Canada Black Music Archives Privacy Policy
Introduction
Canada Black Music Archives (“CBMA”, “we”, “us” or “our”) is a not-for-profit, educational organization acquiring digital archival material that supports the research and archival purposes of the CBMA and those persons and third parties that would benefit from access to the materials that are archived. We believe that an important part of protecting privacy is to be clear about how we handle personal information, and to make information about our approach easily accessible.
Please take the time to familiarize yourself with this Policy, as it outlines how CBMA, collects, uses, stores, and shares information when you contact us, use our website or access our services. It also describes your privacy choices and how you can contact us if you have questions or would like to exercise your rights under applicable privacy laws.
By visiting our website, accessing our archived materials, or communicating with our organization (our “Service”), you are accepting the practices described in this Privacy Policy.
This Privacy Policy does not apply to information that CBMA collects, uses or discloses solely for journalistic and/or artistic purposes, including information that may appear in the CBMA archive (for example, the name of an artist and any aliases, the year they were born, brief history about their early life, their musical career, where they built their musical careers, photos and videos or the artist, discographies, their musical genres and paraphernalia, any awards and honors, death (if applicable) and their musical influences). If you have a concern about journalistic or artistic use of your information in the CBMA archive, we direct you to our Use of Materials Policy as well as our Fair Dealing Policy .
We encourage you to read this Privacy Policy carefully before using our Services.
We recommend that you periodically review this Policy as it may be updated or revised from time to time.
What is considered Personal Information
In this Privacy Policy, “Personal Information” means any information provided to or collected by CBMA about an identifiable individual, or an individual whose identity may be inferred or determined from the information. This includes your name, mailing address, email address, telephone number, Internet protocol (IP) address used to connect your computer to the Internet, and information gathered from third parties.
Personal Information does not apply to information that is publicly available (for example, your name when linked to a musical work in which you hold the rights or your name, address, telephone number and e-mail address that is listed in a public directory). Information about you, but which cannot be associated with you as an identifiable individual, is not considered to be personal information. For example, information about you that has been de-identified so that it doesn’t identify you as an individual is not considered to be personal information. As noted, however, that this Policy does not apply to Personal Information that the CBMA collects, uses or discloses solely for journalistic and/or artistic purposes.
How is your personal information collected?
At various times throughout our website or through other dealings with CBMA, you may be asked to voluntarily provide us with personal information; for example, when you access our archive materials or sign-up for our newsletters, when you get in touch with us by phone or email, or when you visit our websites. Your information may be collected in the following ways:
Directly from you – You may provide personal information to us by mail, by email or over the telephone when you contact us with an inquiry or sign up to receive CBMA emails or newsletters or other promotional communications.
Third Parties – Some personal information collected by CBMA is provided by third parties sources and organizations, for example, if you access third-party services, such as Facebook, Instagram, Google, or Twitter, through our websites to share information about our website and Services with others on your Social Network, we may collect information from these third-party services.
Online Technology – Information about our visitors’ computers, web browsers and Internet service providers may be collected and stored when visitors access or browse our website. This refers to information that does not by itself identify a specific individual. The servers on which our website is hosted gather certain information about how you access the website in several ways. This information is compiled and analyzed on both a personal and an aggregated basis. This information may include your computer’s media access control (“MAC”) address, Internet Protocol (“IP”) address, operating system, and web browser type, as well as the Uniform Resource Locator (“URL”) of the website that you just came from and the URL of the website you go to next. We will not attempt to link this information with the identity of individuals visiting our website unless we have permission to do so. We may, however, review server logs and anonymous traffic for system administration and security purposes, for example to detect intrusions into our network, for planning and improving web services, and to monitor and compile statistics about website usage. The possibility therefore exists that server log data, which contains visitors’ IP addresses, could in instances of criminal malfeasance be used to trace and identify individuals. In such instances, we may share raw data logs with the appropriate authorities for the purpose of investigating security breaches.
Cookies are small text files that contain a string of characters and uniquely identify a browser on a device connected to the Internet. A cookie is generally used to enhance your browsing experience. Like most sites, we use Google Analytics services to optimize your online experience. You can choose to set your browser to detect and reject cookies, to accept cookies from all sites, or to prompt you whenever a site wants to send you a cookie. Consult your browser’s “Help” feature to learn how to do this. If you choose to disable or refuse cookies, you may not be able to access some parts or make full use of the CBMA website.
