The Ontario Long Term Care Association - Privacy Policy

Last Updated: March 6, 2014

The Ontario Long Term Care Association (“OLTCA”, “us” or “we”) is concerned about online privacy issues and wants you to be familiar with how we collect, use and disclose any personal information that individually identifies you (e.g. your name, address, phone number, e-mail address).  Personal information means any information about an identifiable individual, but does not include the name or business contact information of an employee of an organization. This Privacy Policy explains our online information practices and the choices you, as a visitor to this website, can make about the collection and use of your personal information. We will only collect, use and disclose your personal information in accordance with this Privacy Policy.

This Privacy Policy is incorporated into and forms part of our Terms of Use, which outline the terms and conditions you agree to when accessing and using this website. By accessing and using this website, you agree and consent to the collection, use and disclosure of your personal information as outlined in this Privacy Policy.

1.  What Personal Information do we collect?

We may collect personal information from you when you voluntarily provide it to us through a number of features available on this website.  For example, we may ask you to provide personal information if you:

- attend any OLTCA educational or other events;
- register as a member of OLTCA, including as  a member home, commercial or affiliate member;
- register for a contest or other promotion;
- subscribe for OLTCA publications, including our weekly email updates;
- register as a user of this website;
- ask to receive online or other information from us;
- otherwise participate in features of our website that ask for personal information.

In addition, if you purchase, register for or otherwise request a product, publication or promotional offering from us, you may be required to provide your contact and/or payment information (such as a credit card number) in order for us to process your request.

You may be given the opportunity to consent to receive future promotional communications from us. If you opt-in to receive such communications, we may use the information to: communicate with you regarding our products, services and promotions; provide you with other information that you request; and/or improve our product and service offerings. You will always have the opportunity to "unsubscribe" from receiving e-mail or other communications at any time.

If you contact one of our service members through this website, we may ask you for personal information such as your name, address, phone number, or e-mail address so that we can respond to your questions or comments.

2.  How do we use personal information that we collect?

Your participation in any of these activities is voluntary and we will only use the personal information you provide for the purposes for which it was collected.  For example, we may use the personal information you provide to: respond to your questions or comments; administer our promotions and sites; fulfill your request, registration, subscription or order; and/or to otherwise provide or improve our products and services. Specifically, we may use your personal information in connection with the following OLTCA initiatives:

- OLTCA awards and bursaries
- Our online and other publications
- Member records and communications
- Speakers/presenters for OLTCA events
- Online registration
- Elected representatives contact information
- Product and services purchases
- Surveys and data collection, including the compilation of a directory that is made available electronically to other OTLCA members.

We will not send you any online newsletters or similar e-mail communications unless you expressly consent to receive such a communications from us. We may, however, send you notices of changes to our Privacy Policy.

3.  How do we share personal information?

Except as described below, we do not sell, transfer or otherwise disclose to third parties the personal information we collect on this website.  At times we may share personal information with third party vendors, consultants, business partners and other service providers (“Third Party Providers”) that perform services on our behalf, in order to carry out their work for us, which may include hosting our Site, identifying and serving advertisements, providing fraud detection services or providing analytics services. These entities may use the information solely in conjunction with the specific promotion services they provide for us (e.g. fulfillment of an order; responding to your question or comment; deployment of a consumer survey; investigation of a complaint).

Any Third Party Providers that have access to personal information are chosen carefully by us and are required to have privacy and security standards that meet our requirements. We uses contracts and other measures with our Third Party Providers to maintain the confidentiality and security of users’ personal information and to prevent personal information from being used for any other purpose, including for any advertising or other commercial purposes.  However, you should know that Third Party Providers performing services on our behalf may store, transfer and process personal information on servers located outside of Canada, in jurisdictions (including the United States) whose data protection laws differ from those of Canada. As a result, personal information may be subject to access requests from governments, courts, or law enforcement in those jurisdictions according to laws in those jurisdictions.  For example, information may be shared in response to valid demands or requests from government authorities, courts and law enforcement officials in those countries. Subject to applicable laws in such other jurisdictions, we will use reasonable efforts to ensure that appropriate protections are in place to require our Third Party Providers to maintain protections on personal information that are equivalent to those that apply in Canada.

We may also transfer any personal information we have about you in the event that we sell or transfer all or a portion of our business or assets to a third party.

Lastly, we may disclose any personal information as needed if such information is requested by law enforcement agencies or if we are requested to do so by law, regulation, court order, or by a government entity. We may also disclose your personal information to third parties if we have reason to believe that disclosing such information is necessary to: (i) conduct investigations of possible breaches of law; (ii) cooperate in any legal investigation; (iii) reporting to legal authorities or government entities or as otherwise required by law; (iv) identify, contact, or bring legal action against someone who may be violating the Terms of Use of this website; or (v) to protect our rights, privacy, safety or property.  Lastly, we may disclose your personal information for any other purpose to which you consent.

4.  How do we gather data by automatic means?

Sometimes we use cookie technology, web beacons and other similar devices on this website to enhance functionality and navigation for our visitors. Information tracked through these mechanisms includes, but is not limited to: (i) your IP address; (ii) the type of web browser and operating system being used; (iii) the pages of the website a user visits; and (iv) other websites a user visited before visiting this website. If you wish to disable cookies, refer to your browser help menu to learn how to disable cookies. Please note that if you disable cookies, you may be unable to access some customized features on this website. Cookies do not collect or contain your personal information.

