This Privacy Policy describes how CivicWorks Planning + Design Inc. (the “Company”, “we”, “us”) collects personal information of users (“you”) through our websites and the features, tools, materials or services made available on these websites (collectively, the “Websites”) as well as how we use and disclose that personal information.

By accessing the Websites, or providing your personal information to us, you are expressly consenting, to the collection, use and disclosure of your personal information in accordance with the terms and conditions in this Privacy Policy.

This Privacy Policy forms part of our Terms and Conditions which are incorporated herein by reference.

IF YOU DO NOT CONSENT TO THE COLLECTION, USE AND DISCLOSURE OF YOUR PERSONAL INFORMATION IN ACCORDANCE WITH THIS PRIVACY POLICY, DO NOT USE OUR WEBSITES AND DO NOT PROVIDE US WITH ANY PERSONAL INFORMATION.

1.   PERSONAL INFORMATION COLLECTED

Information You Provide to Us Directly

We may collect certain personal information that you provide when you use our Websites, including when you fill out surveys or forms, send a question or comment, provide feedback on a community project, apply for a job posting, or otherwise communicate with us. This information may include contact or other identifying information such as your name, email address, mailing address, or phone number.

We collect various types of personal information from you depending on the circumstances. In particular, we collect all information that you choose to provide to us through our “Contact Us” page on the Websites, such as your email address or other contact information. We also collect the information you include when you submit feedback on a community project through a form on our Websites, such as your first and last name, email address, and any message you include in the form (which may include your personal opinions and view on the particular project and any other information you choose to provide). When you submit a job application form on our main Website or by email, we also collect your resume, cover letter, any message you include in the form, and any additional documents you upload on the form.

You are not required to provide us with such information, but certain features of the Websites may not be accessible or available, absent the provision of the requested information.

Information Automatically Collected 

We also may receive and store certain information about you and your device(s) automatically when you access or use our Websites. This information may include:

• Technical Information – We may collect technical information associated with your activity on the Websites including information related to your browser and operating system, IP address (the Internet address of your computer) unique device identifiers, and other information such as your device type. We use such information for diagnostic and statistical purposes and to administer the Websites and the services provided through the Websites.

• Usage Information – We may collect information to better understand customer traffic patterns usage of the Websites. This may include the webpage that you were visiting before accessing the Websites, the pages or features of the Websites that you browsed, to inform us which part of the Websites you visit and how much time you spend there. This information is used to analyze and improve the Websites and to provide our customers with a better user experience.
  

2.   USE AND DISCLOSURE OF PERSONAL INFORMATION 

The Company may use or disclose your personal information to operate and administer the Websites, to deliver satisfactory customer service, to contact you to respond to an inquiry, to send promotional communications, to contact you regarding policy changes, to enforce this Privacy Policy and our Terms and Conditions, to maintain security and regulatory requirements, and to engage in related activities. The Company may also use your personal information to maintain an internal database, which may only be accessed by our employees and affiliates as needed.

When you submit information as part of a job application for a position posted on our main Website, we will use that information to assess your suitability for the position. In the event you are not hired for the position, we will delete your personal information in accordance with this Privacy Policy. If you are hired, the collection, use and disclosure of your personal information will be handled in accordance with our Employee Privacy Policy. 

When you submit information as part of feedback on a community project on one of our Websites, we may share this feedback with the project development team or the appropriate city council or regulatory authority involved in the project. Such city council or regulatory authority will handle, use and disclose your personal information in accordance with its own policies and requirements.

Where applicable, you may opt out of having your personal information used or disclosed for a specific purpose at any time by emailing the Company’s Privacy Officer, at the contact details provided at the end of this Privacy Policy.

The Company may send your personal information to our clients, City Administration, or other members of the project team, service providers and suppliers, and our legal and financial representatives (collectively “Receivers”) to help us provide services to you and to help us complete the above-noted purposes/tasks. All such third parties are made aware of the confidential nature of your personal information. Your personal information will be shared with Receivers on a “need to know” basis only and we limit the information shared to what is needed for the specific task being performed or fulfilled. Your personal information may also be disclosed to government agencies as required by applicable law. The Company does not rent, sell or lease its Websites user lists to third parties.

We may also share your information with third parties where required to protect and defend our legal rights, protect the safety and security of other users of the Websites, prevent fraud, and to comply with the applicable law. 

In the event of sale, transfer, merger, reorganization, dissolution, or similar event, we may transfer your information to one or more third parties as part of that transaction, including during the negotiation of an actual or contemplated transaction, but we only provide as much information as is needed for the purposes of the transaction. If we sell our organization or merge with another party, you hereby consent to the transfer of your personal information and all information you provide to us, to our successor for the same purposes as set out in this Privacy Policy. 

3.   COOKIES, BEACONS, AND OTHER TECHNOLOGIES

The Websites may include cookies, web beacons, pixels, session replays, screen captures, and other similar technologies to collect information and personalize your experience with the Websites. Cookies are small web files that a website transfers to your device’s hard drive through your web browser that enables the Websites’ system to recognize your browser and remember certain information.

We use Squarespace to create the Websites and Squarespace uses certain cookies to help the Websites run effectively. For more information regarding the cookies Squarespace uses, please visit: https://support.squarespace.com/hc/en-us/articles/360001264507-The-cookies-Squarespace-uses?platform=v6&websiteId=63bc52db8f7c476406c6f440

You may disable the use of cookies by modifying your browser settings. If you choose to disable cookies you may not be able to fully experience the interactive features of the Websites. For more information on cookies and how to disable cookies visit https://youradchoices.ca/en/tools

4.   SAFEGUARDS AND RETENTION 

The Company takes reasonable physical, technological and organizational precautions to prevent the loss, misuse, or modification of personal information under our control. For example:

• Only Receivers and employees who need to know your personal information to perform a specific task are granted access to that information, except as otherwise noted in this Policy.

