This Policy Statement has been prepared to affirm RIZEN Lawyer Alliance Inc.’s commitment to maintaining the privacy of its members and others and to inform you of our practices concerning the collection, use and disclosure of personal information provided to the RIZEN. For the purposes of this policy, “Member” means an individual who has been accepted for membership in the RIZEN alliance or who seeks to become a member.
Our obligations apply to anyone who provide services to or on behalf of RIZEN in connection with our delivery of services and information to our Members.
In the event of questions about: (i) access to your personal information; (ii) our collection, use, management or disclosure of personal information; or (iii) this policy; please contact, Lise Patry, President and CEO, RIZEN Lawyers Alliance using the contact form on the website or by calling RIZEN’s central number.
What is personal information?
RIZEN considers “personal information” to mean any information, recorded in any form, about an identified individual or an individual whose identity may be inferred or determined from such information.
For purposes of the RIZEN website, all information posted on a Member’s profile by that Member shall not be subject to any special measures to protect confidentiality as the purpose of registering that profile is to allow it to be published. For any other personal information provided to RIZEN, other than business contact information (e.g. name, title, business address, telephone and fax numbers and e-mail address) will be treated as confidential information of the individual and subject to the applicable privacy laws.
Why RIZEN May Collect Personal Information
RIZEN collects information provided in writing (including via electronic media) or verbally about Members, and does so to fulfil the objectives and mandate of the Alliance, which involves:
- Communicating with and determining the needs of its membership;
- Providing services and information to its Members;
- Managing our relationship with Members;
- Meeting any legal or regulatory requirement; and
- Such other purposes consistent with the foregoing purposes.
How RIZEN Uses Personal Information
RIZEN only collects, uses and discloses personal information for purposes that would be considered reasonable in the circumstances and only such information as is required for the purposes of providing products, services or information to our Members. We use only fair and lawful methods to collect personal information. Our use of personal information is limited to the purposes described in this policy.
When RIZEN May Disclose personal information
As a general rule, all information concerning a Member is held in strict confidence and, except in limited circumstances, is not revealed to anyone unless expressly or implicitly authorized by the Member.
There are circumstances where the use and/or disclosure of personal information may be justified or permitted or where RIZEN is obliged to disclose information without consent. Such circumstances may include:
- Where required by law or by order or requirement of a court, administrative agency or other governmental tribunal;
- Where RIZEN believes, upon reasonable grounds, that it is necessary to protect the rights, privacy, safety or property of an identifiable person or group;
- Where it is necessary to establish or collect fees;
- Where it is necessary to permit RIZEN to pursue available remedies or limit any damages that RIZEN may sustain; or
- Where the information is public.
Where obliged or permitted to disclose information without consent, RIZEN will not disclose more information than is required.
Unless permitted by law, no personal information is collected, without first obtaining the consent of the individual concerned to the collection, use and dissemination of that information. However, we may seek consent to use and disclose personal information after it has been collected in those cases where RIZEN wishes to use the information for a purpose not identified in this policy or not previously identified or for which the individual concerned has not previously consented.
If a Member consents, his/her personal information shall be used for the purposes indicated in this policy statement. If a member does not consent, then his/her personal information shall be used by RIZEN for purposes of communicating with the Member only and shall not be provided to anyone else (e.g. Preferred Suppliers). In the event a Member does not indicate his/her consent, the submission of the information constitutes the consent of an applicant to the use of his or her personal information for these purposes.
If a Member wishes to withdraw his/her consent to have his/her RIZEN membership information disclosed to affiliated organizations, preferred suppliers and other reputable organizations, the Member should contact RIZEN.
The Accuracy and Retention of Personal Information
RIZEN endeavours to ensure that any personal information provided by its Members and in its possession is as accurate, current and complete as necessary for the purposes for which RIZEN uses that information. If we become aware that personal information is inaccurate, incomplete or out of date, RIZEN will revise the personal information and, if necessary, use its best efforts to inform third parties which were provided with inaccurate information so that those third parties may also correct their records. Information about a former member is not actively maintained and, for so long as it is held by RIZEN, RIZEN cannot assure the accuracy of such information.
We keep your personal information only as long as it is required for the reasons it was collected. This period may extend beyond the end of a Member’s relationship with RIZEN but it will be only for so long as it is necessary for us to communicate with you or to have sufficient information to respond to any issues that may arise at a later date. When your personal information is no longer required by RIZEN, we have procedures to destroy, delete, erase or convert it into an anonymous form.
Currently, the principal place in which RIZEN holds personal information is the City of Ottawa.
Protection of Personal Information
RIZEN endeavours to maintain appropriate physical, procedural and technical security with respect to its offices and information storage facilities so as to prevent any loss, misuse, unauthorized access, disclosure, or modification of personal information. This also applies to our disposal or destruction of personal information.
RIZEN further protects personal information by restricting access to it to those employees that the management of RIZEN has determined need to know that information in order that we may provide our products, services or information.
If any employee of RIZEN misuses personal information, this will be considered as a serious offence for which disciplinary action may be taken, up to and including termination of employment. If any individual or organization misuses personal information – provided for the purpose of providing services to or for RIZEN – this will be considered a serious issue for which action may be taken, up to and including termination of any agreement between RIZEN and that individual or organization.
We audit our procedures and security measures from time to time to ensure that they remain effective and appropriate.
Access To Your Personal Information
RIZEN permits the reasonable right of access and review of personal information held by us about a Member and will endeavor to provide the information in question within a reasonable time and no later than 30 days following the request. Where information will not or cannot be disclosed, the individual making the request will be provided with the reasons for non-disclosure.
Further information concerning RIZEN’s access policy and procedures may be obtained by contacting our RIZEN’s main office.
Visiting RIZEN’s Web site
A visitor to RIZEN’s website is not required to reveal any individually identifiable information, such as name, address, or telephone number. Nor is such information collected passively by electronic means. In order to access and use the Members-only portions of the site, members will need to provide certain personal information. Such personal information will only be used for providing services and information to Members.
Information is collected when an individual voluntarily completes an on-line membership application form.
This information is collected, used or disclosed in a manner consistent with this policy statement. E-mail addresses are also collected during the on-line membership application process.
Our web server does not collect visitor information in the form of the visitor’s domain or Internet Protocol (IP) address but does collect information regarding which pages are being accessed.
This information is used internally, only in aggregate form, to better serve visitors by helping us to
- Manage our sites;
- Diagnose any technical problems; and
- Improve the content of our web site.
Following its use, the information collected is not retained but, rather, is discarded in a secure manner.