- GENERAL
Welcome to https://www.cicic.ca/ (the “Website”), provided by The Corporation of the Council of Ministers of Education, Canada (collectively, “CCMEC,” “we,” “us,” or “our”), an intergovernmental body duly incorporated pursuant to the laws of Ontario. This Privacy Policy describes how we collect, use, and disclose the personal information of visitors, clients, members, assessors, and other users of the Website (collectively, “users,” “you,” or “your”). All collection, use, and disclosure of your personal information by CCMEC is carried out in accordance with applicable Canadian privacy laws, such as the Personal Information Protection and Electronic Documents Act (“PIPEDA”), and with the European Union’s General Data Protection Regulation (“GDPR”), if applicable. Please read this Privacy Policy carefully prior to using the Website.
- CONSENT
Your use of the Website or Services (defined in Section 3) constitutes acceptance of and agreement with this Privacy Policy. If you do not accept this Privacy Policy, you are not permitted to use the Website or Services. Your consent to our use of your personal information can be withdrawn at any time by following the directions in Section 13 (Your Rights). Withdrawal of consent may adversely impact our ability to provide the Services.
- SERVICES
We provide content, resources, and services to users of the Website (collectively, “Services”). Services include (without limitation) the Canadian Information Centre for International Credentials (“CICIC”). CICIC is Canada’s National Information Centre and fulfills Canada’s obligations under UNESCO conventions to facilitate the mobility of talent. CICIC’s services are offered via CCMEC. CICIC:
- provides information and referral services (“Information and Referral Services”) to individuals and organizations (“Users”) on the recognition of academic and occupational credentials for working and studying in Canada and abroad. These services are accessed mainly through CICIC’s Individual Portal. Users can also access CICIC’s Information and Referral Services by submitting an inquiry through various communication channels (e.g., submitting an inquiry through the Website’s “Contact us” form; sending an email to a CICIC/CCMEC-affiliated staff member; using any of the following additional communication methods: social media platforms, CICIC’s Tool Box, the automated telephone system at (+1) 416-962-9725, the self-serve online Connect the dots! tool).
- provides information on Canada’s education systems and quality assurance to assist in the recognition of Canadian qualifications, in collaboration with provincial and territorial ministries/departments responsible for education in Canada (“Competent Authorities”). Such information is mainly found in CICIC’s Education Portal, where users will also find directories of educational institutions.
- contributes to policy dialogue and analysis on academic credential assessment issue management in Canada, including raising awareness of the impact of developments in related areas, such as immigration and labour-market policies, and of the need to facilitate mobility by reducing barriers to students and workers moving to, across, or outside Canada.
- develops tools and resources to support the community of academic credential assessors (“Assessors”) to improve the consistency of and capacity for academic credential assessment in Canada. Such tools and resources are mainly found in CICIC’s Assessor Portal. They include CICIC’s Tool Box, an online service that allows users to add or update basic information about their organization, including details for a designated contact person. For registered Assessors, it also offers various tools to support the assessment and recognition process (e.g., Directory of Comparability Assessment Outcomes, Terminology Guide for Academic Credential Assessment in Canada, a list of community members, webinars), as well as a discussion platform (i.e., EVALUATION listserv) for exchanges among/between experts in the field. Assessors who wish to use CICIC’s Tool Box must submit a registration request to create an account on the Website (an “Account”). Assessors must meet specific eligibility criteria for access to this online service (“Eligibility Criteria”) as described on CICIC’s website. CICIC assesses all registration requests for access on a case-by-case basis and subsequently determines whether the Eligibility Criteria are met. Furthermore, Assessors using CICIC’s Tool Box must follow specific user guidelines when interacting and sharing information with other community members.
CICIC is not responsible for recognizing credentials issued outside Canada. This responsibility falls to various organizations in Canada, including educational institutions, regulatory authorities and some professional associations, and employers. Some of these organizations may use academic credential assessment services that are members of the Alliance of Credential Evaluation Services of Canada (ACESC). Consequently, CICIC does not grant equivalencies or assess credentials, nor does CICIC intervene on behalf of individuals or in appeals. Furthermore, CICIC does not provide authentication services for credentials issued in Canada, as the issuing authorities are responsible to provide this information.
- PURPOSES OF COLLECTION, USE, AND DISCLOSURE
We collect your personal information for the following purposes:
Providing and administering the Services. The provision and administration of CICIC as a service requires collection, use, and disclosure of personal information.
The purposes of collection are to gather 1) personal information for identification of you as a user of our Services and 2) contextual information to understand why you requested Information and Referral Services, in order to reply to your questions related to the Services.
The purposes of use are to reply to your questions related to the Services and to effectively provide Information and Referral Services.
The purposes of disclosure are to leverage the expertise and services of certain third parties.
