Privacy & User Consent

The IMA's Privacy Policy is designed to protect the privacy and confidentiality of members' personal information.

The following information provides guidelines as to how and why the IMA collects, maintains and protects personal information.

1. Personal Information
Why do we need this information?

For the maintenance of proper records.
For corresponding with our members.
To properly serve our members.

What is collected?

The information collected may include, but is not limited to:

Your name, home address, e-mail address, and personal phone numbers.
The organization with which you are affiliated, business address, business e-mail address, and business phone numbers.
Relevant educational information such as course standing, level of achievement, level of qualifications and level of designation.

It is important that each member's personal information be accurate and up-to-date. The IMA will do its best to ensure that the information in our records is accurate. Members are expected to notify the IMA in writing of any changes to their personal information.           


2.  Use of our Members Personal Information
Personal information is used and maintained by the IMA as set out in this Privacy Policy.
The IMA collects and maintains personal information for the following purposes:

The distribution of IMA publications, including Insti-News'.
The distribution of publications or information from other organizations deemed of interest to our members.
Membership services, including invoicing.
Relevant mailings, such as course materials, notices of district and annual meetings, notices of election, conferences, functions and special notices as necessary.
Distribution of information/material from approved vendors with regard to a product that may be of benefit to the member(s).
Confirmation of IMA designations on request of third parties.

Information required for scholarships applications, including grades and family and student income information, are strictly for the use of the IMA, or as required by law.

Information collected for the Scholarship Trust Fund is used solely for the purposes of selecting recipients, and as required by law.

3.    Disclosure of Personal Information
Except as set out in this Privacy Policy, disclosure of members' personal information is not permitted.

In certain circumstances, with the approval of the IMA Executive and/or by the Board of Directors, the IMA may distribute, or permit others to distribute, material from organizations, associations or approved vendors that are deemed beneficial or of interest to our members. Any member who wishes to have their name removed from these distributions should notify the IMA office as set out in paragraph 6, below.  

4.    How is Personal Information Shared?
IMA members' personal information will not be disclosed or distributed to third parties, except as set out in the Privacy Policy. 

5.    Member's Consent
A member who provides personal information to the IMA shall be deemed to consent to the IMA's use of the information as set out in this Privacy Policy, unless the member advises the IMA otherwise in writing as set out in paragraph 6, below.

6.    Members' Privacy Rights
Members may request access to their personal information held by the IMA. Summary information is available on request.  For more detailed requests, the IMA may require the member to pay the IMA's reasonable costs of retrieving and forwarding the requested information.

Requests for disclosure of personal information must be directed to the IMA in writing, dated and signed by the member whose information is being requested. The IMA will use its best efforts to respond to all requests within 30 days. 

If a member wishes to withdraw consent to the disclosure of their personal information to third parties, the member must notify the IMA in writing.  The correspondence must be dated and signed by the member withdrawing consent.

7.    Retention Period of Personal Information
Personal information will be retained by the IMA as long as reasonably or legally necessary. 

8.    Safeguards
The IMA takes all reasonable precautions to ensure that members' personal information is kept safe from loss, unauthorized access, modification or disclosure. 

9.    Destruction of Personal Information
The IMA may, at its discretion, destroy any personal information.

10.    Inquiries may be made to:   

Institute of Municipal Assessors
10720 Yonge Street, Suite 206
Richmond Hill, Ontario, L4C 3C9

Phone:    905 884 1959
Toll Free: 1 877 877 8703
Fax    :    905 884 9263

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