Last Updated: May 20, 2026
The Chartered Governance Institute of Canada (“CGIC”) respects your privacy and is committed to protecting the confidentiality of any personal information you provide. This policy outlines: (a) the circumstances under which we collect information, (b) the types of information we collect, and (c) how that information may be used.
1. Collection of Personal Information
On the Internet: CGIC does not use cookies to track your usage of our site. Cookies are used only when you enter the members‑only area to keep you logged in, and they are deleted when you leave the site or close your browser.
Use of Analytical Tools: CGIC uses third‑party analytics tools to help us understand how visitors use our website and to improve its functionality and user experience. These tools may collect information such as your IP address, browser type, pages visited, time spent on the site, and referring website. The data collected is aggregated and does not identify you personally.
Analytics providers may use cookies or similar technologies to collect this information. You may adjust your browser settings to refuse cookies or to notify you when cookies are being used; however, doing so may affect certain website features.
CGIC uses analytics data solely for internal purposes, such as monitoring website performance, improving navigation, and assessing the effectiveness of online content. This information is not used for advertising or profiling and is not shared with third parties except as required by the analytics provider to deliver the service under strict confidentiality obligations.
Event and Course Registrations: For event and course registrations, we collect only the information required to: (a) ensure your confirmation is sent to the address of your choosing, (b) maintain accurate member and student records, and (c) process your payment correctly.
Access is restricted to authorized CGIC staff. Any credit card information provided online is processed over a secure link with our payment provider. Information collected online is used solely for these purposes.
Membership Directory: Upon annual membership renewal, you may choose whether your contact information appears in the CGIC Membership Directory and searchable online database.
By phone, mail or in person: Personal information is collected only by our membership, education, or special events departments and is maintained on a secure server. This information is used solely to facilitate membership administration, event registration, and related services. No data collected will be sold, rented, or disclosed to third parties.
Payments are processed either through our credit card machine – where copies are retained only for bank verification and reconciliation – or, in the case of cheques, money orders, or cash, deposited directly to the bank. All payment information is handled securely and stored only in secure electronic or manual systems.
Currency of data collected: CGIC may contact you to request updates to your personal information. This will occur by regular mail or by an email directing you to the appropriate CGIC website. We do not use third parties to collect this information, and you will never be directed to a third‑party website for this purpose. If you receive any communication whose authenticity is in doubt, please contact CGIC immediately.
2. Purposes of Collection
CGIC collects personal information to administer membership, deliver education programs, manage event participation, maintain accurate records, process payments, and communicate with members about Institute activities. Information is collected only for purposes that a reasonable person would consider appropriate in the circumstances.
3. Retention and Destruction of Personal Information
CGIC retains personal information only as long as necessary to fulfill the purposes for which it was collected, meet legal or regulatory requirements, or resolve outstanding matters. When information is no longer required, it is securely destroyed, erased, or anonymized in accordance with established data‑removal practices. Paper records are shredded; electronic records are securely deleted.
4. Access to and Correction of Personal Information
Members have the right to request access to the personal information CGIC holds about them and to request corrections if the information is inaccurate or incomplete. Requests should be directed to the Privacy Officer. CGIC will respond within a reasonable timeframe in accordance with Personal Information Protection and Electronic Documents Act (PIPEDA) and may take steps to verify identity before granting access.
5. Safeguards
CGIC uses administrative, technical, and physical safeguards to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. These safeguards include password‑protected systems, restricted staff access on a need‑to‑know basis, secure servers, encrypted payment processing, and locked physical storage for hard‑copy records.
6. Third‑Party Service Providers
CGIC may use third‑party service providers for functions such as payment processing, IT hosting, or database management. These providers are contractually required to protect personal information in a manner consistent with CGIC’s privacy obligations, to maintain appropriate confidentiality and security measures, and to use the information only to perform services for CGIC.
7. Cross‑Border Data Transfers
If any personal information is stored or processed outside Canada, it may be subject to the laws of that jurisdiction. CGIC ensures that any service providers handling information outside Canada maintain privacy protections comparable to those required under Canadian law.
8. External Links
CGIC’s website may contain links to external websites. CGIC is not responsible for the privacy practices or content of these third‑party sites. Users are encouraged to review the privacy policies of any external websites they visit.
9. Complaints and Inquiries
Individuals who have concerns about CGIC’s handling of personal information, or who wish to file a complaint, may contact the Privacy Officer. CGIC will investigate all complaints and respond in a timely manner. If concerns remain unresolved, individuals may contact the Office of the Privacy Commissioner of Canada. CGIC may request information to verify identity before responding to an inquiry.
10. Privacy Officer
CGIC has a designated Privacy Officer who may be contacted regarding any concerns, requests for clarification, or suspected breaches of this privacy policy. Please direct all communications to:
Chief Privacy Officer
The Chartered Governance Institute of Canada
1568 Merivale Road, Suite 739
Ottawa, ON Canada K2G 5Y7
Phone: 613-595-1151 or 1-800-501-3440
E-mail: info@cgiofcanada.ca
11. Updates to This Policy
CGIC may update this privacy policy from time to time to reflect changes in practices, legal requirements, or organizational needs. The most current version will always be available on the CGIC website. Members will be notified of material changes through appropriate communication channels.
