At Animation Career Excelerator (ACE Canada) we respect the privacy of our participants, applicants and
community members. We are in compliance with British Columbia’s Personal Information Protection Act
(PIPA) which came into effect on January 1 st , 2004 and sets out the ground rules for how BC businesses
and not-for-profit organizations may collect, use and disclose personal information.
We will inform our participants, applicants and community members of why and how we collect, use and
disclose their personal information, obtain their consent where required, and only handle their personal
information in a manner that a reasonable person would consider appropriate in the circumstances.
This Personal Information Protection Policy, in compliance with PIPA, outlines the principles and
practices we will follow in protecting participants, applicants and community members personal
information. Our privacy commitment includes ensuring the accuracy, confidentiality, and security of our
participants, applicants and community members personal information and allowing our participants,
applicants and community members to request access to, and correction of, their personal information.

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Definitions

Personal Information –means information about an identifiable individual, such as name, home address,
home phone number, social insurance number, employment information. Personal information does not
include contact information (described below).
Contact information – means information that would enable an individual to be contacted at a place of
business and includes name, position name or title, business telephone number, business address,
business email or business fax number. Contact information is not covered by this policy or PIPA.
Privacy Officer – means the individual designated responsibility for ensuring that Animation Career
Excelerator (ACE Canada) Society complies with this policy and PIPA.

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Policy 1 – Collecting Personal Information

1.1 Unless the purposes for collecting personal information are obvious and the participants,
applicants and community members voluntarily provides his or her personal information for
those purposes, we will communicate the purposes for which personal information is being
collected, either orally or in writing, before or at the time of collection.
1.2 We will only collect participants, applicants and community members information that is
necessary to fulfill the following purposes:
- To verify identity
- To confirm citizenship / legal status in Canada

- To identify a participant, applicant, industry and community members’ preferences
- To address any accommodations that may be required for program participation
-  To address any medical / dietary restrictions of participants
- To deliver requested products and services
- To process a newsletter subscription
- To send out information about ACE Canada
- To assess the suitability for participation in an ACE Canada program
- To enrol a participant in an ACE Canada program
- To have emergency contact information for program participants
- To promote and market current and past participants in ACE Canada programs
- To promote and market sponsors, workshop instructors and mentors in the ACE Canada
program
- To inform the community of contest winners
- To meet regulatory requirements

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Policy 2 – Consent

2.1 We will obtain participant and community member consent to collect, use or disclose personal
information (except where, as noted below, we are authorized to do so without consent).
2.2 Consent can be provided orally, in writing or electronically via email or electronic forms or it can
be implied where the purpose for collecting using or disclosing the personal information would
be considered obvious and the participant or community member voluntarily provides personal
information for that purpose.
2.3 Consent may also be implied where a participant or community member is given notice and a
reasonable opportunity to opt-out of his or her personal information being used for mail-outs,
newsletters and other communication related to ACE Canada and the participant or community
member does not opt-out.
2.4 Subject to certain exceptions (e.g., the personal information is necessary to provide the service or
product, or the withdrawal of consent would frustrate the performance of a legal obligation),
participants and community members can withhold or withdraw their consent for Animation
Career Excelerator (ACE Canada) Society to use their personal information in certain ways. A
participant’s or community member’s decision to withhold or withdraw their consent to certain
uses of personal information may restrict our ability to provide a particular service or product. If
so, we will explain the situation to assist the participant or community member in making the
decision.
2.5 We may collect, use or disclose personal information without the participant’s or community
member’s knowledge or consent in the following limited circumstances:
- When the collection, use or disclosure of personal information is permitted or required by
law;
- In an emergency that threatens an individual's life, health, or personal security;
- When the personal information is available from a public source (e.g., a telephone
directory);
- When we require legal advice from a lawyer;
- To protect ourselves from fraud;
- To investigate an anticipated breach of an agreement or a contravention of law

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Policy 3 – Using and Disclosing Personal Information

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3.1 We will only use or disclose participant and community member personal information where
necessary to fulfill the purposes identified at the time of collection or a purpose reasonably
related to those purposes, such as a survey on the provision of our services, which may take
place immediately following those services or any subsequent follow-up surveys, or to contact
past participants and/or applicants about additional products or services that may be of interest.
3.2 We will not use or disclose participant or community member personal information for any
additional purpose unless we obtain consent to do so or are required by law.
3.3 We will not sell participant or community member lists or personal information to other parties.

