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Privacy Policy

At the Institute of Corporate Directors (the ICD), we are committed to protecting the personal information of our members and others who engage with ICD. We support a general policy of openness about how we collect, use, disclose and protect the personal information of our members.

The purpose of this Privacy Policy is to inform you of ICD’s practices related to our collection, use, disclosure and protection of your personal information. By obtaining a membership, applying for a , registering for an event, contacting us or submitting your information to ICD’s Directors Register, or any other service provided by the ICD, you consent to our collection, use, disclosure and protection of your personal information as set out below. This Policy also describes how you can contact the ICD if you have questions about our practices or
accessing or correcting your personal information.

The ICD operates from and within Canada and complies with applicable Canadian privacy laws when handling all personal information. Members and other individuals interacting with us who are located outside Canada should contact us using the information below with any questions about exercising any additional privacy rights provided in their local laws (such as EU GDPR).

Definition of Personal Information

"Personal information" means any information about an identifiable individual and may include, but not limited to, age, gender, contact information, employment history, and payment details. It does not include business information or anonymized data.

When Do We Collect Personal Information?

We collect information when you:

  • Contact us with a question or comment
  • Sign up for an individual or board membership
  • Apply or register for an ICD Education course or webinar
  • Register for a National or Chapter event
  • Set up an ICD Directors Register profile
  • Request board information, custom education, or other inquiries
  • Participate in a one-on one consultation (conversations are not recorded)
  • Submit nominations for the ICD Fellowship Awards
  • Apply for a role at the ICD

Email Communication / Contact us:

When you contact us via email, we collect your email address for future distributions. You can unsubscribe at any time by clicking the “unsubscribe” link included at the bottom of each email, which will result in unsubscribing to all emails from the ICD.

When you contact us with a comment or question you may be asked for information such as your name and email address, along with additional information needed to assist in promptly answering your question or responding to your comment.

The personal information we collect will vary depending on our interactions but may include:

  • Contact information (such as name, preferred name, titles, business/employment affiliation, postal and email address, phone number, or emergency contact information when applicable)
  • Biographical information (such as public directory profile, photograph, and, if volunteered, gender, race, ethnicity, sexual orientation and other demographics)
  • Payment information (such as credit card numbers and expiration dates for the duration of the completion of the transaction)
  • Social insurance numbers (collected when required by the CRA for tax receipt purposes)
  • Education and work experience information (such as employment history and resume information, current company affiliations, and board appointments)

How Do We Use Your Personal Information?

We use your personal information to:

  • Provide and administer beneficial membership service
  • Research, develop, manage, protect and improve our membership services
  • Develop and maintain our relationship and communicate with you
  • Advise you about governance products, education offerings and services that may be of interest to you
  • Invoice and collect payment for our membership services and products
  • Assess eligibility for course admission or scholarships
  • Analyze, develop and deliver marketing and business development initiatives
  • Collect and manage referrals and testimonials
  • Create and display education and graduation ads
  • Perform Directors Register confidential searches
  • Analyze and improve diversity and inclusion initiatives

When Do We Share Your Personal Information?

At the ICD, we are accountable for your personal information. We will not sell, license or trade your personal information to others without your consent.

The ICD uses service providers to assist us in providing products and services to you. These service providers are contractually required to keep your personal information secure and to use it only for the services the ICD has engaged them to perform. Some of these service providers may be located outside your province or Canada. If your information is stored or processed outside your province or Canada it may be subject to law enforcement access in accordance with local laws.

We may share personal information with a third party in the event of a merger or acquisition of the ICD so that you may continue to receive the same membership services and benefits from the new entity or third party.

We may be permitted or required by law to disclose personal information without your consent, such as to comply with court rules or orders, regulatory or law enforcement demands, to conduct investigations or recover debts, or in the event of an emergency.

Your Choices

By providing your personal information, you consent to the collection, use and disclosure of that information as described in this Policy. In certain circumstances, your consent may be sought after the information has been collected but before we use it (for example, when we want to use information for a purpose not previously identified).

You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. Should you wish to do so, please contact us in writing at the address below. We will inform you of any implications of withdrawing your consent, such as where the information is required to continue your membership or otherwise interact with us.

