At the Arctic Energy Alliance (AEA), we are committed to protecting the privacy of our clients, employees, and any other individuals whose personal information we collect. This privacy policy explains how we collect, use, and disclose personal information.
Personal Information
“Personal Information” is defined as information about an identifiable individual other than the individual’s name, title and business contact information.
How Personal Information is Collected
In its dealings with clients, the AEA collects personal information directly from clients, when the client provides this information to us, either in person, over the phone, or through the AEA website. This may include a client’s name and address, telephone number, email address, credit card/banking information, proof of residency and any other information required to deliver AEA programs and services, including any information required in order for the AEA to comply with its legal obligations.
The AEA may also collect personal information during AEA events. Such information is collected directly from individuals, when the individual provides it to us, either in person, over the phone, or through the AEA website. This may include an individual’s name, email address, home community, associated organization name (if applicable) and phone number.
The AEA will endeavour to only collect the information required to deliver its programs and services.
Use and Disclosure of Personal Information
The AEA uses personal information collected from clients or other individuals in order to deliver AEA programs and services, in order to manage and coordinate AEA programs and events, and in order to meet legal/regulatory requirements. The AEA will not share the personal information of clients or other individuals with third parties without the individual’s consent, except as required by law or as required by the AEA’s funding agreements (see below).
The AEA may disclose clients’ personal information to funders or government agencies as required by the AEA’s funding agreements or as necessary to fulfill the AEA’s legal obligations. In such cases, the AEA will only disclose the minimum amount of personal information necessary to fulfill the purpose of the disclosure and only with the individual’s consent.
Safeguarding Personal Information
The AEA is responsible for the personal information within its possession and control. The AEA has appointed the Executive Director as its Privacy Officer. The Privacy Officer is the custodian of all privacy matters and accountable for legal compliance with privacy laws and the principles outlined in this Policy.
The AEA will take reasonable measures to protect personal information from unauthorized access, use, and disclosure. These measures include physical, administrative, and technological safeguards.
Retention of Personal Information
The AEA retains personal information only as long as necessary to fulfill the purposes for which it was collected, or as required by law. Specific AEA programs may retain personal information for a period of time required to fulfill all reporting and legal requirements.
Access to Personal Information
Individuals may request access to their personal information by making a written request to the Privacy Officer. Access will be provided as required and permitted by law.
Accuracy of Personal Information
The AEA will take reasonable steps to ensure that personal information in its possession is accurate, complete, and up-to-date. Individuals may request that their personal information be corrected if it is inaccurate or incomplete.
Changes to this Privacy Policy
The AEA will review this privacy policy every two (2) years and may revise the policy from time to time. Any changes will be posted on the AEA’s website.
This Policy was last revised June 12, 2024.
Privacy Officer
A client or other individual may address inquiries or complaints concerning compliance with this Privacy Policy and the accuracy of information held by the AEA, to the Executive Director who serves as the Privacy Officer, in writing. The AEA will investigate all complaints concerning compliance and its Privacy Policy and, if necessary, will take appropriate measures to remedy the issue resulting in the complaint, including correcting information handling practices and policies, where necessary. Complainants will be notified in writing of the outcome of an investigation clearly and promptly, and will be informed of any relevant steps taken. Inquiries or complaints should be submitted to the Privacy Officer at: info@aea.nt.ca.