At the Institute of Communication Agencies (ICA), we are committed to collecting,
using and disclosing your personal information responsibly and to maintaining the
accuracy, confidentiality and security of such personal information. We have a designated
privacy officer and we comply with the Personal Information Protection and Electronic Documents Act.
Personal information is defined as information about an identifiable individual
including customer and member information that pertains to the use of ICA services,
credit card information and purchase information whether provided in writing, orally
or electronically. Personal information does not include information that is business
contact information or is publicly available information, such as customer and member
names, addresses, telephone numbers and electronic addresses when listed in a public
directory or other similar sources.
Those who will have access to the information you submit will be the ICA Staff, our accounting personnel, and our website administrator/s.
Third parties acting on behalf of the ICA will also be advised if necessary to provide you with event registrations. For example, if you pay your fees with a credit card, the third party credit card processor will be provided with the information required to process the payment. If you have dietary restrictions, the third party catering the meals will be advised.
We may use your information to contact you about your experiences with ICA events.
If you do not want to be contacted, you have the opportunity to opt-out of these communications by contacting the Privacy Officer.
We keep any personal information in a secure environment and we use reasonable procedural and technical safeguards to protect your personal information against loss, theft and unauthorized access or disclosure.
Additionally, we recognize and respect the importance to our members of confidentiality in sensitive matters, such as agency searches and competitions.
Detailed information about personal information in connection with ICA's Professional
Development courses and workshops can be found in our Education Department Privacy
If you have any questions or concerns about our privacy practices, please contact
Institute of Communication Agencies
2300 Yonge Street
Suite 500, Box 2350
Tel. (416) 482-1396 ext. 231
Fax. (416) 482-1856
Toll Free: 1-800-567-7422
In compliance with applicable privacy legislation, the ICA is committed to protecting
the privacy of your personal information. As a student enrolled in one of our education
programs, your privacy is protected, as follows.
COLLECTION OF PERSONAL INFORMATION
We limit our collection of personal information to information which you supply
and which is necessary to provide the course offerings in a suitable environment.
The information we will request you provide to us will include:
- Telephone numbers (home, work and/or cellular)
- Email addresses
- Home address
- Credit card or chequing information
- Any information deemed to be necessary to administer your program (which may include
information about allergies, dietary restrictions or any medical restrictions relevant
to meals to be provided during the session, physical accommodations for the course
This information is required to process your application, to allow us to administer
our courses and for emergency contact purposes.
Any information you supply on your course application form is deemed to have been
provided with your consent. We require this information to create a student file
and to determine admission and/or eligibility, as well as to administer the program
in which you are enrolled. Information will also be used to fulfil our statutory
reporting obligations to the federal government in preparing documents for taxation
USE OF YOUR PERSONAL INFORMATION
Those who will have access to the information you submit on your forms will be the
Education Director and/or the Education Administrator(s), our accounting personnel
and to a limited extent, your teacher or any other ICA employee who requires the
information in the performance of his/her employment duties. Third parties acting
on behalf of the ICA will also be advised if necessary to provide you with the courses.
For example, if you pay your fees with a credit card, the third party credit card
processor will be provided with the information required to process the payment.
If you have dietary restrictions, the third party catering the meals will be advised.
We may use your information to contact you about your experience in the course or
other education offerings at the ICA.
If you do not want to be contacted, you have the opportunity to opt-out of these
communications on your application or by contacting the Privacy Officer.
You may be asked to share phone numbers with other students, to facilitate meeting
outside of class time, or to do group work. Your phone number will not be shared
without your consent, and we will only share the phone number(s) that we have permission
DISCLOSURE OF YOUR PERSONAL INFORMATION
We undertake not to provide your personal information to third parties, including
other students and your employer, without your written consent, except as may be
required or permitted by the applicable privacy legislation or as described in this
STORAGE AND PROTECTION
Your information will be stored in secure hard copy files [in the Education Department
offices and when applicable, in the Education Department Archives] and in password
protected computer files, which are also protected by a firewall.
The information we will store will include any personal information you have provided
to us, as well as confirmation of payment, completion of program, grades and other
details and will consitute your entire academic record. Your payment information
will be retained for 7 years, and after that, a record of your name, program and
grades will be retained in the ICA Education Department, in secure hard copy and
in password protected computer files, which are also protected by a firewall.
ACCESSING YOUR PERSONAL INFORMATION
If at any time, you wish to access your personal information, to review, correct
or challenge it, you must contact ICA's Privacy Officer in writing (fax and email
You may also request that verification of your attendance or grade be made available
to a third party, such as an employer, or education provider. This information will
be provided only upon written authorization from you.
If you wish to access your academic records, please fill out the
Access to Personal Information Request Form.
If you wish to provide information about your academic record to a third party (another
education facility, or an employer or prospective employer), you must provide written
permission to the ICA Privacy Officer contained in the "Release of Information to
Third Party" section of the Access to Personal Information
If you are inquiring about another individual's academic record, we will not
release ANY information without that person's written consent. Without
consent, we will not verify or divulge registration, attendance, completion of any
programs or any grades. This also applies to current employers.
This policy may be changed at any time. To confirm this is the most current version, contact the ICA Privacy Officer. (This version is dated January 2012).
ICA Privacy Officer: Jo-Ann McQuillan
Phone: 416-482-1369 Ext. 224