manage and improve our Website
- to tailor the content of our Website to provide you with a more personalized experience and draw your attention to information regarding services provided by third parties that may be of interest to you
- to share with the virtual data room service providers;
- to manage and respond to any request you submit through our Website.
In addition to the purposes connected to the operation of our Website above, we may use your personal information for the purposes of, or in connection with:
- applicable legal or regulatory requirements
- requests and communications from competent authorities
- protecting our rights.
To whom we disclose your information
In connection with one or more of the purposes outlined in the “How we use information about you” section above, we may disclose details about you to: third parties that provide services to us; virtual data room service providers for contacting you; competent authorities and other third parties that reasonably require access to personal information relating to you for one or more of the purposes outlined in the “How do we use information about you?” section above.
Please note that some of the recipients of your personal information referenced above may be based in countries outside of the European Union whose laws may not provide the same level of data protection. In such cases, we will ensure that there are adequate safeguards in place to protect your personal information that comply with our legal obligations. The adequate safeguard might be a data transfer agreement with the recipient based on standard contractual clauses approved by the European Commission for transfers of personal information to third countries.
Please contact us for further details of the transfers described above and the adequate safeguards used in respect of such transfers.
We may also need to disclose your personal information if required to do so by law, by a regulator or during legal proceedings.
We may share non-personal, de-identified and aggregated information with third parties for several purposes, including data analytics, research, submissions, thought leadership and promotional purposes.
Protection of your personal information
We use a range of physical, electronic and managerial measures to ensure that we keep your personal information secure, accurate and up to date. These measures include:
- education and training to relevant staff to ensure they are aware of our privacy obligations when handling personal information
- administrative and technical controls to restrict access to personal information on a ‘need to know’ basis
- technological security measures, including firewalls, encryption and anti-virus software
- physical security measures, such as staff security passes to access our premises.
Although we use appropriate security measures once we have received your personal information, the transmission of data over the internet (including by email) is never completely secure. We endeavor to protect personal information, but we cannot guarantee the security of data transmitted to us or by us.
How long do we keep your information?
We will hold your personal information on our systems for the longest of the following periods: (i) as long as is necessary for the relevant activity or services; (ii) any retention period that is required by law; (iii) the end of the period in which litigation or investigations might arise in respect of the services.
You have various rights in relation to your personal information. In particular, you have a right to:
- obtain confirmation that we are processing your personal information and request a copy of the personal information we hold about you
- ask that we update the personal information we hold about you, or correct such personal information that you think is incorrect or incomplete
- ask that we delete personal information that we hold about you, or restrict the way in which we use such personal information
- object to our processing of your personal information.
To exercise any of your rights, or if you have any other questions about our use of your personal information, please contact us.
Right to complain
If you are unhappy with the way we have handled your personal information or any privacy query or request that you have raised with us, you have a right to complain to the EU Data Protection Authority (“DPA”) in your jurisdiction. If you would like to be directed to the appropriate DPA, please contact us.
Changes to this privacy statement
We may modify or amend this privacy statement from time to time.
To let you know when we make changes to this privacy statement, we will amend the revision date at the top of this page. The new modified or amended privacy statement will apply from that revision date. Therefore, we encourage you to periodically review this statement to be informed about how we are protecting your information.
If you have any questions regarding this statement or would like more information on our privacy practices, please contact us at board-room.ca/contact-us/