Canada Millennium Scholarship Foundation

Your privacy is important to us. The Canada Millennium Scholarship Foundation (the "Foundation") is committed to maintaining the accuracy, security and privacy of the personal information it collects, uses and discloses in accordance with applicable legislation. This privacy policy (the "Privacy Policy") is a statement of principles and guidelines concerning the protection of personal information of our bursary applicants and laureates, service providers and other individuals ("you").

CONSENT
BY SUBMITTING PERSONAL INFORMATION TO THE FOUNDATION OR ITS AGENTS, YOU AGREE THAT WE MAY COLLECT, USE AND DISCLOSE SUCH PERSONAL INFORMATION IN ACCORDANCE WITH THIS PRIVACY POLICY, THE PRIVACY PREFERENCES YOU HAVE MADE KNOWN TO US AND AS PERMITTED OR REQUIRED BY LAW. Subject to legal and contractual requirements, you may refuse or withdraw your consent to certain of the identified purposes at any time by contacting us as set forth below. If you refuse or withdraw your consent, we may not be able to provide you or continue to provide you with certain services or information that may be of value to you.

Who are we?
What personal information do we collect?
Why do we collect your personal information?
To whom do we disclose your personal information?
Control of your personal information
Where is your personal information stored?
How can you access your personal information?
How do we protect your personal information?
Privacy and our Websites
Changes to the Privacy Policy
Contact Us

Who are we?

What personal information do we collect?

The Foundation is a private, autonomous corporation established by an Act of Parliament in 1998 with an endowment of $2.5billion from the federal government. The Foundation's mission is to provide post-secondary students with the educational opportunities they need to prepare themselves for the future. The Foundation has three objectives:

To improve access to post-secondary education for all Canadians, especially those facing economic or social barriers
To encourage a high level of student achievement and engagement in Canadian society
To build a national alliance of organizations and individuals around a shared post-secondary agenda.

Canadian privacy legislation defines personal information broadly as information about "an identifiable individual" or as information that allows an individual to be identified. The types of personal information that we may collect from you from time to time include: (for applicants) your name, address, contact information, educational institution, field of study and educational status, biography and résumé information, financial information, social insurance number, photo and medical conditions; (for parents and guardians): name, contact information, sample identification and social insurance number; (for award assessors and other service providers): name, contact information, résumé information and social insurance number.

Why do we collect your personal information?

To whom do we disclose your personal information?

We collect your personal information for the purposes listed below:

To determine your eligibility for and to administer the Foundation bursaries and awards, including the World Petroleum Council Millennium Scholarship;
To conduct research related to the activities of the Foundation, including barriers to post-secondary education;
To establish the qualifications of our volunteer assessors and service providers;
To send you information about the Foundation, its activities and the activities of the Foundation laureates;
To detect and protect the Foundation and other third parties against error, fraud, theft and other illegal activity, and to audit compliance with the Foundation policies and contractual obligations;
To understand and respond to laureate, supplier and other third party needs and preferences, including to contact and communicate with such parties and to conduct surveys, research and evaluations;
For any other purpose to which you may consent from time to time.

For the purposes set forth in section 3 above, the Foundation interacts and exchanges information (including personal information) on a "need to know" basis to the following third parties in the following circumstances:

We may disclose your personal information to other companies that provide services on our behalf, including label printers, cheque printers, delivery contractors, auditors, our software developers (including website developers and hosts), data processing, document management and office services. We will only provide those companies the information they need to deliver the service and they are prohibited from using that information for any other purpose.

We may disclose your personal information, with your express consent, to organizations hired by the Foundation to conduct research into matters related to the Foundation’s activities and objectives, including means of reducing barriers to access to post-secondary education.

We may disclose your personal information, with your express consent, to provincial go rnments and/or educational institutions to administer the bursary program on a need-to-know basis from time to time.

We may disclose your personal information, with your express consent, to media relations companies that the Foundation works with to help promote the scholarship program and its laureates.

The Foundation may disclose your personal information to a government institution that has asserted its lawful authority to obtain the information or where the Foundation has reasonable grounds to believe the information could be useful in the investigation of unlawful activity, or to comply with a subpoena or warrant or an order made by a court, person or body with jurisdiction to compel the production of information, or to comply with court rules regarding the production of records and information, or to the Foundation's legal counsel.

Disclosure to Service Providers

Disclosure to research organizations
Disclosure to provincial governments and/or educational institutions
Disclosure for purpose of promotion
Law enforcement and legal disclosure

Control of your personal information

Where is your personal information stored?

How can you access your personal information?

How do we protect your personal information?

At the Foundation, we want you to be able to maintain control over how we use your personal information. In particular:

You may have the right to "opt out" of some or all of the identified purposes, uses and disclosures listed in sections 3 and 4 above.
You always have the option to instruct us not to use your name, address, e-mail address, etc. beyond providing you with the information or service you requested.
E-mail communications will always include an identification of the sender and an "Unsubscribe" option.
You have the right to access and rectify your personal information that we have on file, as discussed below in section 7.

In order to specify your privacy preferences, please contact our Chief Privacy Officer at the address below (see "Contact Us"). As mentioned above, we may not be able to provide you with information or services if you withdraw your consent to our use of your personal information that we require to administer the awards program.

Your personal information is stored in secured locations and on servers controlled by the Foundation, located either at our offices or at the offices of our service providers. For access to your personal information, please contact our Chief Privacy Officer via the contact information below.

