Protecting your privacy and the confidentiality of your information -- over the
Internet, on the telephone, or through our offices - has always been fundamental to the
way we do business at the Urban Development Institute (UDI). We operate on the basis
of a Privacy Policy that guides the handling of the personal information we collect. We
have created this policy in order to demonstrate our commitment to protecting the privacy
of our members, partners and potential web site visitors. This policy is consistent with the
Canadian Standards Association Model Code for the Protection of Personal Information
(herein “CSA Model Code”) and applicable privacy legislation. UDI reserves the right to
change this policy and it may be updated periodically. These changes may affect our use
of your personal information. Please check for changes regularly.
UDI seeks consent for all personal information we collect, use and / or disclose prior to,
or at the time of, collection. If you have voluntarily provided information, you have
consented to the collection, use and / or limited disclosure of your personally identifiable
information as described in this privacy policy. As required by law, we will not use your
personal information for any purpose other than that for which you have consented.
Should we require personal information for a new purpose, we will contact you to seek
consent for that new use.
Limits for Collecting, Using, Disclosing and Keeping Personal Information
We do not collect, use or disclose personal information of individuals except when you
give consent and provide the information on a voluntary basis.
There may be occasions where more specific personal information is necessary for us to
proceed with a request for information, or provide you with a product or service. In such
cases, we will provide you with a description on the information we need. In all cases,
UDI limits the amount and type of information collected to only that which is required to
provide you with the requested information, product, or service. We collect only
information that is voluntarily provided by you and undertake that such information will
be kept strictly confidential.
We retain personal information only as long as is necessary to provide you with the
requested product, service or information and then delete or destroy this information as
appropriate to do so. For example, personal information that is voluntarily provided to
enable the renewal of your membership or registration for our annual golf tournament,
will be used only for this one particular renewal or registration, and will then be effectively deleted or destroyed as required.
In some cases, legal reporting and retention requirements require us to retain information
for a specific amount of time.
We will not sell or trade any personal information with third parties.
UDI may transfer
information to service providers where information processing is outsourced in the course
of certain administrative procedures or member services. Where personal information is
transferred to a service provider for processing, we require that provider to respect this
Privacy Policy and we restrict them from using or disclosing personal information
transferred to them for any purpose other than the provision of services to us.
Any personal information that we keep is kept in such a manner as to ensure its security
and confidentiality at all times.
Safeguarding Personal Information
We respect the privacy of our members, partners, website visitors and internet users, and
will protect that privacy as vigorously as possible. We store personal information in
electronic and physical files that are secure.
Our security measures include:
• Secure locks on filing cabinets
• Computer System Firewall
• Password Protected Employee Files
• Virus Protected Software
Unfortunately, no data transmission over the Internet can be guaranteed to be 100%
secure. As a result, while we strive to protect your persona information, we cannot ensure
or warrant the security of any information you transmit to us or receive from us
electronically. This is especially true for information you transmit to us via e-mail. We
have no way of protecting that information until it reaches us. Once we receive your
transmission, we make our best efforts to ensure its security on our servers.
Accuracy of and Access to Personal Information Collected
We make every effort to keep personal information as accurate, complete, current and
relevant as necessary for the identified purposes. We do not routinely update personal
information. Also on written request you may view or edit you personal information as
collected and currently stored by the UDI. UDI will inform you of what personal
information we have, what it is being used for and, wherever possible, to whom it has
been disclosed. There may be exceptional circumstances as provided by law under which
UDI may not be able to give an individual access to the personal information about her or
him held by the UDI (see PIPA Section 24) In this case UDI will explain the reason for
this lack of access. Any requests should be directed to our Privacy Officer.
To make a
request, please send a personally signed letter to:
Privacy Officer
Urban Development Institute
895, 10310 Jasper Avenue
Edmonton, AB, T5J 2W4
In your letter please specify the following information: your name, complete contact
information, membership number, business or organizational affiliation, and the nature of
your request, including whether you wish to edit or simply view the information, or
inquire as to its use and/or disclosure. We will reply to your request within sixty days
after receipt of the request, or if we are not able to respond within this time period, we
will send you a notice of extension. If we are not able to disclose all the personal
information we hold on you, we will give you a reason for our inability to do so, unless
prohibited by law.