Policy 4 – Retaining Personal Information
4.1 If we use participant, applicant or community member personal information to make a decision
that directly affects the participant, applicant or community member, we will retain that personal
information for at least one year so that the participant, applicant or community member has a
reasonable opportunity to request access to it.
4.2 Subject to policy 4.1, we will retain participant, applicant, community member personal
information only as long as necessary to fulfill the identified purposes or a legal or business
purpose.

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Policy 5 – Ensuring Accuracy of Personal Information

5.1 We will make reasonable efforts to ensure that participant, applicant, community member
personal information is accurate and complete where it may be used to make a decision about
the participant, applicant, community member or disclosed to another organization.
5.2 Participants, applicants and community members may request correction to their personal
information in order to ensure its accuracy and completeness. A request to correct personal
information must be made in writing and provide sufficient detail to identify the personal
information and the correction being sought.
5.3 If the personal information is demonstrated to be inaccurate or incomplete, we will correct the
information as required and send the corrected information to any organization to which we
disclosed the personal information in the previous year. If the correction is not made, we will
note the participants’, applicants’ and community members’ correction request in the file.

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Policy 6 – Securing Personal Information

6.1 We are committed to ensuring the security of participants’, applicants’ and community members’
personal information in order to protect it from unauthorized access, collection, use, disclosure,
copying, modification or disposal or similar risks.

6.2 The following security measures will be followed to ensure that participant, applicant, community
member personal information is appropriately protected:
- Personal information is stored on a secured cloud-based server with limited access
- Access to personal information is restricted to the Executive-Level of ACE Canada or those
requiring access to the personal information to fulfill their job duties and participant,
applicant and community member requests
6.3 We will use appropriate security measures when destroying participant, applicant and community
member personal information such as deleting electronically stored information.
6.4 We will continually review and update our security policies and controls as technology changes to
ensure ongoing personal information security.

Policy 7 – Providing Participants, Applicants and Community Members Access to
Personal Information
7.1 Participants, applicants and community members have a right to access their personal
information, subject to limited exceptions, such as where a disclosure would reveal personal
information about another individual or would pose health and safety concerns.
7.2 A request to access personal information must be made in writing and provide sufficient detail to
identify the personal information being sought
7.3 Upon request, we will also tell participants, applicants and community members how we use their
personal information and to whom it has been disclosed if applicable.
7.4 We will make the requested information available within 30 business days, or provide written
notice of an extension where additional time is required to fulfill the request.
7.5 A minimal fee may be charged for providing access to personal information. Where a fee may
apply, we will inform the participant, applicant or community member of the cost and request
further direction from the participant, applicant or community member on whether or not we
should proceed with the request.
7.6 If a request is refused in full or in part, we will notify the participant, applicant or community
member in writing, providing the reasons for refusal and the recourse available to the participant,
applicant or community member.

Policy 8 – Questions and Complaints: The Role of the Privacy Officer or designated
individual
8.1 The Privacy Officer is responsible for ensuring Animation Career Excelerator (ACE Canada)
Society’s compliance with this policy and the Personal Information Protection Act.
8.2 Participants, applicants and community members should direct any complaints, concerns or
questions regarding Animation Career Excelerator (ACE Canada) Society’s compliance in writing

to the Privacy Officer. If the Privacy Officer is unable to resolve the concern, the participant,
applicant or community member may also write to the Information and Privacy Commissioner of
British Columbia.

Contact information for Name of organization’s Privacy Officer or designated individual:
Rose-Ann Tisserand, Chair. Animation Career Excelerator (ACE Canada) Society
email: rose-ann@ace-program.com