- If your request concerns provincial/territorial education systems in Canada and/or systems in other countries, disclosure relates to locating and confirming information with Competent Authorities responsible for education, and to addressing any concerns for a resolution of the issue. Requests can include (without limitations): status of an educational institution and an academic program; an academic document issued by an educational institution; quality assurance mechanisms; applicable legislative frameworks; relevant historical information about a given education system.
- If your request concerns the services provided by members of the ACESC or other assessing organizations in Canada, the disclosure relates to your assessment process and to providing the concerned parties with your information to address any concerns for a resolution of the issue. Requests can include (without limitations): delays processing your application for assessment services; complaint regarding the quality of services provided; disagreement with the outcome of your assessment; your wish to lodge an appeal against the assessment decision.
- If your request is processed via CICIC’s Tool Box, disclosure to other Assessors relates to the gathering of information to assist with your ongoing or future assessment procedure(s). Requests can include (without limitations): status of an educational institution and an academic program; an academic document issued by an educational institution; quality assurance mechanisms; applicable legislative frameworks; relevant historical information about a given education system.
Improving the Services and Website. Certain non-sensitive, non-identifying, and aggregated information may be collected and used for the purpose of improving the Services and Website. Your sensitive personal information will not be used for this purpose.
Making content and resources available to users of the Website. Certain non-sensitive, non-identifying, and aggregated information may be collected and used for the purpose of content and resource creation. Once again, your sensitive personal information will not be used for this purpose.
All collection, use, and disclosure of your personal information will be carried out in accordance with the terms of this Privacy Policy and applicable laws.
- TYPES OF PERSONAL INFORMATION COLLECTED
Information that you provide to us. We collect the personal information you provide when you: request or engage with the Services, create an Account with us, complete our online forms, or request Information and Referral Services through various communication channels (e.g., submitting an inquiry through the Website’s “Contact us” form; sending an email to a CICIC/CCMEC-affiliated staff member; using any of the following additional communication methods: social media platforms, CICIC’s Tool Box, the automated telephone system at (+1) 416-962-9725, the self-serve online Connect the dots! tool).
Information required for Services. We collect your personal information when you:
- request Information and Referral Services through our various communication channels, including (without limitation): name, email, country of residence, demographic information, and contextual information about the reasons for your inquiry.
- create an Account and use the Tool Box Services, including (without limitation): name, email, country of residence, demographic information, expertise with the assessment of academic credentials, academic and professional documents you are trying to assess (e.g., transcript, diploma, statement of professional standing), contextual information about the reasons for your inquiry to the EVALUATION listserv, and coordinates of your organization.
Website usage information. We automatically collect certain types of information whenever you visit the Website, including (without limitation): Google Analytics data, page(s) visited, time spent on page(s), country of origin, click-stream data, IP address, internet service provider, browser, the date and time of your visit, the documents downloaded, the searches you performed, and the referring URL you came from.
Email communications. When you open emails from us, we may receive confirmation noting you opened an email. We may keep track of the emails we send you. Additionally, we keep a record of what types of emails you have opted to receive and not to receive.
- HOW PERSONAL INFORMATION IS COLLECTED
Information that you provide to us. We collect this type of personal information directly from you. While all such information is provided voluntarily by you, we may require certain personal information to provide the Services. In particular, we will require certain personal information to provide and administer CICIC.
Information provided to and by parties. In connection with the Services, you may be required to provide certain personal information to third parties, including (without limitation): information in relation to your specific inquiry.
Website usage. We track usage patterns on the Website by collecting certain non-identifying information. Each time you visit our Website, our server may record the Website usage information listed above. We use this non-personal information to optimize your Website experience and for optimization of the Website.
Cookies. We employ “cookies” (a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns) or similar technology that may provide additional functionality to the Website and helps us analyze Website usage more accurately. Cookies allow for a personalized experience when you visit or revisit a website. CICIC uses cookies for analytical purposes only. Cookies may also be used by third parties to present you with relevant products or advertisements on other websites that are based on your interests.
In regard to Website usage analysis, we use Google Analytics. In addition, our Website also features a Google Maps plugin to locate educational institutions and other education-related entities listed in CICIC’s directories.
IP address and clickstream data. We may collect your IP address and clickstream data, which we use for internal system administration. An IP address is a number that is automatically assigned to your computer whenever you access the internet. Clickstream data may include such information as the page served, the time, the source of the request, the type of browser making the request, and the preceding page viewed.
- USE OF PERSONAL INFORMATION
Services. We primarily use your personal information for the purposes of providing, administering, and improving the Services. The personal information that you voluntarily provide to us is used solely in connection with the Services.
Ancillary purposes. Personal information that we collect automatically may be used for certain ancillary purposes, including (without limitation) providing, administering, and improving the Website and making content and resources available to users of the Website.
