The Indo-Canada Chamber of Commerce (“ICCC”, “we”, “us”, or “our”) respects the privacy of its members, event attendees, donors, sponsors, volunteers, website users, and other individuals who interact with us. This Privacy Policy explains how ICCC collects, uses, discloses, protects, and retains personal information through the website located at iccconline.org, through our membership and event systems, and through our other programs, services, communications, and activities. This Privacy Policy is intended to describe our practices in a clear and transparent manner and to help you understand your rights and choices in relation to your personal information.

By using our website or otherwise providing personal information to ICCC, you acknowledge that your personal information will be handled in accordance with this Privacy Policy, subject to any additional notices or consents that may be provided at the time of collection. If you do not agree with this Privacy Policy, you should not use the website or provide personal information to us.

ICCC is a non-profit, non-partisan organization. ICCC’s website and membership materials indicate that the Chamber is established under the Canada Not for Profit Act, and this Privacy Policy is intended to support ICCC’s operations in a manner consistent with applicable Canadian privacy principles and governance obligations.

1. Scope of this Privacy Policy

This Privacy Policy applies to personal information collected by ICCC through our website, membership applications and renewals, event registrations, directory and networking features, volunteer and committee participation, sponsorship and partnership engagement, surveys, newsletters, inquiries, and other Chamber-related interactions. It applies to personal information collected online and offline.

This Privacy Policy does not apply to third-party websites, platforms, or services that may be linked from our website or used independently by you. If you follow a link to another website or interact directly with a third-party platform, that third party’s own privacy terms will apply.

2. What is personal information

For the purposes of this Privacy Policy, “personal information” means information about an identifiable individual. Depending on the context, this may include your name, contact information, organization, title, professional details, payment-related information, event participation history, preferences, account information, technical usage information, or other information that can reasonably be linked to you. Business contact information may also constitute personal information where it identifies an individual in a professional capacity.

3. What personal information ICCC may collect

ICCC may collect personal information that you provide directly to us, that is generated through your interactions with us, or that is obtained from other lawful sources.

The personal information we collect may include your full name, mailing address, email address, telephone number, employer or business name, professional title, industry sector, business profile details, committee interests, event preferences, networking interests, volunteer interests, and any other information you choose to provide when contacting us or participating in ICCC activities.

If you apply for membership, renew membership, register for events, sponsor or support ICCC activities, subscribe to our newsletters, submit inquiries, complete forms, or use member account features on our website, we may collect the information necessary to process and administer those requests. Depending on the service involved, this may include profile information, billing information, registration details, payment confirmation information, correspondence, and records of your participation in ICCC activities.

If you use member directory or profile functions, ICCC may also collect and maintain professional and networking information such as your organization name, business biography, website, LinkedIn profile, city, province, areas of expertise, sector, and other profile information that you choose to add to your account or submit to ICCC.

We may also keep records of communications with you, including emails, contact forms, registration notes, feedback, complaints, survey responses, and other correspondence.

4. Information collected automatically through the website

When you use our website, ICCC may automatically collect certain technical and usage information. This may include your IP address, browser type, device type, operating system, date and time of access, referring website, pages viewed, links clicked, and similar information about how visitors navigate and use the site.

ICCC’s current website privacy page refers to automatic collection of information and to the use of cookies and similar technologies. Our website may therefore use cookies, pixels, session tools, security tools, and similar technologies to support website functionality, improve performance, maintain security, remember preferences, and help us understand site usage.

This automatically collected information is generally used to administer and protect the website, diagnose technical issues, understand user engagement, improve the website and ICCC services, and maintain the integrity and security of our systems.

You may be able to adjust your browser settings to refuse or restrict cookies. Doing so may affect certain website functions.

5. How ICCC collects personal information

ICCC may collect personal information directly from you when you submit forms on our website, contact us by email or telephone, register for an event, apply for or renew membership, subscribe to a newsletter, volunteer, sponsor an ICCC activity, respond to surveys, or otherwise communicate with us.

ICCC may also collect personal information from your authorized representative, from your employer or organization where appropriate, from publicly available professional sources, from event partners or payment service providers involved in a transaction or event registration, or from other third parties where you have consented or where collection is otherwise permitted by law.

Where ICCC receives personal information from a third party, ICCC expects that the third party has the authority to provide the information and that any required consent has been obtained.

