Privacy Policy

Effective Date: December 1, 2023

The Calgary Total Rewards Network (“CTRN”, “us”, “we”, “our”) is committed to the confidentiality and security of the personal information we hold. Personal information is information about an identifiable individual, either alone or when combined with other information.

CTRN operates the website: https://www.calgarytotalrewards.com and provide our members, non-members, sponsors, and partners with professional development and networking opportunities, courses, events, programs, opportunities and updates in the field of total rewards, and CTRN information (the “Service” or “Services”)

CTRN has developed this privacy policy to be transparent and clear about our privacy practices and to inform our membership, partners, sponsors, and all other users of our Services (“you”, “your”) of our ongoing commitment to the protection of your personal information.

Please read this policy carefully as this policy describes how we collect, use, disclose and safeguard your personal information. By using our Services, you understand and agree to the collection, use and disclosure of your personal information by us, each and every time, in the manner described in this policy.

Collection of Personal Information

CTRN is focused on providing our membership, non-members, sponsors, and partners with quality Services.Throughout your interactions with our Services, we may collect the following types of personal information from you. The table below describes the category of personal information collected, the specific types of personal information collected as well as the purpose and source of collection. The amount and type of personal information that we collect directly from you is limited to that which is necessary to fulfill the purposes identified.

We aim to be as complete and transparent about our collection practices as possible. It may be, however, that certain types of personal information are collected but not listed here. For a comprehensive list of our uses, please see the section on the next page “Use of Personal Information”.

CATEGORY	DESCRIPTION	PURPOSE OF COLLECTION	SOURCE OF COLLECTION
Member Data	First and last name Title (e.g. Dr., Mr., Ms.) Level of education Email / username Password Employer Area of Expertise Phone number(s) Street address Professional designations Affiliations or other memberships	To create your account. To register your membership with CTRN. To process payment with membership registration. To verify your identity. To personalize your experience. To communicate with you, including by mail. As part of our affiliation with WorldatWork (Please note, only first name and last name and email of member will be provided to WorldatWork). To provide you with Services. For membership analytics.	You
Non-Members	First and last name Title (e.g. Dr., Mr., Ms.) Email / username Password Phone number(s) Street address	To create your account. To register you for an event or program and to provide Services. To verify your identity. To personalize your experience. To communicate with you, including by mail.	You
Marketing and Advertising	Your consent to receive marketing and advertising information from CTRN and WorldatWork Your preferences	To send you marketing materials that you agree to receive and that are relevant to your preferences.	You

WorldatWork Affiliation

CTRN has partnered with WorldatWork, a global total rewards association, to provide courses and services to its members at a discounted price.

CTRN shares its members’ contact details (first name, last name, and email address) with WorldatWork for the purpose of marketing and advertising by WorldatWork to CTRN members, which includes but is not limited to receiving communications from WorldatWork about its events and services. CTRN believes this partnership with WorldatWork benefits its members and helps to advance the total rewards community in Calgary and surrounding regions.

CTRN will collect your consent to share your member contact details with WorldatWork when you register to become a member of CTRN. If you do not wish to have your contact information shared with WorldatWork, please reach out to CTRN at contactus@calgarytotalrewards.com for membership options.

For more information on WorldatWork, you may visit WorldatWork’s website at https://www.worldatwork.org/. This is a third-party website, the contents of which are not owned nor operated by us. If you interact with WorldatWork’s website, you acknowledge and agree that it is at your own risk.

Use of Personal Information

CTRN will not use personal information for purposes other than the identified purposes of the Service. As elaborated in the table above, we may use your personal information for various purposes, including to:

·        provide and maintain our Services;

·        notify you about changes to our Services;

·        allow you to participate in interactive features of our Services when you choose to do so;

·        provide customer service and support, administrative messages, resolve disputes, and troubleshoot problems including helping third-party service providers fulfil their functions;

·        gather analysis or valuable information so that we can improve our Services;

·        monitor the usage of our Services, including to detect, prevent and address technical and security issues;

·        fulfill any other purpose for which you provide it, as described in the table above;

·        provide you with notices about your account and/or subscription, including expiration and renewal notices, email-instructions, etc.;

·        provide you with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless you have opted not to receive such information;

·        enforce contractual agreements with you;

·        carry out our obligations and enforce our rights arising from any contracts entered into between you and us, including for billing and collection; and

·        comply with legal, regulatory requirements or other lawful purposes under applicable laws.

Disclosure of Personal Information

CTRN does not sell, rent, or otherwise disclose your personal information for any purpose to any external parties, except as specified below.

Sharing with our Service Providers

We never monetize your data. We may employ third-party service providers (e.g. back-end data analysis, website hosting and support) and individuals in Canada, the United States and elsewhere, to facilitate or provide certain services on our behalf, such as ticketing for events and programs, processing payment of your membership registration with CTRN and programs, website-related services (e.g., without limitation, maintenance services, database management, web analytics and improvement of the Website's features) or to assist us in analyzing how our Service is used.

Your personal information will be kept on our servers or those of our service providers. Our board of directors and those of our service providers who require it for the purposes of their duties will have access to your information when and as required.  

These third parties have access to your personal information only to perform these tasks on our behalf and are contractually bound not to disclose or use it for any other purpose.

