The Artist in Residence (Education) service (herein “AIR (E)”) is a program offered by Ontario Arts Council (“OAC”). OAC respects individual privacy and is committed to protecting personally identifiable information in conformity with applicable legal and ethical standards.

 

This Privacy Policy (“Privacy Policy”) sets forth OAC’s practices regarding the collection, use and disclosure of information that you may provide through the AIR (E) website service. Please read this entire Privacy Policy before using this site or submitting information to OAC through the AIR (E) website.

 

By using this site and whenever you submit information through this site to OAC, you agree with the terms of OAC’s Privacy Policy and Notice of Information Practices written below and consent to the collection, use and disclosure of your personal information as set out.

 

Privacy Policy and Notice of Information Practices

 

Information OAC Collects

 

• Personally Identifiable Information – OAC only collects personally identifiable information, such as your name, address, school connection, telephone number or email address, when you voluntarily submit it to OAC. We also collect information about your visits to the AIR (E) website when you log in with your unique username and password, if applicable
• Children’s Personal Information – OAC is extremely concerned about the protection of children who may log onto the AIR (E) service website. OAC fully supports the position, with respect to children’s use of the Internet, published by the Information and Privacy Commissioner of Ontario set out at:

 

http://www.ipc.on.ca/images/resources/youthonline.pdf

 

Whenever OAC obtains, via the AIR (E) website, information about a child, that information is not disclosed outside the child’s school or school board except with the order of a court or the consent of the parent or guardian of the child.

 

Cookies and Other Non-personally Identifiable Information

 

There are two types of cookies: session cookies (non-persistent cookies) and persistent cookies. Session cookies temporarily store non-personally identifiable information about your visit to our AIR (E) website in your computer’s memory. The cookie is deleted as soon as you close your browser. Persistent or permanent cookies uniquely identify your browser and will be permanently saved in your computer’s memory information requested by the website. We use only non-persistent cookies, only for the purposes of aiding your navigation of the AIR (E) website and our understanding of how users use the website. We do not use persistent cookies at any time.

 

We also track the total number of visitors to our website, the number of visitors to each page of the website and the domain names of our visitors’ Internet service providers. We may also ask users that have opted to receive information to complete a survey. No personally identifiable information is gathered during any of these processes.

 

How OAC Uses Information It Collects

 

OAC collects, uses and discloses personal information at different times for a variety of legitimate business purposes, such as:

 

• Receiving and/or responding to requests and complaints relating to problems with the AIR (E) website and reporting these to our information technology support providers;
• Receiving and/or responding to requests and complaints relating to the AIR (E) service and program or to the service providers participating in it and reporting these to the relevant schools or school boards;
• Administering arts awareness programs or other similar programs organized by OAC;
• Where individuals have registered for one of our Artist in Residence (Education) programs or events, this information may be used by OAC personnel or agents of OAC in order to help facilitate the booking of appointments with participating artists or students in the AIR (E) service;
• Notifying individuals, teachers, school boards or law enforcement agencies of matters that OAC may be required by law to notify them of;
• Establishing and managing participant relationship profiles, delivering OAC services, recommending particular services to meet AIR (E) participant needs and developing, planning and sponsoring educational or other programs, conferences, symposia, etc.
• In the case of artists in residence or potential artists in residence, personal information will be collected regarding evaluation of participation applications; engaging, evaluating and managing performance; and administering related services;
• Monitoring and reviewing OAC’s, artists’, students’, schools’ and school boards’ compliance with relevant codes of conduct and OAC policies in the OAC’s dealing with participants in the AIR (E) program;
• We also use your personal information in order to improve the AIR (E) website or to provide you with information that you have requested or additional information about OAC which OAC believes may be of interest to you.

 

OAC will make reasonable efforts to identify the purposes for which personal information is collected to the individual from whom the personal information is collected at or before the time of collection. If any personal information collected is to be used for a purpose not previously identified, OAC will identify and document the purpose before such use.