6. How ICCC uses personal information

ICCC uses personal information for purposes that are reasonable in the circumstances and connected to the Chamber’s operations, mandate, member services, and lawful activities.

ICCC may use personal information to communicate with you, respond to inquiries, administer memberships, process renewals, maintain Chamber records, manage member accounts, organize and administer events, process registrations and attendance, facilitate volunteer and committee activities, provide newsletters and other communications, administer sponsorship and partnership relationships, process donations or payments, manage the website, improve user experience, conduct surveys, maintain security, investigate misuse, meet legal or governance obligations, and otherwise support ICCC’s activities and services.

ICCC may also use personal information to maintain and enhance networking and engagement opportunities for members, including member services, introductions, referrals, directories, annual publications, and related Chamber programming, subject to applicable visibility settings and consents.

Where ICCC wishes to use personal information for a purpose that is materially different from the purpose for which it was collected, ICCC will take steps to provide appropriate notice and obtain consent where required.

7. Member profiles, directories, and networking features

ICCC offers and promotes member networking, recognition, and directory-related benefits. ICCC’s membership materials refer to items such as an annual membership directory, specific recognition in the annual directory for certain membership classes, and web trade directory benefits in some contexts.

In connection with those activities, ICCC may collect and maintain member profile information for membership administration, member engagement, networking facilitation, directory functions, and related member services. This may include professional and business information such as name, organization, title, sector, biography, business contact details, website, city, province, social or professional profile links, and areas of interest or expertise.

ICCC may make selected profile information available within member-only features or, where expressly chosen or otherwise clearly authorized by the member, in public-facing directory or recognition features on ICCC’s website, in Chamber publications, event materials, or other ICCC communications.

ICCC should not make a member’s profile information publicly available through a profile update initiative or directory enhancement unless the member has clearly selected, authorized, or otherwise consented to that public visibility. Members may also be given options to choose whether particular profile fields remain private, are visible only to ICCC, are visible to logged-in members, or are visible publicly.

ICCC may continue to use directory and recognition information that is reasonably necessary for membership administration, Chamber governance, and existing publications or records, subject to applicable legal requirements and the operational limits of removing content from archived or previously published materials.

8. Email communications and newsletters

If you subscribe to ICCC newsletters or other communications, ICCC may use your contact information to send news, updates, event invitations, membership information, Chamber announcements, and other communications related to ICCC’s activities.

If a communication is commercial in nature and applicable law requires an unsubscribe mechanism, ICCC will provide one. You may unsubscribe from marketing or promotional email communications at any time using the unsubscribe link in the message or by contacting ICCC. Even if you opt out of promotional communications, ICCC may still send you transactional, administrative, governance, event, membership, security, or legal communications where appropriate.

9. Payments and financial transactions

If you make a payment to ICCC for membership, events, sponsorships, donations, or other services, ICCC or its payment service providers may collect information necessary to process the transaction. ICCC generally seeks to limit its direct handling of sensitive payment card information and may rely on third-party payment processors or event platforms for secure transaction processing.

ICCC may receive and retain billing details, payment confirmations, transaction records, and related administrative information necessary for accounting, reconciliation, reporting, dispute handling, audit, and legal compliance.

10. How ICCC may disclose personal information

ICCC does not sell personal information. ICCC also does not rent member or user personal information to third parties for their independent marketing use without express authorization.

ICCC may disclose personal information to service providers and contractors who assist us with website hosting, data storage, email delivery, event registration, payment processing, database administration, technology support, cybersecurity, professional advisory services, document management, or similar operational services. Those service providers are expected to use the information only for the services they provide to ICCC and subject to appropriate confidentiality and security obligations.

ICCC may disclose personal information to event partners, co-hosts, sponsors, venues, or affiliated service providers where reasonably necessary to administer an event, registration, attendance, sponsorship entitlement, logistics, or a related Chamber activity. Where a disclosure is for a broader or different purpose, ICCC should provide appropriate notice and seek consent where required.

ICCC may also disclose personal information where required or permitted by law, including in response to legal process, court orders, lawful regulatory requests, audit obligations, insurance requirements, governance obligations, or where necessary to protect ICCC’s rights, property, website, members, staff, volunteers, or the public.

If ICCC undergoes a merger, reorganization, transfer of operations, or similar structural change, personal information may be disclosed as part of that process subject to appropriate safeguards and only to the extent reasonably necessary.

