Privacy policy

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CCDI Privacy Policy

Last updated: February 14, 2025 and effective from that date.

1. Purposes of this Privacy Policy and Scope of Application

The Canadian Centre for Diversity & Inclusion (the “Company”, “CCDI”, “we”, “us”, “our”) collects personal information from our subscribers and individuals who visit our website at www.ccdi.ca ("Website"). This Policy describes how we collect, use, disclose, and protect Personal Information, and individuals’ rights regarding their Personal Information, and reflects our obligations under applicable privacy laws.

For the purposes of this Policy, “Personal Information” refers to any information which about an identifiable individual. This includes information that may directly or indirectly identify an individual. Further, “Employer Partner” refers to companies or organizations that subscribe to CCDI’s services under agreement on behalf of the organization and its employees.

2. Collection of Personal Information

CCDI generally collects Personal Information from you directly, but in some limited circumstances, we may collect the information from third-parties, or generate it ourselves. At all times, we limit the collection of Personal Information to what is required to achieve the purposes described in this Policy, or as otherwise articulated at the time of collection.

For example, we collect Personal Information when you:

• visit the Website;
• request and/or receive our services or products;
• communicate and interact with us or our employees, this includes when you inquire about our services or products;
• create an account or profile on our Website;
• create an account in our Knowledge Repository;
• subscribe to our newsletter;
• apply for a job through our Website;
• register for events (in person or virtual) with CCDI;
• apply for grants (e.g. the Change Maker program); and
• apply for our Canadian Certified Inclusion Professional (“CCIP”) certification.

The types of Personal Information we collect may include:

• Contact and demographic information: First name, last name, preferred pronouns, date of birth, phone number, mailing address, email address;
• Characteristics: Racial identity (equity deserving groups), accommodations, preferences, interests;
• Information about your status: Guardian name, guardian email;
• Employment information of job applicants and CCIP applicants, holders and renewers: Company, job title, career history, past employers, past job titles/positions, past roles/responsibilities, professional experience, references, examination results, current education status, current educational institution;
• CCIP program administration: examination results, participant photos, external assessor contact information;
• Surveys: other information provided through customer surveys.

(a) Cookies and online trackers

Our Website uses cookies to distinguish you from other users of our Website. A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyze web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyze data about web page traffic and improve the website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can can usually modify your browser setting to decline cookies. This may prevent you from taking full advantage of the website.

3. Use of Personal Information

Your Personal Information may be used for the following purposes:

• To provide and improve our Website, products and services, including our Knowledge Repository membership portal;
• For internal record keeping;
• To periodically send promotional email about new products, special offers or other information which we think you may find interesting using the email address which you have provided. You may opt-out of receiving promotional emails at any time by clicking the “unsubscribe” link in the email we send you;
• To contact you for market research purposes;
• To use the information to customize the Website according to your interests;
• To conduct analytical, statistical and research activities;
• To evaluate the suitability of job applicants for a given role;
• To plan and execute in-person and virtual events, including marketing the same;
• To administer and execute our grant programs (e.g. Change Maker);
• For other reasonable purposes that may be identified at the time of collection;
• As otherwise permitted or required by law.

In addition to the purposes described above, we may also use your Personal Information in the context of the CCIP Certification Program for the following purposes:

• Administer the CCIP exam;
• Assess whether you meet the standard requirements to earn the Certification and become a Canadian Certified Inclusion Professional™
• Contact you regarding the Certification and related Services;
• Customize and improve the Certification and collateral products
• Administer the CCIP program
• Communicate with CCIP applicants and holders; and
• Promote the Certification and related Services.

4. Sharing Personal Information

CCDI may transfer or disclose Personal Information for the purposes described in this Policy. We will not sell your Personal Information without your consent. When we disclose Personal Information, it will be handled in accordance with the recipient organization’s privacy policies and the laws applicable to that organization.

