Skip to content

Privacy Policy

Last Updated: 04-2022

OUR COMMITMENT TO PRIVACY

Ontario Association of Craniofacial Trauma Surgeons (“OACTS”, “we”, or “us”) is committed to respecting and protecting your privacy. We have developed this privacy policy (“Privacy Policy”) to help you understand how we collect and use information. This Privacy Policy explains how we gather and use your information, whether in connection with our provision of the Services (as hereinafter defined) or due to your use of the Platform (as hereinafter defined).

When used herein, the term “Services” shall refer to any product or services we (i) provide to you directly; or (ii) make available to or perform for you through the Platform, including any landing pages or informational pages. The web page located at:  www.oacts.ca, and including all sub-domains, linked pages, websites and applications hosted on or connected with it, such as any software published by us and hosted on any server, browser, computer, tablet or mobile device together form the “Platform”.

Please read this Privacy Policy carefully and review it periodically for the latest information about our privacy practices. By using the Platform and/or making use of Services, you agree to the terms of this Privacy Policy and consent to the use of your information by OACTS as set forth herein. If you do not agree with the practices described in this Privacy Policy, please do not provide us with your personal information or interact with the Platform and/or continue using or taking advantage of the Services.

We will routinely update this Privacy Policy to clarify our practices and to reflect new or different privacy practices, such as when we add new services, functionality or features to the Platform and/or Services. If we make any material changes, we will notify you by e-mail (sent to the e-mail address specified in your account) or by means of notice on the Platform or directly delivered to you prior to the change becoming effective. You can determine when this Privacy Policy was last revised by referring to the date it was “Last Updated” above. If you do not agree to the revised Privacy Policy, please stop using the Platform and/or Services.

THE INFORMATION WE COLLECT

We collect only personally identifiable information (“Personal Identifiable Information”) that is relevant and necessary to the purpose of the Services and/or Platform. This information allows us to provide you with a customized and efficient experience. We collect the following types of information:

  1. Personally Identifiable Information

We receive and store any information you directly provide through the Platform and/or Services or provide to us in any other way, including by e-mail. When you send an e-mail to OACTS, we may retain your e-mail address and the contents of the e-mail you send.

Membership Registration: In order for you to become a member of OACTS, you will have to complete a registration form and, if approved, a member contact page will be created for you (a “Member Page”). As part of this registration process, we require select Personal Identifiable Information such as your first and last name, date of birth, location and valid email address. You also have choices about the information contained in your Member Page, such as your referral information form and photo. It is not a requirement to provide additional information on your Member Page; however, additional information will help you to get more from the Platform and Services, including helping medical professionals and facial trauma patients find you. Certain information is available and will be displayed to other users of the Services and/or Platform in connection with your Member Page, including, but not limited to: your first and last name, office address, telephone number, fax number, degrees and board certification and hospital affiliation(s) (the “Displayed Account Information”).

Payment Information: We do not collect or store any financial information.

Non-Provision of Information: Please note that you can choose not to provide us with certain Personal Identifiable Information, but then you may not be able to take advantage of all of the Services.

  1. Non-Personally Identifiable Information

From time to time, we may also ask you to provide us with non-personally identifiable information, that is, data that is not intended to allow us to identify you personally, such as your birthday, postal code, topics of interest, affiliated hospital location and emergency room physician name(s) at such hospital. This information may be aggregated and used for our internal purposes or for creating reports for third-party advertisers and partners, or otherwise shared with third parties for any lawful purpose, without your permission. No third party is intended to be able to know who you are as a result of the use of this information.

We also may automatically collect Platform and/or Service usage information, such as the numbers and frequency of users of the Platform and/or Services, pages visited and similar data. This data is used in the aggregate, that is, as a statistical measure, and not in a manner that is intended to identify you personally. Aggregate information generally is collected through the use of cookies and web beacons as discussed below. This aggregate information helps OACTS determine general usage patterns and modify the Services in order to improve your experience. This type of aggregate information may be shared with third parties at any time.

In addition to our use of non-personally identifiable information as described herein, we may permit certain third-party companies to help us tailor advertising that we think may be of interest to you based on your use of the Platform and/or Services and to otherwise collect and use non-personally identifiable data about your use of the Platform and/or Services.

  1. Passive Gathering of Information Electronically

OACTS receives and stores certain types of information whenever you interact with the Platform or Services, including cookies. A cookie is a text file that is placed on your hard disk by a web page server, the purpose of which is to tell the web server that you have returned to a specific page. For example, if you register with us, a cookie helps OACTS to recall your specific information on subsequent visits.