Upon written request, subject to certain exceptions, the Foundation will inform you of the existence, use, and disclosure of your personal information and will give you access to that information. Access requests should be sent to our Chief Privacy Officer, using the contact information in the "Contact Us" section below.

We make every reasonable effort to protect against the loss, misuse, and alteration of personal information under our control. Our security policies are periodically reviewed and enhanced as necessary.

Only authorized employees and suppliers have access to your personal information. Where information is sent to a third party for processing, we make sure, through our contracts with them, that all customer information is kept secure. We operate secure data networks protected by industry standard firewall and password protection systems.

Privacy and our Websites

The Foundation sometimes collects personal information through its Laureatespace.ca website and through the World Petroleum Council's website (the "Sites"). In this section, we provide you with additional information regarding such collection.

What types of personal information do we collect and how do we collect it?

Why do we collect your personal information and how is it used?

The Foundation collects and uses various types of personal information from users of the Sites. For instance, before you login as a member of Laureatespace, the Foundation partially completes your personal profile for the Site with information already collected by the Foundation from you with your consent, as follows: last name, first name, user name, password, e-mail address, award year, award type, school you are currently attending and the city and province in which it is located. Any supplementary information entered in your personal profile is added either by you directly or by the Foundation staff at your request.

In addition, when you post materials to an area of the Laureatespace site, software used at the Site will automatically insert your name in association with the posted materials. This means that your postings to the discussion forums, the “Opportunities Bank” or “News and Events” databases, for instance, will not be anonymous. Therefore, any personal information contained in your submissions will be available to all those who have access to the password protected areas of Laureatespace, including Foundation staff.

Moreover, through the World Petroleum Council's Site, we may collect your name, contact information, educational institution, field of study, professional interests, résumé and biographical information that you choose to post on the Site.

Finally, the Foundation may also use software that records Internet Protocol (IP) addresses of the computer you use to connect to the Sites.

The Foundation uses the information it gathers for several purposes. For instance, in order to make certain aspects of the Laureatespace site and tools function properly, we are required to use minimum information from your profile, including your first name, last name, and e-mail address. Moreover, we collect and post the information contained in your personal profiles in order to facilitate dialogue amongst members. In addition, the Foundation gathers personal information to understand more about member and community interests, to communicate with you and to provide personalized tools and content. We hope to use this information to create new services and develop new programs that are relevant and useful to you.

As regards the World Petroleum Council's Site, we collect such information with your express consent, in order to make the information available to potential employers in the petroleum industry and to provide you with personal and professional networking opportunities.

Finally, the Foundation maintains certain Site usage statistics in order to create aggregate portraits of our Site communities. As a result of aggregation, however, such statistics are rendered anonymous and contain no personally identifiable information.

Who has access to your personal information?

Security

How you can access and update the information we keep about you?

Changes to the Privacy Policy

Contact Us

Once you have confirmed your agreement with the Privacy Policy and Terms of Use, your membership will be activated. At that point, any information contained in your personal profile, except your userID and password, can be viewed by other users who have access to the password-protected area of the Site, including Foundation staff. Any submissions you make to the Site, such as to discussion forums, to the "Opportunities Bank" or to the "News and Events" database, will also be available to other Laureatespace members and Foundation staff. Authorized access to the password protected areas of the Site will be made available to laureate members, as well as to employees, service providers and volunteers of the Foundation who require it to provide services to the Laureatespace members.

As regards the World Petroleum Council's Site, the personal information that you post will be made available to those Site users who have been granted password-protected access.

The Foundation will not otherwise use or disclose personal information to a third party without the user's consent, except if required to do so by law, court order, or other government or law enforcement authority. For instance, we will not sell or exchange your personal information to third parties or other organizations without your consent.

For obvious reasons, the Foundation cannot control how other Laureatespace members or WPC Scholars use the information that you post on the Sites, other than to request that they abide by the Terms of Use set forth below. For this reason, we recommend that all members use caution when submitting personally identifying information to Laureatespace or WPC Scholars.

Access to all areas of the Sites that contain personal information, including your personal profile, is password protected.

Users are provided with a userID and initial password by the Foundation but should change their password as soon as possible. For security reasons, your password should contain both letters and numbers and should not correspond to your userID or any other easily identifiable alphanumeric combination. You should never disclose your password to others.

In general, members can directly access and update their personal information held on file at the Sites, simply by accessing and modifying their personal profile. However, some information contained in your personal profile may not be modified directly by you. To access or update such personal information, please e-mail a request to us at info@laureatespace.ca, wpcscholarsinfo@bm-ms.ca or at millenniumfoundation@bm-ms.org.

The Foundation reserves the right to modify or supplement this Privacy Policy at any time. If we make a change to this Privacy Policy, we will post such changes on our websites and make such revised policy and changes available upon request to the Foundation’s Chief Privacy Officer. However, the Foundation will obtain the necessary consents required under applicable Privacy Laws if it seeks to collect, use or disclose an individual’s personal information for purposes other than those to which consent is obtained unless otherwise required or permitted by law.

The Foundation has appointed a Chief Privacy Officer to oversee compliance with this Privacy Policy and applicable privacy laws. For information on the Foundation’s privacy practices, please contact the Foundation’s Chief Privacy Officer at

1000 Sherbrooke West/Ouest

Suite/bureau 800

Montréal, QC H3A 3R2

e-mail: millennium.foundation@bm-ms.org

phone: (514) 985-0026

fax: (514) 985-5987

Approved 16 September 2004