Internet tags, graphic tags and similar web beacon type functions allow us to count the number of users who have visited a particular web page or to access certain cookies. We may use web beacons on this website to count users and to recognize users by accessing our cookies. Being able to access our cookies allows us to personalize this website and improve your experience at this website. We may also include web beacons in HTML-formatted e-mail messages that we send to determine which e-mail messages were opened. Like cookies, web beacons do not collect or contain your personal information.

5.  Links to other websites

This website may contain links to the websites of our subsidiaries and affiliates, and to websites that are independently owned and operated by third parties. These other websites may have their own privacy policies and are not governed by this Privacy Policy. We are not responsible for the privacy practices or the content of any website(s) owned and operated by any such subsidiaries, affiliates or third parties. Other websites may collect and treat information collected differently, so we encourage you to carefully read and review the privacy policy for each website you visit.

6.  Discussion board

If you use chat rooms and message/discussion boards that may be available on this website, you should know that when you voluntarily disclose your personal information on a message/discussion board, chat or other interactive area where personal information can be posted, the information can be collected and used by other internet users. This may result in unsolicited messages from other posters or parties. We undertake no obligations as to the security of information you voluntarily post in chat rooms and/or on message/discussion boards. Please do not post any personal information of any third parties (including any residents, your employees, consultants, volunteers, etc.) if you chose to use chat rooms/discussion boards.

7.  How We Protect Personal Information


The security of your personal information is important to us. We maintain administrative, technical and physical safeguards (appropriate to the sensitivity of such information) designed to protect against unauthorized use, disclosure or access of the personal information we collect on this website.  Unfortunately, no data transmission over the internet can be guaranteed to be 100% secure.  As a result, while we are committed to protecting your personal information, we cannot ensure or warrant the security of any information you provide to us.  All third parties that obtain personal information from us (e.g. service providers that perform functions on our behalf) are contractually required to protect your confidentiality and personal information in a manner consistent with this policy, and/or as required by law.

As indicated earlier, some or all of the personal information we collect may be stored or processed on servers located outside your jurisdiction of residence, whose data protection laws may differ from the jurisdiction in which you live. As a result, this information may be subject to access requests from governments, courts, or law enforcement in those jurisdictions according to laws in those jurisdictions.  Subject to applicable laws in such other jurisdictions, we will use reasonable efforts to ensure that appropriate protections are in place to require the data processor in that country to maintain protections on the personal information that are equivalent to those that apply in the country in which you live.

8.  Our retention of your personal information

OLTCA has established a retention period for all personal information collected. We and our Third Party Providers will only keep your personal information on our records so long as it is needed for its identified purposes, or as required by law.

9.  Marketing information

By registering as a member of OLTCA, you consent to receive non-promotional messages regarding your OLTCA account, such as technical notices.  If you wish to receive marketing materials from us, we will ask you to opt-in at the time of registration.  You can always later opt-out by contacting OLTCA support at privacy@oltca.com or by clicking the “unsubscribe” section at the bottom of the marketing message. If you ever have any questions regarding email profiles and subscriptions, please contact OLTCA support.

We may use or share certain disaggregated information with online advertising networks or similar third party vendors that display ads through the Site, or to our users. Typically, the information we share is provided through cookies or similar technologies and is used to recognize the device or browser you are using. We or the online advertising networks use this information to make the advertisements you see online more relevant to your interests.

10.  Access to your information

In compliance with Canadian privacy law, OLTCA supports your right to access personal information that we have collected about you. To make a request for access to your personal information we have on file, please contact our Privacy Officer at privacyofficer@oltca.com.  Please note that complete access cannot be guaranteed due to certain legal restrictions to your right to access. For example, you will not have access to files that contain information about other Users or information that is confidential to us. If you are denied access, we will notify you of the reason and of any recourse available to you. OLTCA will also endeavour to provide you with the factual information that pertains to you and is contained in those files.

11.  Changes to this Privacy Policy

This Privacy Policy is OLTCA’s privacy commitment to you with respect to the OLTCA Services. If you have questions about this Privacy Policy, please contact our Privacy Officer as described in Section 12 below.  OLTCA reserves the right to change this Privacy Policy at any time without specific notice or obligation to you.  If we make changes to this Privacy Policy, we will change the "Last Updated" date above and will post the updated Privacy Policy on this page. We may also provide other methods of notice or request your consent depending on the circumstances.

Any changes will be effective immediately upon the posting of the revised Privacy Policy.  However, OLTCA will not use your personal information in a manner materially different than what was stated at the time it was collected without your consent. Your continued access to, or use of, the OLTCA Services after any such changes constitutes your acceptance of the Privacy Policy as revised.

12.  How to contact us

We welcome your feedback. If you have questions, comments or concerns about our Privacy Policy, or would like to do any of the following: (i) see personal information that you have already sent us so that you can correct or update it or delete your personal information from our files; (ii) ask that we not send you mailings or otherwise contact you; or (iii) report any violation of this Privacy Policy, please contact us at privacyofficer@oltca.com.