NOTA respects your right to privacy. This policy summarizes what personally identifiable information we may collect, and how we might use this information. This policy also describes other important topics relating to your privacy.
NOTA General Policy on Privacy
Protecting the privacy and confidentiality of our members’ and employees’ personal information has always been an important aspect of NOTA’s operations. Recently, fundamental privacy principles and their corresponding obligations have become law throughout Canada. To this end, NOTA has created a Privacy Code to inform people of its commitment to, and policy on, privacy.
It is the responsibility of all NOTA members and employees to follow our Privacy Code and related policies when collecting and handling the personal information of NOTA members or employees.
Personal information is defined as any piece of information, either factual or subjective, about an identifiable individual. Personal Information does not include the name, title, business address or telephone number of an employee of an organization.
It is NOTA policy that NOTA obtain an individual’s consent when a NOTA employee or website collects, uses or discloses personal information. NOTA will also inform its members and employees of the purpose for the collection, use and disclosure of personal information.
NOTA respects your right to privacy and is committed to the protection of your personal information. This policy summarizes what personally identifiable information we may collect, how we might use it and to whom we may disclose it to. This policy also describes other important topics relating to your privacy.
NOTA will only collect personally identifiable information (such as name, address, telephone number, or e-mail address) that you voluntarily provide through our Web site or e-mail correspondence.
Use and Disclosure of Information
Before we collect any personally identifiable information, we will identify the purpose for our collection, use and any possible disclosure of your personal information.
For instance, the information you supply will be used by NOTA to respond to your inquiries, supply you with requested information on NOTA polices.
NOTA will seek your consent to use your personal information at the time of collection or in advance. Consent may be expressed in writing, or implied, and in some cases may be provided verbally or electronically. It may also be necessary, if required by law or if pertinent to judicial or governmental investigations, to release your personally identifiable information.
If you have subscribed to electronic newsletters and you wish to unsubscribe, you may click the unsubscribe link that appears at the bottom of every email.
If you have submitted personal information to NOTA electronically and would like to have it removed or modified, any questions or issues, please contact our Email Us or write to:
NOTA Party Headquarters, 1048 Springwater Crescent, Mississauga, Ontario, L5V 1G4
Please note that should you choose not to provide NOTA with the necessary personal information, NOTA may be unable to service your request for NOTA information. We will use all reasonable efforts to comply with your request.
For further information on NOTA’s commitment to protecting your personal information, please view NOTA’s Privacy Code.
Children and Parents
NOTA does not intend to collect personally identifiable information from children under age 18 without permission of the child’s parent or legal guardian. Children under the age of 18 should submit personally identifiable information to NOTA only with the explicit permission of their parent or legal guardian. Where appropriate, NOTA will instruct children not to submit personal information. If your child has submitted personal information and you would like to request that such information be removed, you may do so as indicated above and NOTA will use reasonable efforts to comply with your request.
Other Important Information
The NOTA Web site may contain links to other sites. We do not endorse or otherwise accept responsibility for the content or privacy policies of those sites. Additionally, some of our Web pages may contain
“cookies,” which are data that may be sent to your Web browser and stored on your computer. This allows our server to “recognize” you when you visit our Web site in the future. These cookies do not contain personally identifying information. Most Web browsers can be configured to not accept cookies, or to notify you if a cookie is sent to you.
NOTA’s Privacy Code
The NOTA Privacy Code is a formal statement of the principles and guidelines concerning the requirements for the protection of personal information provided to NOTA by its members and employees. NOTA strives to provide its members with the best service possible. This means handling your personal information fairly and honestly.
The purpose of the NOTA Code is to provide responsible and transparent practices in its management of personal information in keeping with applicable legislation. It tells you how we protect your privacy and the confidentiality of your personal information.
Personal Information is any piece of information, either factual or subjective, about an identifiable individual. Personal Information does not include the name, title, business address or telephone number of an employee of an organization.
The 10 Principles of Privacy
The following principles, developed by the Canadian Standards Association, form the basis of NOTA’s fair information practices and outline NOTA’s commitment to protecting your privacy.
Every NOTA employee is responsible for maintaining the confidentiality of all information to which they have access. Our employees are informed about the importance of privacy and receive ongoing updates on privacy related policies.
In addition to establishing the Privacy Code, we have appointed a Chief Privacy Officer who is responsible for overseeing the personal information handling practices at NOTA and ensuring we compliant with our Privacy Code and related policies.
Identifying Purposes: Why We Collect Information
Should we need to collect personal information from you, we will identify the purpose for the collection at or before the time we collect it. We will only collect the information needed to fulfill the purpose we have identified and for no other purpose. If we wish to use your information for any other purpose, we will obtain your consent.