Privacy and ICD Events

Please be advised that during in-person and online events, photographs may be taken and the events may be recorded. Photographs, including biographies, may be published in various media, including print and online, without further notice.

The ICD, our partners and event attendees may also post discussions, pictures and biographies on various social media channels. We also regularly host events that operate under a modified Chatham House Rule – that is that contributions may be published but are not to be attributed to any individual speaker. Invitations to such events will explicitly state that the event is operating under such restrictions, however the ICD is not responsible for personal information posted by event participants.

 

Cookies and similar technologies


Cookies contain data collected from websites that you visit and are stored in the form of a small text file in your browser. Cookies and similar technologies, like pixels, beacons, and web analytics services, provide the ICD with information about your activity on the ICD website and third-party sites and platforms. Cookies and these other technologies save your preferences for a specific website and make browsing online easier. They can also show you relevant ICD ads on the ICD website and third-party websites or other platforms. These technologies collect information about how you use the ICD website, like your browsing activity and which pages you visit, information about your interests and preferences, location, and technical information about the device (including device advertising identifiers), operating system, and web browser you use.
 
The information these technologies collect helps the ICD operate, improve and protect its website and services. We, and third parties we permit, may use these tools to track which of our ads you interact with on our website and on the websites or other platforms of companies who help us advertise. We may use this information for analytics and reporting, to learn more about how you interact with us, and promote our products and services. These technologies may also be used to help us make automated, real-time decisions regarding the security of our website and apps to help us prevent fraud and other unauthorized activities.
 
The browser you use allows you to review cookies and control how they are used. You can configure your browser to accept or delete cookies, either for specific ones or for all cookies. You can also set your browser to ensure it refuses all cookies or have it request your consent every time a cookie is sent to your device. However, these settings could have an impact on your user experience with our online services.
 
To find out how to manage cookies on popular browsers, you can visit the following pages:

Google Chrome
Microsoft Edge
Mozilla Firefox
Apple Safari

Google Analytics

 We use Google Analytics to better understand your use of our website. Google Analytics collects information on user behaviour on our website, which includes how many times a user visits our website, what pages they visit, and where they were referred from. Advertising identifiers for mobile devices are also collected. Google may use the data collected for its own purposes, including to contextualize and personalize the ads of its own advertising network.
 
To learn more about how Google uses data when you visit websites using Google Analytics, click here. You can deactivate the Google Analytics function with a browser add-on, which you can download here.

Google Tag Manager

The ICD uses Google Tag Manager (GTM) to help gather and analyze information about areas visited on the website (such as pages most read, time spent, search terms and other engagement data) to evaluate and improve the user experience and the website. GTM gives you the ability to add and update your own tags for conversion tracking, site analytics, remarketing and more.

By default, GTM does not use cookies as it acts as an intermediary between your website and marketing/analytics tools you have installed. Google Tag Manager does not store any personal data about visitors.

Links to Third Party Websites

There are several places throughout ICD’s website that may link to third party websites that do not operate under ICD’s policies. We are not responsible for the privacy practices of such linked websites.

How We Protect Your Personal Information

The ICD maintains various physical, technical and administrative safeguards to protect your personal information against loss and unauthorized access. ICD also provides increased security for specific information (i.e. payment information and social insurance numbers) through encryption. However, there is risk to all electronic systems and you should not send us sensitive personal information by email or other unsecured channels. Please contact us immediately at PrivacyOfficer@icd.ca if you believe your account credentials or other information have been compromised.

Retention of Your Personal Information

The ICD will retain your personal information for as long as necessary to fulfill the purposes for which it was collected and to comply with applicable laws and regulations. The ICD does not retain your payment information. Your consent to such purposes will remain valid after termination of our relationship with you unless you contact us to modify your choices.

Changes to this Privacy Policy

This Privacy Policy may be updated from time to time. The Privacy Policy posted on the ICD website is the current version and we encourage you to review it periodically.

Accessing or Updating Your Information and Other Inquiries

You can help us maintain the accuracy of your personal information by logging into the member section of our website and updating your profile.

If you have questions about our privacy practices, please contact our Corporate Secretary, who is our appointed Privacy Officer at PrivacyOfficer@icd.ca. Your inquiries are important and will be managed in a timely manner.

Approved by the ICD Board of Directors on November 24, 2021