This Policy is also designed to help individuals understand how their private information is managed at The Regent Theatre Foundation. (“The Regent”).
If the policies and procedures outlined in this document do not address a specific situation, individuals are expected to contact The Regent’s Privacy and Security Manager for guidance or clarification (see Challenging Compliance section for details).
The Regent is committed to protecting and respecting the personal information of its customers, business partners, and all other entities it interacts with in accordance with PIPEDA. It is The Regent’s intent and the guiding principles of this policy to ensure compliance with PIPEDA requirements.
Breach of security safeguards – means the loss of, unauthorized access to, or unauthorized disclosure of personal information resulting from a breach of security safeguards or from a failure to establish those safeguards.
Personal information – Information about an identifiable individual.
Security safeguards – Security safeguards include the following:
Significant harm – Includes bodily harm, humiliation, damage to reputation or relationships, loss of employment, business or professional opportunities, financial loss, identity theft, negative effects on the credit record, and damage to or loss of property
All definitions sourced from the PIPEDA website reference above.
The Regent is responsible for maintaining and protecting the personal information under its control. Accountability for this function within our organization is held by:
General Manager. (the “Privacy and Security Manager”)
You may obtain the name and contact information for the Privacy and Security Manager by calling The Regent’s general number or emailing at Privacy@TheRegentTheatre.org.
The Regent will identify the purposes for which information is collected at or before the time the information is collected. Generally, The Regent collects information for the following purposes:
In the day-to-day business transactions:
However, there may be other circumstances that require such information to be collected and used.
The Regent collects the following information from individuals during the course of normal commercial activities. The information obtained includes name, and general contact information, levels of interest for our services and topics, and transaction activity with The Regent.
This information is used primarily to determine an individual’s entitlement to The Regent’s services. In addition, this information may be used to:
The Regent routinely collects anonymous, non-personal information through our Web servers. This is information that is not associated with or traced back to a specific individual. Gathered electronically, this information includes the type of Web browser used, and the Internet Protocol address. This information may be used for research and analytical purposes, to examine how the Web site is being used and to determine how it can be improved.
Session cookie – stored temporarily in your computer’s memory. A session cookie is destroyed as soon as you close your browser.
Persistent cookie – a more permanent line of text that gets saved to your hard drive.
We use session cookies on all The Regent Web sites to allow you to gain access to the site. Persistent cookies are used to store your encrypted user ID and password, so that you won’t have to type it in each time that you access our site. A persistent cookie is only set if you click on “Remember my sign-in information.”
In certain circumstances, consent with respect to use or disclosure may be sought after the information has been collected but before use.
The Regent will not, as a condition of supplying our products or services, require you to consent to the collection, use or disclosure of information beyond that required to provide our products or services to you.
The form of consent sought by The Regent may vary, depending upon the circumstances and type of information collected, taking into account the sensitivity of the information.
After having provided consent, an individual has the right to withdraw consent at any time by providing 30 days written notice to The Regent’s Privacy and Security Manager. If your request requires that we delete your registration information, we may no longer be able to provide you with the services or products for which you have subscribed. Cancellation will be subject to the terms and conditions of the subscription or services provided, as applicable.
In limited circumstances, The Regent may use or disclose information without the knowledge or consent of the individual or with the implied consent of the individual, for example, for purposes of debt collection, breaches of agreements, as required by governmental bodies acting with authority, or as authorized or required by applicable legislation.
The Regent does not use information for purposes other than those for which it was collected, except with an individual’s consent or as required or permitted by law. Once information is no longer required to fulfill the identified purposes or other legal requirements, it will be destroyed, deleted or made anonymous.
The Regent sometimes uses the services of external firms to assist us in communicating with individuals (e.g., surveys and mail distribution) or as a means of providing more effective and efficient services to these individuals (e.g., technology support). Our external suppliers are contractually obligated to keep the information confidential, to use the information only for the purpose requested and to destroy the information when it is no longer required.
Customer information is shared with external service providers only to the extent required for the provision of such services. Furthermore, The Regent does not sell information to third-party organizations.
Information is retained only as long as necessary for the fulfillment of the purposes stated in this policy.
Information is kept as accurate, complete and up to date as necessary for the purposes for which it is to be used. Individuals are encouraged to provide updates to their information as changes occur, to enable us to continue to provide services to them.
The information of customers can be reviewed and modified either directly on-line or by contacting our:
Privacy and Security Manager
The Regent Theatre
224 Main Street
Picton, ON K0K 2T0
Information, whatever its form, will be protected by security safeguards appropriate to the sensitivity of the information. The safeguards will protect information against loss or theft, as well as unauthorized access, disclosure, copying, use or modification. The measures of protection include:
An individual may inquire as to the existence, use and disclosure of his or her personal information and may obtain a copy or be given access to that information held at The Regent by submitting a written request to the Privacy and Security Manager at the address below in the Challenging Compliance. Acceptable proof of identification is required before such information is given out. If you feel the information we have about you is inaccurate, you may request that it be reviewed and, if inaccurate, changed, by contacting the Privacy and Security Manager.
Please note access to information may be limited if access would likely reveal personal information about a third party without that third party’s consent.
If access to information is denied, the reasons for doing so shall be provided to the individual upon request. Exceptions may include information that is prohibitively costly to provide; information that contains references to other individuals; information that cannot be disclosed for legal, security or commercial proprietary reasons; and information that is subject to solicitor-client privilege or litigation privilege.
All privacy complaints and access request will be received by the Privacy and Security Manager (see Challenging Compliance section for details). They will be tracked in the PIPEDA LOG. Complaints and access request will be investigated and resolved in a timely manner.
An individual can challenge compliance with the above policy by providing written details of the challenge to the Privacy and Security Manager via:
The Regent shall investigate all complaints. If a complaint is found to be justified, The Regent will take appropriate measures, including, if necessary amending its policies and practices.
When an individual successfully demonstrates the inaccuracy or incompleteness of personal information, The Regent shall amend (by correction, deletion or addition) the information as required. Where appropriate, the amended information shall be transmitted to third parties having access to the information in question.
We continue to review our policies and procedures to assure that they are effective in meeting our commitments to our customers. The Regent reserves the right to change this Privacy Statement without notice at any time and from time to time to comply with applicable local, provincial and federal laws and regulations.
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