11. Legal basis and consent

ICCC collects, uses, and discloses personal information with consent where required and as otherwise permitted or required by law. Consent may be express or implied depending on the sensitivity of the information and the reasonable expectations of the individual. In some situations, ICCC may rely on the fact that the information is necessary to provide a requested service, complete a transaction, administer membership, run an event, or comply with legal obligations.

Where the proposed use or disclosure is outside ordinary administrative expectations, such as a public-facing directory display or disclosure to third parties for separate purposes, ICCC should seek clearer and more specific consent.

Subject to legal, contractual, archival, and operational limits, individuals may withdraw consent to certain uses of personal information by contacting ICCC. Withdrawal of consent may affect ICCC’s ability to provide certain services or membership features.

12. Accuracy of personal information

ICCC seeks to keep personal information reasonably accurate, complete, and up to date for the purposes for which it is used. ICCC relies in part on individuals to notify us of changes to their information, especially in connection with memberships, directories, registrations, and communications preferences.

If you believe that personal information held by ICCC is inaccurate or incomplete, you may contact us and request a correction.

13. Retention of personal information

ICCC retains personal information only for as long as reasonably necessary for the purposes for which it was collected, for related operational and governance needs, or as required or permitted by law. Retention periods may vary depending on the nature of the information, the activity involved, the need to maintain membership or event history, legal or regulatory requirements, accounting obligations, limitation periods, records management needs, and legitimate archival requirements.

When personal information is no longer required, ICCC will seek to securely destroy, delete, anonymize, or de-identify it, subject to technical, legal, and operational requirements.

14. Safeguards and security

ICCC uses reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, theft, unauthorized access, unauthorized disclosure, copying, use, modification, or destruction. These safeguards may include access controls, password protection, restricted access to systems and records, confidentiality obligations, role-based access, vendor controls, secure storage, and other reasonable security measures.

Despite those measures, no method of transmission over the Internet and no method of electronic storage is completely secure. ICCC therefore cannot guarantee absolute security.

15. Cross-border storage and processing

Some personal information collected by ICCC may be processed or stored outside your province or outside Canada through third-party service providers or cloud-based systems. Where that occurs, the information may be subject to the laws of the jurisdiction in which it is processed or stored, including lawful access by courts, regulators, or law enforcement authorities in that jurisdiction.

By providing your personal information to ICCC, you acknowledge that such storage or processing may occur in other jurisdictions where appropriate and lawful.

16. Children and minors

ICCC’s website, memberships, and services are generally intended for adults and for professional, business, community, and Chamber-related engagement. ICCC does not knowingly collect personal information from children in a manner that would require parental consent under applicable law without obtaining appropriate authorization.

If you believe that a minor has provided personal information to ICCC inappropriately, please contact us and we will review the matter.

17. Third-party websites and platforms

ICCC’s website may contain links to third-party websites, social media pages, event platforms, payment tools, or other external services. ICCC is not responsible for the privacy practices, content, or security of those third parties. You should review the privacy policies of those external sites or services before providing personal information to them.

18. Access requests and privacy rights

Subject to applicable law and limited exceptions, you may request access to personal information that ICCC holds about you and may request correction of inaccurate or incomplete information. ICCC may require sufficient information to verify your identity before responding to an access or correction request.

ICCC will respond within a reasonable time and may decline access only where permitted or required by law, including where disclosure would reveal personal information about another individual, compromise legal privilege, interfere with an investigation, disclose confidential commercial information, or otherwise fall within a lawful exception.

19. Complaints and questions

If you have questions, concerns, complaints, or requests relating to this Privacy Policy or ICCC’s handling of personal information, you may contact ICCC as follows:

Privacy Officer
Indo-Canada Chamber of Commerce
924 The East Mall
Toronto, Ontario M9B 6K1
Email: iccc@iccconline.org
Telephone: 416-224-0090 or 416-224-0482

ICCC will review privacy-related complaints in a reasonable manner and seek to respond appropriately.

20. Changes to this Privacy Policy

ICCC may update this Privacy Policy from time to time to reflect changes in our website, practices, legal requirements, technology, or Chamber operations. The updated version will be posted on ICCC’s website with a revised effective date. Where appropriate, ICCC may also provide additional notice of material changes.

Your continued use of ICCC’s website or services after an updated Privacy Policy is posted will signify your acknowledgement of the revised Privacy Policy, subject to any further consent required by law.