Contacting you. We may also use your personal information to contact you. In all circumstances, your personal information will be used only for the purpose(s) for which it was collected.
Purposes required by law. We may use your personal information for other purposes for which we have obtained your consent, and for such other purposes as may be permitted or required by applicable laws.
- DISCLOSURE OF PERSONAL INFORMATION
We may share your personal information with others in the circumstances set out below. We use contractual and other means to ensure that your personal information remains protected.
Provision of the Services. To properly provide the Services, we will be required to share certain personal information to leverage the expertise and services of certain third parties (defined in Section 4).
Agents. We employ other businesses and contractors to perform functions on our behalf, which include Website analysis and data analysis. These entities have access to your personal information only to the extent required to perform their various functions in accordance with this Privacy Policy and applicable laws.
Legal process. Your personal information may be disclosed pursuant to applicable laws, court orders, or legal process, which may occur with or without notice to you.
If we otherwise intend to disclose your personal information to a party, we will identify that party and the purpose for the disclosure and obtain your consent.
- LOCATION OF YOUR PERSONAL INFORMATION
Your personal information may be stored and processed in Canada and in any country where we engage third-party service providers. As a result, your personal information may be transferred outside your jurisdiction, and to other jurisdictions which may have different data protection rules. For the duration that your personal information is outside of your jurisdiction, it is subject to the laws of the jurisdiction in which it is located, and it may be subject to disclosure to the governments, courts, or law enforcement or regulatory agencies of such other country, pursuant to the laws of such jurisdiction. For example, certain service providers may store information in the United States of America, and accordingly, your personal information may be available to American governments or agencies under a lawful order, irrespective of the safeguards we have put in place for the protection of your personal information.
However, our practices regarding your personal information will at all times continue to be governed by this Privacy Policy and by applicable laws. Before communicating your personal information outside of your jurisdiction, we will implement appropriate safeguards to provide an adequate level of protection of your personal information.
For written information about our policies and practices regarding service providers outside of Canada, contact our Privacy Officer. See Section 15 (Contact Details).
- PROTECTION OF PERSONAL INFORMATION AND BREACH OF SAFEGUARDS
Security measures. We have implemented appropriate technical and organizational security measures against loss or unlawful processing of your personal information. We use standard, industry-wide, commercially reasonable security practices to protect your information. In addition, we have taken steps to ensure that the only personnel who are granted access to your personal information are those with a business need-to-know or whose duties reasonably require such information.
Disclaimer. However, as effective as our practices are, no security system is impenetrable. We cannot guarantee the security of our database, nor can we guarantee that information you supply will not be intercepted while being transmitted to us over the internet. Any transmission of information by you to us is at your own risk.
Security breach. In the event of a security breach involving your personal information, if there is a risk of significant harm to you or any other individual, we will promptly report the breach to (a) you and (b) the Office of the Privacy Commissioner of Canada in accordance with PIPEDA.
- RETENTION OF PERSONAL INFORMATION
In connection with the Services, we retain your personal information as long as necessary to fulfill the purposes for which that personal information was collected and as permitted or required by law, and, in any case, for a minimum of one (1) year from the commencement of requesting Information and Referral Services. In addition, we retain your personal information for a reasonable period of time after Services were rendered.
If you do not request continued retention of your personal information, we will destroy, erase, or anonymize such information, once it is no longer required (a) to comply with a legal obligation; (b) to pursue our legal rights and remedies; (c) to find resolution concerning your request for Information and Referral Services; (d) to facilitate your mobility rights; or (e) for any other purpose identified in this Privacy Policy.
We may retain certain aggregated, non-identifying information indefinitely for evaluation, reporting, and statistical analysis related to the Services.
- MARKETING
You may opt in to receive marketing communications from us, in which case, we may use your contact details to send you general updates regarding our news and the Services. CICIC’s Tool Box also generates automatic notifications when other Users use Services. You may opt out of receiving these updates and automatic notifications at any time by following the opt-out instructions in the email, in particular by clicking the “unsubscribe” link at the bottom of any email you receive from us.
- YOUR RIGHTS
Right to access. Upon request, you will be informed of the existence, use, and disclosure of your personal information that is under our custody, and you will be given access to such personal information. Certain exceptions may apply. Under certain circumstances, you may request that we transmit your personal information directly to you or to another organization, in a structured, commonly used, and machine-readable format, and we will comply where reasonably practicable.
Right to rectification. You may challenge the accuracy and completeness of your personal information and request that it is amended as appropriate.
Withdrawal of consent and erasure. You may also withdraw your consent to the collection, use, or disclosure (or two or more of the foregoing). Under certain conditions, and subject to applicable laws, you may request erasure of your personal information. In such circumstances, we may no longer be able to provide the Services. If we are no longer able to provide the Services, we will inform you that the Services are terminated.
