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SUMMER COMPANY PRIVACY POLICY

Protecting Personal Information

The Ministry of Economic Development, Job Creation and Trade (the “Ministry”) have adopted the following Privacy Policy (the “Policy”) and practices for the collection, use and disclosure of personal information that is provided by all applications submitted through the Summer Company Program (the “Program”). The purpose of this Policy is to explain how the Ministry safeguards the personal information provided in connection with the Program. The Ministry is also subject to the Freedom of Information and Protection of Privacy Act, 1990 (“FIPPA”), which governs the collection, use, and disclosure of personal information by the Ministry.

The Ministry has the right to change this Policy at any time without notice.

Policy Principles

Collection

• (a) The Ministry collects personal information related to the Program under the authority of the Ministry of Economic Development and Trade Act.
• (b) The principal purposes of collecting this information are administering, promoting and advertising the Program.
• (c) If you have questions about the collection of personal information related to the Program, please contact the Freedom of Information Co-ordinator, whose contact information is at the bottom of this Policy.

1. Accountability

• (a) The Ministry is responsible for the protection of Personal Information under its custodianship and control, in accordance with FIPPA and this Policy..
• (b) The Ministry has designated the Freedom of Information Co-ordinator with the responsibility of ensuring its compliance with this Policy and all applicable privacy laws, and of answering all questions and requests regarding the collection, use and disclosure of Personal Information.
• (c) All Ministry employees shall limit access to Personal Information to those individuals who have a need to know such information as necessary to administer the Program.
• (d) The Program’s Web Site may contain links to other web sites. The Ministry is not responsible for the privacy practices of other web sites. This Policy applies solely to information collected by the Ministry in connection with the Program.

2. Consent

• (a) Personal Information will be kept strictly confidential except where the Program will use the applicant’s name, image and comments on Ministry promotional materials and Ministry sites. The Ministry will request applicants’ consent for the promotional use of their image or comments prior to taking the photos or collecting any comments. If consent is provided, the applicant waives any right to inspect or approve the finished media communications.
• (b) The applicant or his/her guarantor may withdraw his/her consent to the collection, use (including use on promotional materials) or disclosure of his/her personal information at any time, on reasonable notice. Withdrawing consent may result in withdrawal from the Program.
• (c) In the event that the applicant or his/her guarantor withdraws his/her consent, the Ministry will erase all of the applicant’s or guarantor’s Personal Information from the Program information bank, unless there is an overriding legal requirement to retain the information.

3. Limiting Use, Disclosure, and Retention

• (a) The Ministry does not use or disclose Personal Information for purposes other than those for which it was collected, except with the express consent of the applicant or his/her guarantor, or as required or permitted by law.
• (b) The Ministry retains Personal Information as long as necessary to fulfil the Program’s requirements, or as required by law.

4. Accuracy

• (a) The Ministry ensures, to the best of its ability, that Personal Information in its custody is accurate, complete and up-to-date.
• (b) To request a correction to one’s own Personal Information after the completion of a Program Cycle, contact the Freedom of Information Co-ordinator.

5. Safeguards

The Ministry protects Personal Information in its custody by the following safeguards:

• (a) Physical (e.g. locked filing cabinets, restricted access, appropriate disposal of personal information)
• (b) Organizational (e.g. security clearances, access only on a "need to know" basis, employee training)
• (c) Technological (e.g. passwords, data encryption)

6. Openness

The Ministry may make available, upon a request in writing or by e-mail to the Freedom of Information Co-ordinator, the following information:

• (a) a description of the type of Personal Information held by the Ministry, including a general account of its use, and
• (b) What Personal Information is made available to other organizations.

7. Individual Access

• (a) After the completion of a Program Cycle, a participant or his/her guarantor cannot access his/her Personal Information via the Web Site. All requests for access to one’s own Personal Information must therefore be submitted to the Freedom of Information Co-ordinator as described below.
• (b) Access requests are governed by FIPPA and access is subject to the limits and exceptions outlined in FIPPA.
• (c) The Ministry will normally respond to the requester within 30 days after receiving a request.
• (d) The Ministry may, however, extend the thirty day time limit in certain circumstances.
• (e) A participant or his/her guarantor may request a correction of his/her Personal Information where the individual believes there is an error.

8. Requests, Questions and Complaints

Please contact the Freedom of Information Co-ordinator in writing or by e-mail at the address below if:

• (a) You have any questions or complaints about the Ministry’s privacy policies and practices;
• (b) You wish to request access to or a correction of your Personal Information;