regarding the protection of personal information provided by IPBC. The
transparent personal information management practices in a manner
consistent with the provisions of the Personal Information Protection
and Electronic Documents Act (Canada). IPBC will continue to review the
with changing industry standards, technologies and laws.
Scope and Application
interrelated and IPBC will adhere to the ten principles as a whole.
Each principle should be read in conjunction with the accompanying
commentary. As permitted by the Personal Information Protection and
has been drafted to reflect personal information issues specific to
used, or disclosed by IPBC in the course of commercial activities.
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 Personal Information
Protection and Electronic Documents Act ((Canada)); or
regarding IPBC's corporate members. However, such information may be
protected by other IPBC policies and procedures or through contractual
requirements and provisions of the Personal Information Protection and
Electronic Documents Act ((Canada)), the regulations enacted thereunder,
and other applicable legislation or regulation.
PRINCIPLE 1: Accountability
The Institute of Professional Bookkeepers of Canada is responsible
for personal information under its control and will designate one or
more persons who are accountable for IPBC's compliance with the
1.1 Responsibility for compliance with the provisions of the IPBC
Tel: 604-637-9607 or Toll Free 1-866-616-IPBC (4722) or via firstname.lastname@example.org.
Other individuals within IPBC may be delegated to act on behalf of the
IPBC Privacy Officer or to take responsibility for the day-to-day
collection and/or processing of personal information.
1.2 IPBC will make known, upon request, the title of the person or
persons designated to oversee IPBC's compliance with the IPBC Privacy
1.3 IPBC is responsible for personal information in its possession or
control. IPBC will use contractual or other means to provide a
comparable level of protection while information is being processed or
used by a third party.
2. Implementing procedures to receive and respond to complaints or inquiries;
3. Training employees to understand and follow IPBC's policies and procedures;
4. Developing information materials to explain IPBC's policies and procedures; and
5. Reviewing on an annual basis the effectiveness of the policies and
consideration of any revisions as deemed appropriate.
PRINCIPLE 2: Identifying Purposes for Collection of Personal Information
IPBC will identify the purposes for which personal information is collected at or before the time the information is collected.
2.1 IPBC collects personal information only for the following purposes:
1. To identify individuals;
2. To establish, maintain, communicate and renew membership in the IPBC;
3. To advertise, develop, enhance and provide marketing services and products;
4. To measure and improve the effectiveness of IPBC services, products and marketing endeavors;
5. To manage and develop IPBC's business operations, including personnel and employment matters;
6. To protect IPBC against error and fraud; and
7. To meet legal and regulatory requirements.
Further reference to "identified purposes" mean 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 IPBC 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 IPBC will document the purposes for which personal information is collected prior to the information being collected.
2.5 IPBC 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
circumstances personal information can be collected, used, or disclosed
without the knowledge and consent of the individual.
3.1 In obtaining consent, IPBC 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
3.2 Generally, IPBC will seek consent to use and disclose personal
information at the same time it collects the information. However, IPBC
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
3.3 IPBC 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
3.4 In determining the appropriate form of consent, IPBC 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 IPBC services by a member
or non-member, or the acceptance of employment or benefits by an
employee, may constitute implied consent for IPBC 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 IPBC and the withdrawal of consent
is in writing and includes understanding by the individual that
withdrawal of consent could mean that IPBC cannot provide the individual
with a related product or service. Individuals may contact IPBC for
more information regarding the implications of withdrawing consent.
3.7 IPBC 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 IPBC 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 IPBC 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 IPBC may use or disclose personal information without knowledge
or consent to a lawyer representing IPBC, 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
IPBC will limit the collection of personal information to that which
is necessary for the purposes identified by IPBC. IPBC will collect
personal information by fair and lawful means.
4.1 IPBC collects personal information primarily from members, non-members and employees.
4.2 IPBC 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
PRINCIPLE 5: Limiting Use, Disclosure, and Retention of Personal Information
IPBC 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. IPBC will retain personal
information only as long as necessary for the fulfillment of those
5.1 IPBC may disclose an individual's personal information to: a
third party who in the reasonable judgment of IPBC is seeking the
information as an agent of the individual;
1. a third party involved in supplying the individual with IPBC products or services;
2. a third party engaged by IPBC to perform functions on its behalf;
3. a third party engaged by IPBC for the development, enhancement, marketing or provision of any of IPBC's products or services;
4. a third party engaged by IPBC 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 IPBC, 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 IPBC Privacy
Policy, IPBC 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 IPBC 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 IPBC 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, IPBC 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
5.5 IPBC 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 IPBC 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 IPBC will update personal information about individuals as
necessary to fulfill the identified purposes or upon notification by the
PRINCIPLE 7: Security Safeguards
IPBC will protect personal information by security safeguards appropriate to the sensitivity of the information.
7.1 IPBC 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 IPBC 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 IPBC employees with access to personal information will be
contractually required to respect the confidentiality of that
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. a. Physical measures, for example, locked filing cabinets and
restricted access to offices; b.organizational measures, for example,
controlling entry to data centers and limiting access to information on a
2. technological measurers, for example, the use of passwords and encryption; and
3. investigative measures, in cases where IPBC has reasonable grounds
to believe that personal information is being inappropriately
collected, used or disclosed.
PRINCIPLE 8: Openness Concerning Policies and Procedures
IPBC will make readily available to individuals specific information
about its policies and procedures relating to the management of personal
8.1 IPBC will make information about its policies and procedures easy to understand, including:
1. the title and address of the person or persons accountable for
and/or complaints can be forwarded;
2. the means of gaining access to personal information held by IPBC;
3. a description of the type of personal information held by IPBC, 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
IPBC 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, IPBC will afford individuals a reasonable
opportunity to review personal information in the custody of the IPBC.
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, IPBC may not be able to provide access to
all the personal information that it holds about an individual. For
example, IPBC 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, IPBC 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, IPBC 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, IPBC 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 IPBC
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 IPBC 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 IPBC . 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
9.6 Individuals can obtain information or seek access to their personal information by contacting the IPBC 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
10.1 IPBC will maintain procedures for addressing and responding to
all inquiries or complaints from individuals regarding the IPBC's
handling of personal information.
10.2 IPBC 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 IPBC
providing a final response to individual complaints.
10.4 IPBC will investigate all complaints concerning compliance with
IPBC 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
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.
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.
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 IPBC
website. 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 Netbanx.
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.
Tel: 604-637-9607 or Toll Free 1-866-616-IPBC (4722) Access requests, inquiries or complaints should be addressed in writing to:
6 - 6150 Highway 7 – Suite 418 – Woodbridge ON –
Attention: Privacy Officer