Required by Law

CTRN may be required by law to disclose your personal information, such as:

• when we determine, at our sole discretion, that the disclosure of such information is necessary or appropriate to enforce our rights against you or in connection with a breach by you of this policy;
• to investigate or respond to suspected illegal or fraudulent activity or to protect the safety, rights, or property of us, our users, or others;
• to prevent prohibited or illegal activities; or
• when required by any applicable law, rule, regulation, subpoena, or other legal process.

International Transfers

As noted above, CTRN may rely on external service providers who are located in Canada, the United States or other countries. Some personal information collected by CTRN may therefore be retained in countries other than Canada where privacy laws may offer different levels of protection, and personal information may be subject to access by and disclosure to law enforcement agencies in those jurisdictions.

Security Safeguards

We take your privacy very seriously and we are committed to implementing security safeguards that are appropriate to the sensitivity of the personal information we hold. As part of CTRN's commitment to privacy, we take appropriate and reasonable technical, physical, and administrative security measures to safeguard the personal information in our custody and control from such risks as unauthorized access, collection, use, disclosure, copying, modification, disposal or destruction.

This protection includes but is not limited to:

• security in the computer system
• passwords to protect databases
• allowing only designated members of the CTRN's leadership team and delegated individuals to have access to personal information.

It is your responsibility to keep your personal information secure by safeguarding your username and password information. We encourage you to take active measures to protect your account, including by choosing a unique username and password, as well as a strong password on your computer and/or mobile device.

In the unlikely event that we believe that the security of your personal information in our possession or control may have been compromised, we may notify you of that development. If a notification is appropriate, we may notify you by the email address registered to your account.

We will never send email messages to you that request confidential information such as passwords, credit card numbers, or social insurance numbers. Do not act on any such emails as you may compromise your personal information by replying or by following links to a fraudulent website.

Please note that no data transmission over the internet or otherwise can be guaranteed to be completely secure. As a result, while we strive to protect your personal information, we cannot warrant the security of any information you transmit to us, and you do so at your own risk.

If you have a security related concern, please contact us at contactus@calgarytotalrewards.com We will work closely with you to ensure a quick and personal response to your concerns.

Choice/Opt-out Settings

Within the forms/applications, you will be asked to provide your preferred means of contact. CTRN may communicate with you regarding CTRN information and details of upcoming events, programs, courses, or activities.

You may always opt not to disclose certain personal information, which may restrict access to certain features of the Service. At any time, you have the right to withdraw your consent to any information that we have specifically asked for and you may opt out of most email communication from CTRN by clicking the opt-out link at the bottom of our emails, or by contacting us at:

Email: contactus@calgarytotalrewards.com

However, we may still contact you for administrative and technical purposes. Withdrawing consent will not apply to actions we have already taken based on your prior consent.

Retaining Personal Information

We will retain any and all personal information that we are required to retain under any applicable laws and regulations for the full length of time required under those laws and regulations. We may retain de-identified or aggregate information for as long as we deem necessary and in accordance with the terms of this policy.

Correcting or Accessing Your Personal Information

We rely on you to ensure that the personal information you provide is as accurate, complete and up-to-date as necessary for the purposes for which it is intended to be used. You may review and update your personal information by updating your account profile or by contacting us at contactus@calgarytotalrewards.com. You have a right to access your personal information held by CTRN. You also have a right to know if your personal information has been shared with any third parties. To access personal information about yourself held by CTRN, please contact CTRN. The CTRN reserves the right to charge a reasonable fee for copying the requested information. Unless required by law, we may reject requests that are unreasonably repetitive, require disproportionate technical effort, risk the privacy of others, or for other legal basis as the case may be.

Children’s Data

We do not knowingly collect children’s data. Our Services are intended for persons 18 years of age and older and are not directed towards or meant to be used by children. If you think a child may have created an account with us without your consent, you may request the deletion of any information provided to and retained by us by contacting our Privacy Officer.

Changes to Our Privacy Policy

We may update this policy from time to time. Updated versions of CTRN's privacy policy will continue to be posted on this page.

We will let you know via email and/or a notice on our website, prior to the change becoming effective and update “effective date” at the top of this policy. You are advised to review this policy periodically for any changes. Changes to this policy are effective when they are posted on this page.

Privacy Officer Contact

For additional information about this privacy policy, please contact our privacy officer: contactus@calgarytotalrewards.com. The privacy officer is responsible for ensuring compliance with this privacy policy and to address your comments and concerns.

Concerns About Our Privacy Practices

If you have a question or a complaint regarding CTRN's privacy policy, please contact CTRN’s Privacy Officer in writing using the contact information provided above.

If CTRN is unable to resolve the concern, or if there is a further complaint, you have the option to contact the Office of the Information and Privacy Commissioner of Alberta (https://oipc.ab.ca/):

Phone

Toll-Free: 1-888-878-4044

Edmonton office: (780) 422-6860

Calgary office: (403) 297-2728

Email: generalinfo@oipc.ab.ca

Mailing Addresses

Office of the Information and Privacy Commissioner (Edmonton)

#410, 9925 - 109 Street NW Edmonton, AB     T5K 2J8

Office of the Information and Privacy Commissioner (Calgary)

Suite 2460, 801 6 Avenue SW Calgary, AB     T2P 3W2