Privacy Policy

1. Introduction

The Canadian Cardiac Oncology Network ("we," "us," or "our") operates the website https://www.cardiaconcology.ca/ (the "Site"). We are committed to protecting your personal information and your right to privacy. This Privacy Policy explains what information we collect, how we use it, and what rights you have in relation to it.

This policy is designed to comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable Ontario privacy laws.

By using our Site, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Site.

2. Information We Collect

We collect personal information that you provide voluntarily to us, as well as information collected automatically when you use the Site.

2.1 Information You Provide to Us

We collect personal information that you provide when you:

• Submit our contact form or sign up for email updates – including your name, email address, organization, and any message content you provide;
• Register for an account on our Site – including your name, email address, password (stored in encrypted form), and any optional profile information you choose to provide;
• Communicate with us by email or other means – including the contents of your communications and any information you choose to share.

2.2 Information Collected Automatically

When you visit our Site, we automatically collect certain information about your device and your interaction with the Site. This information may include:

• IP address and approximate geographic location;
• Browser type and version, operating system, and device type;
• Pages visited, time spent on pages, and referral sources;
• Date and time of access and other usage data.

We collect this information using cookies, log files, and similar tracking technologies. See Section 5 for more information on cookies.

3. How We Use Your Information

We use the personal information we collect for the following purposes:

• To provide, operate, and maintain the Site and our services;
• To respond to your inquiries, comments, or requests;
• To create and manage your user account;
• To send you newsletters, event updates, and marketing communications where you have consented to receive them;
• To analyze how users interact with the Site so we can improve content, performance, and user experience;
• To detect, prevent, and address technical issues, fraud, or other unlawful activity;
• To comply with legal obligations and enforce our Terms and Conditions.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason that is compatible with the original purpose.

4. Consent

Under PIPEDA, we are required to obtain your consent for the collection, use, or disclosure of your personal information, except where otherwise permitted by law. By submitting your information to us through the Site, you consent to our collection, use, and disclosure of your personal information as described in this Privacy Policy.

You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. To withdraw consent, contact us using the details in Section 12. Please note that withdrawing consent may affect our ability to provide certain services to you.

5. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to operate our Site and to understand how visitors use it. Cookies are small data files stored on your device.

We use the following types of cookies and tracking tools:

• Strictly necessary cookies – required for the Site to function (e.g., session management, security);
• Analytics cookies – help us understand how visitors interact with the Site. We may use Google Analytics to collect aggregated data about Site usage;
• Marketing and advertising tools – we may use Meta Pixel (Facebook Pixel) to measure the effectiveness of our advertising and to deliver relevant content. These tools may collect information about your interactions with our Site and other websites;
• Functional cookies – remember your preferences and settings.

You can control or delete cookies through your browser settings. You may also opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on, and you can manage your Meta advertising preferences through your Facebook account settings. Disabling certain cookies may affect the functionality of the Site.

6. How We Share Your Information

We do not sell, rent, or trade your personal information. We may share your personal information in the following limited circumstances:

• Service providers – with third-party vendors and service providers who perform services on our behalf (e.g., website hosting through Webflow, email delivery, analytics providers such as Google, and advertising platforms such as Meta). These parties are contractually required to safeguard your information and use it only for the purposes we specify;
• Legal compliance – when required by law, regulation, court order, or other valid legal process, or to respond to lawful requests from public authorities;
• Protection of rights – to protect the rights, property, or safety of the Canadian Cardiac Oncology Network, our users, or others;
• Business transfers – in connection with a merger, acquisition, financing, or sale of all or part of our operations, in which case the receiving party will be required to honour this Privacy Policy.

7. Cross-Border Transfers

Some of our service providers (including our website host, analytics, and advertising providers) may store or process information on servers located outside of Canada, including in the United States. When personal information is transferred outside of Canada, it is subject to the laws of the country in which it is held and may be accessible to law enforcement and national security authorities of that country.

We take reasonable steps to ensure that any third party that processes your personal information on our behalf provides a comparable level of protection to that required under Canadian law.

8. Data Retention

We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. When personal information is no longer needed, we will securely destroy, erase, or anonymize it in accordance with our retention practices.

9. Security of Your Information

We implement reasonable administrative, physical, and technical safeguards to protect your personal information against unauthorized access, use, disclosure, alteration, or destruction. These safeguards include encryption in transit, access controls, and secure hosting infrastructure.

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

10. Your Rights

Under PIPEDA and applicable Canadian privacy laws, you have the following rights regarding your personal information:

• Right to access – you may request access to the personal information we hold about you;
• Right to correction – you may request that we correct inaccurate or incomplete information;
• Right to withdraw consent – you may withdraw your consent to our use of your personal information, subject to legal or contractual restrictions;
• Right to file a complaint – you may file a complaint with us or with the Office of the Privacy Commissioner of Canada.

To exercise any of these rights, please contact us using the details provided in Section 12. We will respond to your request within the timeframes required by applicable law (generally 30 days).

11. Children's Privacy

Our Site is not intended for children under the age of 13. We do not knowingly collect personal information from children. If you believe we have collected information from a child without appropriate consent, please contact us so we can take appropriate action.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please contact our Privacy Officer:

Canadian Cardiac Oncology NetworkAttn: Privacy OfficerEmail: cardiac.oncology@outlook.comMailing Address: 585 University Avenue, Toronto, ON, M5G 2N2, Canada

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada:

Office of the Privacy Commissioner of Canada30 Victoria Street, Gatineau, Quebec K1A 1H3Toll-free: 1-800-282-1376Website: www.priv.gc.ca

You may also contact the Information and Privacy Commissioner of Ontario at www.ipc.on.ca.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. The updated version will be indicated by an updated "Last Updated" date at the top of this Privacy Policy. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

If we make material changes, we will notify you by posting a prominent notice on our Site or, where appropriate, by sending you a direct notification.