Our website may also make use of pixel tags, temporary or “session” cookies, and similar technologies in order to enable the basic functionality of the sites, facilitate users’ access to and use of the sites, and count which pages of the sites have been visited and help determine the effectiveness of website content. If you do not want information collected through the use of cookies, there is a simple procedure in most browsers that allows you to automatically decline cookies, or to be given the choice of declining or accepting the transfer of a particular cookie, or cookies from a particular website, to your computer. However, our website may not function for you as intended without cookies.
Third-party links may appear on our website and, if so, those third-parties may set and access cookies on your computer if you click the link. Those organizations will have their own privacy policies that govern their use of any personally identifiable information.
Pages of our website and our e-mails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit us, for example, to count users who have visited certain pages or opened an email and for other related website statistics (for example, recording the popularity of certain website content and verifying system and server integrity).
What Information CBMA Collects
When you contact us, use our website or access our Services you may be asked to provide the following personal information:
- Contact Information is any information needed to contact you and fulfill your requests such as your name, address, phone number, fax number, and email address.
- Financial Information is that information that may be necessary to check credit and process payments that may be related to your donations. Such information includes your credit and/or debit card information, and banking and wiring information.
- Biographical Information including date of birth or other identifying personal characteristics.
Biographical information
CBMA maintains a public archive on its website that contains information about Canadian musical works that CBMA is authorized to display. We gather this information based on our research of publicly available resources, as well as information gathered from researchers, which may be based on interviews or other fact-gathering undertaken as part of journalistic research efforts to populate the CBMA archive. Where we gather information from other individuals, we rely on them for the accuracy of that information, and for consent to include it in the archive on behalf of the person to whom the information relates.
This information may include personal information of authors and owners of the musical works including their names, images, and biographical information. Please note that this information may be collected and used solely for journalistic and/or artistic purposes, and not subject to this Privacy Policy. We direct your attention to our Use of Materials Policy as well as our Fair Dealing Policy with respect to such information.
Personal information about other individuals
If you submit any information to us relating to another person, you represent and confirm that you have the authority to do so and to permit us to use the information in accordance with this policy. We will only use that information for the specific reason for which it was provided to us.
How we use your Personal Information?
We may use the information that we collect about you to provide our Services to you and otherwise for our business purposes, including:
- Contacting you regarding our Services and responding to your inquiries and comments
- Establishing, maintaining and managing business relations with you so that we may provide you with the information and/or Services that you request. For example, we may collect information to confirm or authenticate your identity.
- Enhancing, improving, or modifying our websites and/or Services.
- Developing new services.
- Conducting data analysis, including fraud monitoring and prevention.
- Analyzing usage, enhancing and protecting our systems and Services.
- Communicating offers and information we think might interest you.
- Fulfilling your subscription(s) to our publications and newsletters, such as Friends of CBMA newsletter
- Providing marketing and promotional materials.
- For legal reasons, for example cooperating with legal authorities, when we receive valid requests, to protect our rights, or in the event of a sale of all or any part of our company.
- In any other way we may describe when you provide the information.
- For any other purpose with your consent.
When may we disclose your personal information?
Unless we have your express consent or other lawful authority, we will only disclose your personal information to organizations outside CBMA without your consent in the following limited circumstances to:
- a person who, in our reasonable judgement, is seeking the information as your agent, such as your legal representative;
- another organization for fraud prevention, detection or investigation if seeking consent from you would compromise the investigation;
- a public authority or agent of a public authority that has requested we disclose your information in circumstances we believe are reasonable, for example, if it appears that there is imminent or unfolding danger that threatens the life, health or security of an individual or property which could be avoided or minimized by disclosure of the information;
- a law enforcement agency where the request whenever we have reasonable grounds to believe that you have knowingly supplied us with false or misleading information or are otherwise involved in unlawful activities;
- a service provider which is located outside of Canada where privacy laws may offer different levels of protection from those in Canada. In such cases, we will ensure that appropriate contractual protections are in place, as required by applicable laws;
- parties connected with the proposed or actual financing, insuring, sale or other disposal of all or part of CBMA or our business or assets, for the purposes of evaluating and performing the transaction. Where applicable, we will take steps to require that such parties treat your personal information in accordance with this Privacy Policy and use and disclose it only for the purposes for which it was collected; and
- in certain limited and discrete circumstances recognized by federal privacy law, Personal Information Protection and Electronic Documents Act, S.C. 2000, c. 5, we may be required to disclose your personal information without your consent, for example, if the disclosure is required to comply with an order made by a court or body with jurisdiction to compel the production of information.