• The computers and servers where your personal information is stored are kept in a secure environment, are password-controlled with limited access, and have industry standard firewalls and anti-virus software installed.

• Paper copies of any documents containing your personal information are kept in a secure environment as well. For example, depending on the sensitivity of the information in question, your personal information may be stored in a locked filing cabinet that can only be accessed by employees who require the information, as described above.

• When destroying paper copies of documents containing your personal information that is no longer needed, the Company ensures that such documents are shredded.

• Laptops, USB keys, mobile phones and other electronic wireless devices used by our employees who need your personal information are password protected. The Company encourages such persons not to store personal information on such devices unless it is reasonably necessary for them to do so to perform a specific task.

• The Company uses Receivers who maintain and protect your personal information in accordance with this Privacy Policy or their own policies that comply with applicable law.

The safety and security of your personal information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of our Websites, you are responsible for keeping this password confidential. Passwords registered with our Websites are encrypted to ensure protection against unauthorized access to your personal information.

Unfortunately, the transmission of personal information via the internet is not completely secure. Although we do our best to protect your personal information, we cannot guarantee the security of your personal information transmitted to our Websites or over any public network. Any transmission of personal information is at your own risk. Without prejudice to any mandatory legal obligations to which we may be subject, we are not responsible for circumvention of any privacy settings or security measures on our Website.

Retention and Storage

Please note that your personal information may be accessed, transferred, disclosed, stored and processed in Canada, the United States and any other country where the Company, its affiliates, its Receivers, and its agents are located or where their cloud computing infrastructures may be hosted. While your information is located outside Canada, it will be subject to local law, which may be less protective of your data than Canadian laws, and under the jurisdiction of local law enforcement. 

The Company retains your personal information for only as long as needed to fulfill the purposes for which it was collected, or for as long as necessary to comply with applicable laws, whichever is longer. In cases where you apply for a job with us and the job is not offered to you, or where we are not accepting applications at that time, your personal information will not be retained by us. Personal information that is no longer required is destroyed, erased or anonymized. Your consent to the Company’ collection, use and disclosure of your personal information for such purposes remains valid after the termination of the Company’s relationship with you.

Third Party Links

The Websites may contain links to other websites operated by third parties. Please note that this Privacy Policy applies only to the personal information that we collect or receive from third parties with your consent and we cannot be responsible for personal information that third parties may collect, disclose, store and use, including through their websites. You should always read the privacy policy of each website you visit carefully.

In addition, when you provide information to us through a third-party website or platform, the information may also be collected by the third-party website and may be subject to their privacy policy.

Children under the Age of 13 

Our Websites are not intended for children under 13 years. We do not knowingly collect personal information from children under 13 without parental consent. No one under age 13 may provide any personal information to or on our Websites.

If you are under 13, do not use or provide any personal information on our Websites.

If we learn we have collected or received personal information from a child under 13 without verification of parental consent, we will delete that personal data. If you believe we might have any personal information from or about a child under 13, please contact us at admin@civicworks.ca.

5.   ACCESS 

The Company makes commercially reasonable efforts to keep your personal information complete, up-to-date and accurate. Should you wish to access, update, correct or delete your personal information, or express any concerns regarding our use of your personal information, please contact our Privacy Officer at the contact information set forth below. We ask that you provide us with the name, address and email address that you previously provided to us, a brief description of under what circumstances you provided your personal information to the Company, and the purpose of your request. If you are unsure as to whether the Company is holding any personal information that belongs to you, you may also contact our Privacy Officer for confirmation.

The Company will make reasonable efforts to respond to your request as soon as practicable, or in any event, in compliance with applicable laws. In order to protect your privacy and security, the Company will take steps to verify your identity before granting access or making any changes to the personal information that we maintain.

6.   ANTI-SPAM 

Where applicable, we will seek your express consent to contact you, including by way of commercial electronic messages, which may include email or SMS text messages. You can unsubscribe at any time from receiving commercial electronic messages by following the instructions in the message or by contacting us at admin@civicworks.ca

Even if you have opted out of receiving marketing communications from us, please be aware that we may still contact you for other purposes. For example, we may contact you to provide communications you have consented to receive, regarding the services we provide to you, or if you contact us with an inquiry.

7.   POLICY CHANGES 

The Company may update this Privacy Policy from time to time for any reason whatsoever. We encourage you to periodically review this Privacy Policy in order to stay informed of how the Company is protecting your personal information. Each time this Privacy Policy is amended, the “Last Updated” date at the beginning of the Privacy Policy will be revised. If we make any material or substantive changes in this Privacy Policy, we will notify you by posting a clear and conspicuous notice of these changes on the Websites and in this Privacy Policy and sending you an email to the last email we have on file.

8.   CONTACT PRIVACY OFFICER 

Should you have any questions or comments regarding your personal information or this Privacy Policy, please contact our Privacy Officer:

Attention: Privacy Officer
Email: admin@civicworks.ca
Mail: 460 – 5119 Elbow Drive SW
Calgary, Alberta T2V 1H2

If you are not satisfied with our response to your query, you may also contact the Office of the Privacy Commissioner of Canada 1-800-282-1376 (toll-free).