CCDI may engage third parties to process Personal Information or perform tasks on our behalf, including website and Software licensors and hosting partners and other parties who assist CCDI in conducting business or serving our clients (“Service Providers”). We transfer Personal Information to Service Providers to carry out these services on our behalf. Our Service Providers are required only process the Personal Information in the course of their duties to us, and to otherwise comply with applicable privacy laws. These Service Providers may be located outside of Quebec, or the rest of Canada. Accordingly, Personal Information will be subject to the laws in the jurisdiction in which they operate.

We may transfer or disclose your CCIP-related information with the Certification team, the Certification Advisory Committee, the CCIP examination provider, your references, and the External Assessor that you have identified, as needed as part of the operations of the Certification. We may disclose your name and Certification status/number on our CCDI Registry and/or to third parties who request confirmation of the status of your Certification. Further, once you have met the requirements for the Certification, we will publish your name and contact information on our online Registry of Canadian Certified Inclusion Professionals™.

At the request of an Employer Partner, CCDI will disclose data related to the Employer Partner’s employees’ use of our platform and services. This may involve disclosing the Employer Partners’ employees’ first name, last name, email address, and usage information from our internal platforms (for example, indicating whether a particular employee has accessed or completed certain resources available in our Knowledge Repository).

We may also disclose Personal Information as permitted or required by law. For example, we may disclose Personal Information in the context of a business transaction.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we do our best to protect your Personal Information, we cannot guarantee the security of your Personal Information transmitted to our Website.

5. Retention of Personal Information

CCDI will retain Personal Information for as long as necessary to fulfill the purposes we collected it for, or to meet any legal or regulatory requirements. At the end of this period, the Personal Information is securely destroyed or anonymized in accordance with applicable laws, in which case it will only be used for serious and legitimate purposes.

6. Protecting Personal Information

We are committed to ensuring that your Personal Information is secure. In order to prevent theft, loss, or unauthorized access or disclosure of Personal Information, we have put in place suitable physical, administrative and technical procedures to safeguard and secure the Personal Information we collect. Such safeguards are tailored based on the sensitivity of the information in question.

7. Your rights

Depending on where you reside, you may have one or more of the following rights relating to your Personal Information. To exercise any of these rights, please contact our Privacy Officer in writing. Before responding to a request, we may need to verify your identity. Upon verifying your identity, we will aim to respond within 30 days.

Right to withdraw consent

Subject to certain exceptions, you may “opt-out” or withdraw your consent at any time to the collection, use, disclosure or any other form of processing of your Personal Information. Please note that if you withdraw your consent to some processing of your Personal Information, we may not be able to provide you with a particular product or service.

Right of access and rectification

You may request access to your Personal Information that we hold, subject to limited exceptions prescribed by law. You may also request that we correct any inaccurate, outdated or incomplete information we may have about you. Clients of CCDI can submit a request for Personal Information disclosure, update, or removal, by clicking HERE.

Right of data portability

You may request to receive computerized personal information that we collected from you in a structured, commonly used and technological format and to have this information transferred directly to “any person or body authorized by law to collect such information.”

Ability to submit complaints or inquiries

If you have any questions or concerns about our handling of Personal Information, compliance with this Policy, or response to your requests, you may file an inquiry or complaint in writing to our Privacy Officer.

8. Links to third party websites

Our Website may contain links to third party websites. We do not control the privacy practices of the operators of those third party sites, and are not responsible for the protection of any information that you provide while visiting such sites. We encourage you to review the privacy policy of any third party sites that you access via our Website.

9. Changes to this Policy

CCDI commits to reviewing, maintaining and publishing this privacy policy. Review will be completed annually. The date of “last update” at this top of this Policy will be updated upon any changes and you will be notified of any significant changes. We encourage you to check back regularly to ensure you are informed of our privacy practices.

10. Contact
Should you have any questions or comments regarding this Policy, please contact our Privacy Officer by email at [email protected] or mail at Privacy Officer, 2 Carlton St. Suite 820, Toronto, ON M5B 1J3.