In addition to cookies, the Platform may contain web beacons, tags, pixels, or other similar electronic files used to track user behaviour on the Platform. Emails from OACTS may also contain these types of electronic files to allow us to gather information on how many messages sent were actually opened, acted upon, or forwarded.

In addition to the above, OACTS uses web beacons and cookies to help diagnose problems with its servers, analyze trends and administer the Platform and the Services. Third party vendors also may use cookies on our web site. For instance, we may contract with third parties who will use cookies on our web site to track and analyze anonymous usage and volume statistical information from our visitors and members. These third parties use persistent cookies to help us to improve the visitor experience, to manage our site content, and to track visitor behaviour.

HOW WE USE INFORMATION

When you provide us with your information, we may use such information for a number of purposes, including:

  • to facilitate communication between OACTS and you including, without limitation, responding to your questions or comments, sending e-mails concerning our services, or to contact you for feedback regarding us, our advertisers or our business partners, which may include the provision of your information to a third party for the purposes of managing our email communications;
  • to administer your Member Page, provide products or services to you and for OACTS marketing and promotional activities;
  • to provide you with important functionality changes to the Platform and/or Services, new services;
  • to customize, analyze, adjust and improve the Platform and/or Services to meet our needs and expectations;
  • to enforce our agreements with you, prevent fraud and other prohibited or illegal activities, for other legally permissible purposes and generally to ensure that we comply with applicable laws; and/or
  • to contact you with non-essential business communications by e-mail, if you have opted to be contacted by OACTS by e-mail.

DISCLOSURE OF INFORMATION TO THIRD PARTIES

Rest assured that we neither rent nor sell your Personal Identifiable Information to anyone, and that we will share your Personal Identifiable Information only as described below.

  1. Other Users

Other users of the Platform and/or Services will be able to view the Displayed Account Information.

  1. Fulfilment of Services

We may retain other companies and individuals to perform certain functions on our behalf. Examples include, but are not limited to, companies and individuals who: (i) administer the OACTS accounts; (ii) process payments; (iii) deliver products or services; or (iv) provide customer support, web hosting, internet service, and data analysis. Such third parties may be provided with access to information needed to perform their functions but may not use such information for any other purpose.

  1. Protection of OACTS and Others

We may release Personal Identifiable Information when we believe in good faith that release is necessary to comply with a law; to enforce or apply our terms of use and other policies; or to protect the rights, property, or safety of OACTS, our employees, our users, or others. This includes but is not limited to exchanging information with other companies and organizations for fraud protection and credit risk reduction.

  1. OACTS Personnel

OACTS personnel and authorized consultants and/or contractors may have access to Personal Identifiable Information, where such access is necessary in the normal course of OACTS business.

IMPORTANT DISCLOSURES, PRACTICES AND CONTACT INFORMATION

  1. Third Party Links

We are not responsible for the practices employed by web sites linked to or from our Platform or Services, nor for the information or content contained therein. Please remember that when you use a link or go from our Platform or Services to another web site, including those sites that have a link on our Platform or Services, you are subject to that other web site’s own rules and policies. Please read over those rules and policies before proceeding. We are not responsible for such third-party site’s collection and/or usage of your data.

  1. Data Security

We maintain a variety of commercially reasonable safeguards designed to protect your Personal Identifiable Information from unauthorized access and disclosure. For example, we use industry accepted tools and techniques to protect against unauthorized access to our systems.

You should be aware, however, that OACTS has no control over the security of other web sites on the Internet that you might visit, even where such other site is linked to our Platform or Services. If you share your computer or use a computer that is accessed by the general public, remember to sign off and close your browser window when you have finished your session. This will help to ensure that others cannot access your information.

We want you to feel confident using the Platform and Services. However, no system can be completely secure. Therefore, although we take commercially reasonable steps to secure your information but do not promise, and you should not expect, that your information always will remain secure. In the event of a breach of the confidentiality or security of your information, we will notify you if reasonably possible and as reasonably necessary so that you can take appropriate protective steps. We may notify you under such circumstances using the e-mail address(es) we have on record for you. You should also take care with how you handle and disclose your information.

  1. Server Location

Our servers are currently located in Canada and our business is currently operated from Canada. As such, please be aware that your information will be transferred, stored and processed in Canada. By using the Platform or the Services, you consent to your information being transferred to our facilities and to the facilities of those third parties with whom we share that information as described in this Privacy Policy

  1. No Rights of Third Parties

This Privacy Policy does not create rights enforceable by third parties.

 

  1. Contacting Us

If you have any questions about OACTS generally, this Privacy Policy, the Platform or Services, please feel free to contact us by sending an email to:  info@oacts.ca.