Privacy Policy

Purpose

Calgary Economic Development Ltd. (CED) is committed to safeguarding the personal information entrusted to us by our employees, clients, and business associates. This policy outlines the manner in which CED collects, uses, discloses, and otherwise manages personal information.

Scope

This policy applies to the collection, use, disclosure, and retention of personal information of CED personnel, as well as participants or stakeholders of CED programs or initiatives.

Responsibilities

CED only collects, uses and discloses personal information with a clear and legitimate purpose that relates to the working relationship.

Definitions

• Personnel – Anyone involved in a working relationship with CED, including employees, contractors, students, volunteers and apprentices under contract.
• Personal Information – Information about a potential, current or former CED Personnel, or participants or stakeholders of CED programs/initiatives reasonably required by CED to establish or manage the working relationship, or to manage the post-working relationship.

Governing Laws and Regulations

Access To Information Act and its regulations. (Access to Information Act (ATIA) | Alberta.ca)

Policy

Purposes of Collecting, Using and Disclosing Personal Information

The personal information required to administer the working relationship varies with each individual employee. The length of the working relationship, career choices, and individual performance are among the factors that will influence the nature and extent of the personal information that may become relevant. Personnel can reasonably expect that CED requires personal information for purposes including:

• determining eligibility for initial employment or contract work, including the verification of references and qualifications and physical and/or mental fitness for work;
• providing proof of references and qualifications as required by clients for proposals and/or projects involving CED;
• applying for funding and/or grants from third parties to support CED’s operating programs;
• complying with policies for third party grants, including audits;
• administering pay and benefits;
• processing work-related claims (e.g. workers’ compensation, insurance claims, vision care, fitness reimbursement, etc.);
• establishing training and/or development requirements, including team building events, retreats, or other corporate development initiatives;
• administering corporate travel and processing expense reimbursements;
• considering promotions or changes in jobs;
• considering salary, bonus, and other incentive-based compensation;
• providing uniforms and safety equipment;
• conducting performance reviews and determining performance requirements;
• assessing qualifications for a particular job or task;
• monitoring attendance;
• monitoring the use of company resources;
• operating and managing IT and communication systems, including disaster recovery systems;
• performing audit processes;
• ensuring compliance with internal policies and procedures;
• investigating suspected misconduct or non-performance of duties;
• establishing a contact point in the event of an emergency (such as next of kin);
• facilitating part of a potential business or commercial transaction;
• complying with applicable labour or employment statutes;
• compiling directories and telephone lists;
• ensuring the security of company-held information; and
• such other purposes as reasonably required by CED.

Personal Information

The type of personal information that CED may collect for the purposes set out above includes, but is not

limited to the following:

• Name
• Age/date of birth
• Social Insurance Number
• Home address
• Personal telephone number and email address
• Gender or gender identity
• Marital and family status
• Emergency contact information
• Previous work history and references
• Educational background
• Language and other job-related skills
• Photographs or video
• Discipline
• Workplace accidents
• Promotion/demotion
• Vacation and leaves of absence
• Payroll, salary and financial account information
• Pension and benefit information, including employee health and welfare benefits, short- and long-term disability, life insurance, optional life insurance, accidental death & dismemberment, medical and dental care
• Bonus
• Information respecting fitness for work
• Disability
• Results of drug test and criminal background checks
• Resume, CV, or related employment or contract application materials
• Service, including breaks in service
• Military or veteran status
• Passport, visa information, Nexus card or other enhanced entry document
• Information regarding use of company resources
• Information regarding immigration status and eligibility for work
• Interview notes
• Letters of offer or acceptance of employment or contract opportunities
• Performance evaluations
• Attendance
• Driver’s licence number or other photo- identification

Demographic data such as race, ethnicity, gender identity, sexual identity, etc. that is not required for the purposes listed above may be collected on a voluntary basis for reporting and benchmarking purposes only. This type of data is disaggregated with the intent of ensuring CED is keeping pace with the changing demographics of Calgary over time.

Sharing of Personal Information

CED will not transfer or disclose personal information to a third party without the individual’s consent, except as set forth herein, or as otherwise required by applicable laws. 

We may transfer or disclose your personal information for the purposes described in this Policy, to establish, manage or terminate your working relationship with CED, and/or to manage your post-working relationship with CED, or as otherwise permitted or required by applicable laws.

We may share your personal information with our affiliates, consultants and other third parties, that require such information to assist us with managing our working relationship with you, including: third parties that provide services to us or on our behalf and third parties that assist CED in the provision of services to you (e.g., external payroll processing, human resources consultants). For example, third parties may provide certain information technology and data processing services to us from time to time so that we may operate our business. In the course of providing these services, personal information may be accessed, collected, stored and processed in the US or other foreign jurisdictions by CED affiliates or its third-party service providers.

CED, its affiliates and third-party service providers may disclose your personal information in response to a search warrant or other legally valid inquiry or order or as otherwise required or permitted by Canadian, US, or other law (which may include disclosure to US and foreign courts, law enforcement or governmental authorities). In addition, personal information may be disclosed or transferred to another party (including to self-regulatory agencies or other regulatory authorities) during the course of, or completion of, a business transaction, including in a sale of assets, merger, or other corporate restructuring.

CED may be required to disclose certain information, including your job classification, salary range, discretionary benefits, travel expense claims, employment responsibilities and severance agreements in accordance with the Freedom of Information and Protection of Privacy Act.

In the case of a transfer of personal information to CED affiliates or third-party service providers that process or store personal information on CED’s behalf, CED will require that such affiliates and/or third parties have agreed to safeguard personal information and use the information only for the purpose(s) for which it has been provided.