 

The Disclosure of Personal Information

 

OAC does not sell or rent any of your personally identifiable information for marketing or advertising purposes. 

 

OAC considers your Personal Information confidential and does not sell or share it with others unless your request or authorize it.  However, there are limited circumstances that require us to share it with others:

 

• Agents and Service Providers: We sometimes employ or contract with companies and individuals to perform functions on our behalf, such as supporting our systems infrastructure, providing services, developing programs and developing computer applications. These parties are under a legal obligation to only use your information for purposes of the services they provide and cannot otherwise use, disclose or retain your information.
• Legal Requirements:  OAC may also disclose Personal Information about individuals in response to (a) requests from law enforcement officials; (b) requests from schools or school boards about students and the progress of students in their studies under the AIR (E) program, where such studies count for academic credit; (c) any judicial, administrative or similar proceeding or order, such as subpoena; (d) if required by law; or (e) in special circumstances, such as in response to a physical threat or perceived physical threat to any individual or to enforce the terms of use of this site or our agreements.

 

In addition, OAC maintains the right to disseminate data you send to us so long as such data is in anonymous, aggregated form so as not to identify you.

 

Storage and Transfer of Information

 

OAC, or in some cases its agents, may store the personally identifiable data collected via this website in an electronic database. OAC and its agents may also exchange such data with each other or with you over the Internet or over intranet systems for the purposes of processing the data, e-mailing or mailing information to you in response to your request, or otherwise carrying out the services forming part of the AIR (E) program.

 

While OAC makes every reasonable effort to protect the personally identifiable data collected through the AIR (E) website, please be aware that there is always some risk involved when submitting data over the Internet. We cannot guarantee that our website is 100 per cent safe from illegal tampering or “hacking.” Any data transmitted over the Internet may be at risk; however, once it is received at OAC and entered into its database, it has the same protection that OAC extends to its own confidential information.

 

Providing Access to Personal Information

 

Upon request, and unless prohibited by reasonable business or legal concerns, OAC shall inform individuals of the existence, use, and disclosure of their personally identifiable information and provide access to that information. An individual shall be able to challenge the accuracy and completeness of the information and have it amended as appropriate.

 

Your Information Choices

 

Personally Identifiable Information - If at any time you wish to stop receiving emails or other communications from us, or if you have submitted personally identifiable information through our AIR (E) website and would like to have that information deleted from our records, please notify us. You may also request access to personal data about you held in the AIR (E) website and you may have the opportunity to request a correction or amendment to your personal data.

 

As a reminder to you when exchanging emails, any email that you send or receive on your employer’s email system may be the property of your employer. Consequently, your employer may have the ability to review your personal information sent via email.

 

Please note that although we attempt to adhere to requests to remove personal data from our records, it may not be possible to remove all copies depending on the manner in which the information was submitted to us. In addition, we reserve the right not remove or amend information provided to us that is otherwise required to be retained by law.

 

Links to Third Party Sites

 

As a convenience to our visitors, the AIR (E) website may contain links to a number of other (non-OAC) sites that we believe may offer useful information. The privacy policy presented here does not apply to those sites. You should contact those sites directly for information on their privacy policies, confidentiality agreements, and data collection/distribution procedures.

 

Please note that linked non-OAC sites may also use cookies. OAC cannot control the use of cookies by these non-OAC sites. In addition, when you link from the AIR (E) website to another website, that site may have the ability to recognize that you have come from the AIR (E) website. If you do not want any other websites to know that you have been on this website, we recommend that you do not use the links provided in our site.

 

Privacy Policy Updates

 

Any changes to this Privacy Policy will be posted on this page. If a change to this Privacy Policy results in a materially different use of your personally identifiable information provided prior to the date of the change, you may opt out of such use by providing notice to OAC.

 

This Privacy Policy only applies to the AIR (E) website. A different Privacy Policy may apply to other OAC websites you visit.  

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This Privacy Policy was last updated on November 28, 2012.