Where may your information be stored?
While no data transmission over the internet or data storage system is guaranteed to be 100 per cent secure, the CBMA has put safeguards in place to protect personal information against loss or theft, as well as unauthorized access, disclosure, copying, use, or modification. CBMA has implemented reasonable physical, electronic or procedural security measures appropriate to the sensitivity of the information in our custody or control. Examples of safeguards include: restricting access to relevant information by authorized persons only, use of passwords, authentication systems, firewall technology, personnel training, e Secured Socket Layer (SSL) encryption technology and the use of physical security measures, including secure locks on filing cabinets and doors. Your personal information is also stored on an electronic database that is only accessible by a limited number of CBMA’s staff members and only with the appropriate personal passwords and ID numbers. Hard copies of files are kept in a secured storage location on and off-site.
How do we retain your personal information?
CBMA will only retain your personal information for as long as necessary to fulfil the purpose for which it was collected or for sufficient time to allow you access to the information if it was used to make a decision about you or as required by law. Information that is no longer required by us will be destroyed or deidentified.
What rights do you have to access your personal information?
You have the right to access and review the personal information we hold about you. If you wish to request access or correction of your personal information in our custody or control, you may contact us by email at: [email protected]. You may also contact us by telephone or by mail. Please refer to the “How to Contact Us” section of this policy for contact information. Your right to access or correct your personal information is subject to applicable legal restrictions. We may take reasonable steps to verify your identity before granting access or making corrections. Please allow 30 days for processing.
How to notify us that you wish to withdraw your consent?
You may withdraw your consent to our collection, use and disclosure of personal information at any time, subject to reasonable notice and any legal restrictions. To notify us that you wish to withdraw your consent, you may contact us by email at: [email protected]. On receipt of notice of withdrawal of consent, we will inform you of the likely consequences of the withdrawal of consent, which may include our inability to provide certain benefits and Services for which that information is necessary (including but not limited to mailing subscriptions, attending future functions and exhibits, etc.). You may, at any time, ask us not to send you marketing materials about our products, services, or offers. If you do not wish to receive materials about our products, services or offers, you may unsubscribe or contact us and ask that we not contact you for these purposes.
Questions, comments or concerns about our Privacy Policy?
We want to hear from you if you have any questions or comments or concerns about our Privacy Policy or the handling of your personal information. Please contact us by email at: [email protected]. You may also contact us by telephone or by mail at:
If you have any questions or comments about this Privacy Policy, the application of this Policy, or your dealings with this website, you can contact us at:
Attention: Canada Black Music Archives
Address: Word Media Group Inc. 639 Dupont St. Ste. 124, Toronto, ON, M6G 1Z4.
Email: [email protected]
Telephone: 647-812-8241
We will respond to your concerns within 30 days of receiving your report. If, however, investigating the report would cause undue burden to our business operations, or require extra time to allow for consultation or modifying personal information into another format, a response may take an additional 30 days. In the event that the additional 30 days would be required, we will have contacted you within the first 30 days to explain the reason for the delay.
Unsatisfied With Our Resolution of a Complaint?
We will do our utmost to ensure that your personal information is protected and address any concerns you have. If, however, you find that you are still unsatisfied with our conduct, you may contact the Privacy Commissioner at:
- Their e-mail at [email protected] or go to their website https://www.priv.gc.ca/en/ for the official text of the law
- Their toll-free number 1.800.282.1376 or local number 819.994.5444
- Their fax number 819.994.5424
- Or send mail to the following postal address:
Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Quebec
Canada K1A 1H5
