AMTPA Privacy Policy

Updated: May 16, 2024

Purpose

The purpose of this Privacy Policy is to govern the collection, use and disclosure of Personal Information by the Alberta Municipal Tax Professionals Association (AMTPA) and set out the AMTPA’s privacy practices with respect to Personal Information.

This Privacy Policy is intended to ensure that employees, board members, directors, members, volunteers, sponsors, vendors, visitors to the AMTPA’s website, and any other person that may interact with the AMTPA understands how Personal Information may be collected, used, and disclosed by the AMTPA.

Scope

This Privacy Policy establishes the AMTPA’s policies and procedures with respect to all Personal Information collected, used, and disclosed by the AMTPA. This Privacy Policy applies to the AMTPA and any person providing services on our behalf. More specifically, this Privacy Policy applies to all the Personal Information collected, used and disclosed by the AMTPA respecting employees, board members, directors, members, sponsors, vendors, any person that accesses the AMTPA’s website, and any other person that utilizes any services provided by the AMTPA.

The AMTPA website may contain links to third party websites, applications and services. The information practices or the content of such other websites are governed by the privacy statements and policies of those websites. The AMTPA encourages you to review the privacy statements and policies of those websites to understand their information practices.

A copy of this Privacy Policy is available on the AMTPA’s website and may be provided to any person on request.

Policy

The AMTPA is committed to safeguarding the Personal Information of employees, board members, directors, members, volunteers, sponsors, vendors, visitors to the AMTPA’s website, and any other person that interacts with the AMTPA. The AMTPA manages Personal Information in accordance with all applicable information and privacy laws, including Alberta’s Personal Information Protection Act where the AMTPA, as a non-profit organization, is collecting, using or disclosing personal information in connection with a commercial activity.

Personal Information

“Personal Information” means information about an identifiable individual. This includes an individual’s name, home address and phone number, age, sex, marital or family status, an identifying number, financial information, educational history, etc.

Collection of Personal Information

The AMTPA only collects the amount and type of Personal Information that is necessary for the purposes of which the Personal Information is collected.

The AMTPA typically only collects Personal Information about you directly from you. The AMTPA may collect your Personal Information from other persons with your consent or as authorized by law.

We will inform you, before or at the time of collecting Personal Information, of the purposes for which we are collecting your Personal Information. We will inform you of any new purpose for which your Personal Information will be used or disclosed, if the purpose changes from the time of initial collection, and seek your consent for such use or disclosure. The only time the AMTPA will not provide this notification is when Personal Information is voluntarily provided for a clear purpose (for example, producing a credit card to pay a membership fee when the information will be used only to process the payment).

Below are general examples of the type of Personal Information that the AMTPA may collect, depending on your relationship with the AMTPA. These are general examples to help you understand the type of Personal Information the AMTPA collects, and is not intended to be a comprehensive list.

Personal Information of Members, Sponsors, Vendors
The following list includes, but is not limited to, the Personal Information that may be collected by the AMTPA respecting members, sponsors or vendors:
• contact information, including name, home address, telephone number and email address;
• basic employment information, including employer and job title; and
• credit card or other financial information.

Personal Information is collected from members, sponsors or vendors for purposes of:

• delivery of requested products and services, including AMTPA membership;

• registration in an event or webinar;

• facilitating the making of donations, gifts and sponsorships;

• fundraising and marketing;

• providing information about the activities of the AMTPA; and

• compliance with legal and regulatory requirements.

• Personal Information of Employees, Board Members, Directors and Volunteers

The following list includes, but is not limited to, the Personal Information that may be collected by the AMTPA respecting employees, board members, directors and volunteers:

• contact information, including name, home address, telephone number, and email address;

• social insurance number (for paid employees only);

• criminal background checks;

• employment or volunteer information, including resume (which may include educational background, work history and references), reference information and interview notes, letters of offer and acceptance of employment, policy acknowledgment forms, background verification information, workplace performance evaluations, emergency contacts, etc.;

• benefit information, including forms relating to applications or changes to health and insurance benefits including medical and dental care, life insurance, short and long-term disability (for paid employees only); and

• financial information, including pay cheque deposit information and tax-related information (for paid employees only).

Personal Information of employees, board members, directors or volunteers is collected for purposes of establishing, managing or terminating the relationship between the AMTPA and the employee, board member, director or volunteer, including:

• determining eligibility, including verifying qualifications and references;

• establishing training and development requirements;

• assessing performance and managing performance issues, when they arise;

• administering pay and benefits (paid employees only);

• processing employee work-related claims (e.g. benefits, workers’ compensation, insurance claims) (paid employees only);

• complying with requirements of funding bodies (e.g. grants); and

• complying with applicable laws

• Personal Information of Visitors to Website

Visitors to the AMTPA’s website might include employees, board members, directors, members, volunteers, sponsors, vendors and other individuals.

AMTPA’s website may require the use of Cookies. Where the use of Cookies is required, the AMTPA’s website will seek your consent prior to doing so.

The following list includes, but is not limited to, the Personal Information that may be collected by the AMTPA respecting visitors to the AMTPA’s website:

• the name of the visitor’s internet service provider;

• the website used to link to the AMTPA’s website;

• the websites visited from the AMTPA’s website; and

• the visitor’s IP address.