We ask for your personal information in order to meet your needs, as well as to establish a lasting relationship with you.
The information we ask for depends on what you require from NOTA. For example, we may request your personal information to:
- information that you have requested,
- provide you with a specified answer,
- better understand your needs,
- provide you with information and services,
- comply with law.
NOTA seeks your consent to collect, use or disclose your personal information at the time of collection or in advance. We have taken steps to ensure that our language is clear and understandable so that you know why we are collecting your information and how we will use it. Please note that under certain legal and medical circumstances it may be impossible or impractical to obtain an individual’s consent.
Consent may be expressed in writing or it may be implied in the circumstances. In addition to writing, your consent may also be expressed verbally or electronically.
In deciding what form of consent is appropriate, we will consider the type of personal information we need, its use, any necessary disclosures, the type of customer contact that is involved and applicable legislation.
In general, you can choose not to provide us with some or all your personal information at any time. However, should you make this choice we may not be able to provide you with service or information that you requested or that could be offered to you. Upon request we will explain your options of refusing or withdrawing consent to the collection, use, and disclosure of your personal information.
NOTA does not collect personal information indiscriminately. Rather, we limit our collection of personal information to only what is necessary for the purpose we have identified. We employ fair and lawful means in the collection of personal information.
Limiting Use, Disclosure and Retention Accuracy
NOTA will use or disclose your personal information for the purpose for which it was collected, except with the consent of the individual or as required by law.
There are some instances in which we may be required to disclose your personal information as part of NOTA conducting its business in the ordinary course; this includes, when we hire other organizations to provide support services, we will require them to conform to our privacy standards.
We will retain personal information only for as long as required to fulfil the identified purpose. Once your personal information is no longer required, it will be destroyed or made anonymous.
NOTA, we endeavour to keep our personal information holdings complete, up-to-date and accurate. While we do our best to ensure our information is accurate, we do rely on individuals to inform us of any relevant changes in their personal information.
Should you discover, upon review of your personal information, that amendments are required, please advise us. If the requested change is accepted, the personal information will be modified in accordance with your request as soon as possible and you will receive a copy of the amended portion of the record.
When a correction or amendment has been made to a personal record, NOTA will, where appropriate, send a copy of the correction to any persons or organizations that have access to the information in question.
If the requested change is not accepted, you will be notified in writing that the change will not be made. You will be given an opportunity to submit a statement concerning the dispute which will be maintained along with the disputed information for as long as we retain that information. Where appropriate, third parties who have received the disputed information will also receive a copy of the statement of dispute.
Safeguards: Protecting Your Information
We employ appropriate safeguards to make certain that your personal information is protected from loss or theft as well as from unauthorized access or disclosure.
NOTA may employ other companies to provide services to you on our behalf, such as data processing or records retention. When this occurs, we have contracts in place to ensure your personal information is protected by the same high standards that govern NOTA’s information handling practices.
The nature of the safeguards and level of protection will depend on the sensitivity of the information in question and incorporates physical security measures (locked doors and file cabinets), organizational controls (visitor sign in and employee identification cards), and technological tools (computer passwords and encryption).
NOTA audits its security measures to ensure our practices conform with our Code and related privacy policies.
Openness: Keeping You Informed
We have prepared this Privacy Code to keep you informed of our commitment to protecting your personal information. It is available to the public in paper form at the address set out below and in electronic form by E-mail.
NOTA will provide you with access to the information it retains about you upon receipt of a written request and satisfactory identification.
Upon written request and satisfactory identification, we will also correct or amend any personal information if its accuracy and completeness is found to be deficient.
There are some instances where NOTA will not be able to provide an individual with the requested information. Some of these instances include where the information:
- consists of references to other persons that cannot be otherwise severed,
- is subject to solicitor–client privilege,
- contains confidential NOTA proprietary information,
- has already been destroyed due to legal requirements or because it was no longer needed for the identified purpose.
If NOTA is unable to provide you with the information you have requested, the reason for the refusal will be explained in writing.
If you have any questions or concerns about the privacy of your personal information or our Privacy Code, please contact by Email. In most cases, an issue may be resolved informally by telling us your concern and discussing it with us.
You may at any time initiate a formal privacy inquiry by contacting by Email and providing the necessary information to complete our Request for Information Form. The information you provide to us on this form will be collected, used or disclosed solely for the purpose of resolving your question or concern.
Once your written request form is received, our Chief Privacy Officer will promptly initiate an investigation and respond to your concern in writing.
If the issue is still not satisfactorily resolved, we will provide information on other complaint procedures that may be available to you.