Finally, you have also the right to lodge a complaint with the relevant data protection authority.
Any requests or directions with respect to your personal information should be provided to our Privacy Officer using Section 15 (Contact Details).
- OTHER
External links. This Privacy Policy applies only to the Website and not to any advertisers, sponsors, or other third-party websites that may be linked. We have not reviewed all of the websites linked to the Website, and we are not responsible for the contents of any such linked websites. These other websites may or may not have their own published privacy policies. If you visit a website that is linked to the Website, you should review that website’s privacy policy before providing any personal information to them. The inclusion of any link does not imply endorsement by us. Use of any such linked website is at your own risk.
This section does not apply to those third parties with whom we share or receive your personal information pursuant to contract. We will ensure that such third parties (a) limit use and disclosure of your personal information to what is required in connection with the Services and (b) implement appropriate safeguards to protect your personal information in a manner consistent with this Privacy Policy and with applicable privacy laws.
Minors. We do not intentionally collect any personal information from children. Any use of the Website by children or minors must be supervised by a parent or guardian. The parent or guardian is responsible for all actions taken in connection with the Website by their children.
Governing law. This Privacy Policy, the subject matter herein and all related matters will be governed by, and construed in accordance with, the laws of the Province of Ontario and the laws of Canada applicable in Ontario.
Changes to this Privacy Policy. We may update this Privacy Policy from time to time to reflect changes to our information practices. We encourage you to periodically review this page for the latest information on our privacy practices.
- CONTACT DETAILS
If you have questions, comments, or concerns regarding our Privacy Policy, or if you’d like to exercise your rights with respect to your personal information, you can reach out to:
Attn: Privacy Officer
416-962-8100
privacyofficer@cmec.ca
95 St. Clair Ave. West, Suite 1106
Toronto, Ontario M4V 1N6
Canada
You can also contact us through the “Contact Us” page available on the Website.
If you are not satisfied by our response, you can contact the Privacy Commissioner of Canada:
Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Quebec K1A 1H3
- GDPR COMPLIANCE
The European Union (EU) has implemented a comprehensive privacy regulation called the General Data Protection Regulation (GDPR), the intent of which is to protect the personal information of EU residents. The GDPR addresses the transfer of personal information outside of the EU, including to organizations such as the Canadian Information Centre for International Credentials (CICIC), an operating unit of CCMEC. To the extent that we process personal information of EU data subjects in connection with the Services, we are subject to the GDPR.
The European Commission has adopted an “adequacy decision” for Canadian organizations subject to PIPEDA. CCMEC is subject to PIPEDA, and thus in accordance with the adequacy decision, processing of personal information of EU data subjects in connection with the Services is carried out as intra-EU processing.
Notwithstanding the adequacy decision, this Privacy Policy applies to our collection, use, and disclosure of personal information of EU data subjects. In addition to the other sections of this Privacy Policy, the provisions set out below apply exclusively (to the exclusion of non-EU data subjects) to our collection, use, and disclosure of personal information of EU data subjects.
Automated decision-making. If, in connection with the Services, we must use automated decision-making, we will provide you with information about the logic involved and the significance and consequences of such processing. Under conditions set out in Article 22 of the GDPR, you have the right not to be subject to a decision based solely on automated processing that produces legal effects concerning you or similarly significantly affects you.
Disclosure to other countries. If, in connection with the Services, we must transfer your personal information to a third country or international organization, we will inform you of this requirement and the existence or absence of an adequacy decision applicable to such country or organization. In all such circumstances, we will ensure that appropriate contractual safeguards are in place to protect your personal information.
Disclosure to third parties. If, in connection with the Services, we engage a third party to process your personal information (a “Processor”), we will ensure that the Processor complies with the standards set out in this Privacy Policy. We will ensure that the Processor does not engage any other party to process your personal information without our authorization. Processing of your personal information by a Processor will be governed by contract in place between CCMEC and the Processor, including, where applicable, (without limitation) use of standard contractual clauses, as approved by the EU Commission.
Joint controllers. Participating provinces and territories may, in conjunction with CCMEC, determine the purposes and means of processing of your personal information in connection with the Services. In these circumstances, we will make arrangements with the province or territory that is acting as a joint controller of your personal information to ensure that our respective responsibilities are clear and that your personal information is processed in accordance with the GDPR.
Breaches. In the case of a breach of personal information which is likely to result in a risk to your rights and freedoms, we will promptly inform the competent data protection authority of the breach and appropriate details thereof. If the breach is likely to result in a high risk to your rights and freedoms, we will communicate the breach to you without undue delay.
Data protection officer. In compliance with Article 37 of the GDPR, CCMEC has designated its data protection officer as:
Alejandra Brown
abrown@kirke-consulting.com
777 Hornby St Suite 642,
Vancouver, BC V6Z 1S4
Canada