Personal Information of visitors to the AMTPA’s website is collected for purposes of:

• administering the AMTPA’s website more effectively; and

• gathering broad demographic information about what locations and domains visitors come from and their behavior on the AMTPA’s website.

When a visitor uses the AMTPA’s website, data about such use is stored on third party servers outside Canada AWS in Virginia, USA.

Consent

We ask for consent to collect, use or disclose the Personal Information of employees, board members, directors, members, volunteers, sponsors and vendors, except in specific circumstances where collection, use or disclosure without consent is authorized or required by law. Consent may be implied in cases where you provide information for an obvious purpose (for example, becoming a member, registration for an event, subscribing to our Newsletter, etc.).

We ask for your express consent for some purposes and may not be able to provide certain services if you are unwilling to provide consent to the collection, use or disclosure of certain Personal Information. Where express consent is needed, we will normally ask persons to provide their consent in writing.

Withdrawal of Consent

A person may withdraw or vary consent to the collection, use and disclosure of Personal Information at any time, upon reasonable notice to the AMTPA, unless the Personal Information is necessary for us to fulfil our legal obligations.

Upon receipt of notice of your withdrawal of consent, we will inform you of the likely consequences of withdrawing or varying your consent, unless the likely consequences of withdrawing or varying your consent are reasonably obvious. We will respect your decision, but we may not be able to provide you with certain services if we do not have the necessary Personal Information.

Members of the AMTPA can choose what information is shared with other members through the Profile settings in their AMTPA account.

Subscribers to the AMTPA’s newsletter or other email communications can unsubscribe from those communications by following the “unsubscribe” instructions on all electronic communications from the AMTPA.

Use and disclosure of Personal Information

We use and disclose Personal Information only for the purposes for which the information was collected, where you have consented to the use or disclosure, or where otherwise authorized by law.

If we wish to use or disclose your Personal Information for any new business purpose, we will ask for your consent. We may not seek consent if the use or disclosure of information is otherwise authorized by law.

The Personal Information of visitors to the AMTPA’s website may also be provided to third party agents or service providers for storage, and for purposes of facilitating advertising and collecting information respecting the visitor’s use of the AMTPA’s website.

The AMTPA does not trade, rent or sell any Personal Information to third parties.

Safeguarding Personal Information

We protect Personal Information in a manner appropriate for the sensitivity of the information. We make every reasonable effort to prevent any loss, misuse, disclosure or modification of Personal Information, as well as any unauthorized access to Personal Information.

Specifically, access to systems, applications and the collected data is restricted to authorized personnel only. Further, the AMTPA uses password protocols and secure websites to protect Personal Information. The AMTPA’s digital security software is routinely updated for the protection of Personal Information.

Print records containing Personal Information are secured within the premises where they are stored.

Where the AMTPA chooses to retain third party service providers to conduct activities on behalf of the AMTPA, the AMTPA takes all reasonable precautions to ensure that third party service providers are compliant with applicable privacy legislation.

The AMTPA uses appropriate security measures when destroying Personal Information, including shredding paper records and permanently deleting electronic records.

We retain Personal Information only as long as is reasonable to fulfil the purposes for which the information was collected or for legal or business purposes.

We will notify the Office of the Information and Privacy Commissioner of Alberta, without delay, of any incident involving the loss of or unauthorized access to or disclosure of Personal Information in relation to a commercial activity if it creates a real risk of significant harm to individuals as a result of the loss or unauthorized access or disclosure.

Requests for Correction of Personal Information

We make every reasonable effort to ensure that Personal Information is accurate and complete.

We ask individuals to notify us if there is a change to their Personal Information that may affect their relationship with the AMTPA. If you are aware of an error in our information about you, please let us know and we will correct it on request wherever possible.

The Personal Information Protection Act permits individuals to submit written requests to us to correct errors or omissions in their Personal Information that is in our custody or control.

Access to records containing Personal Information

Individuals have a right to access their own Personal Information in a record that is in the custody or under the control of the AMTPA, subject to some exceptions. For example, organizations are required under the Personal Information Protection Act to refuse to provide access to information that would reveal Personal Information about another individual.

If we refuse a request in whole or in part, we will provide the reasons for the refusal. In some cases where exceptions to access apply, we may withhold that information and provide you with the remainder of the record.

You may make a request for access to your Personal Information in writing to the AMTPA. You must provide sufficient information in your request to allow us to identify the information you are seeking.

You may also request information about our use of your Personal Information and any disclosure of that information to persons outside of the AMTPA.

Where access to Personal Information is subject to the Personal Information Protection Act, the AMTPA may charge a reasonable fee to provide information, which you will be advised of prior to the processing of your request.

Questions and complaints

If you have a question or concern about any collection, use or disclosure of Personal Information by AMTPA, or about a request for access to your own Personal Information, please contact the Executive Assistant at info@amtpa.ca

If you are not satisfied with the response you receive, you should contact the Information and Privacy Commissioner of Alberta:

Office of the Information and Privacy Commissioner of Alberta

#410, 9925 109 Street NW

Edmonton, AB T5K 2J8

Phone: 780-422-6860 Toll Free: 1-888-878-4044

Email: generalinfo@oipc.ab.ca Website: www.oipc.ab.ca