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Overview
The protection of personal information is important to the Smart Mobility Center (SMC). SMC is committed to maintaining the accuracy, security, and privacy of personal information in accordance with applicable legislation, including the Canadian Personal Information Protection and Electronic Documents Act (PIPEDA) and, where it applies, the European Union and United Kingdom General Data Protection Regulation (GDPR).
This policy explains what personal information SMC collects, why, how it is used and protected, and the rights available to you. It applies to members, event delegates, sponsors, exhibitors, service providers, and visitors to this website.
Questions about this policy can be directed to [PRIVACY CONTACT NAME AND TITLE] at [privacy contact email].
What we collect
SMC collects personal information in the course of administering:
- membership applications and renewals;
- registration for summits, missions, roundtables, and other events;
- sponsorship and exhibitor arrangements;
- distribution of research reports, newsletters, and other publications; and
- general enquiries made through this website.
Membership
Organisation name, contact name, job title, business email address, business telephone number, business address, membership tier, and programme preferences.
Event registration
Name, organisation, job title, email address, telephone number, country, dietary requirements, and accessibility needs. Where relevant, SMC may also record session or activity selections and any role you hold at the event.
Website
SMC may monitor traffic patterns and site usage to improve this website. [COOKIE DETAIL REQUIRED — specify which cookies are used, their purpose, and how consent is obtained.] Aggregated statistics may be shared with third parties; these do not identify individuals.
How we use it
SMC uses personal information to:
- administer membership accounts and issue invoices;
- process event registrations and send confirmations and joining information;
- plan and arrange for your needs while attending an SMC event;
- distribute research reports, event notices, and SMC bulletins;
- comply with legal and regulatory requirements; and
- any other purpose to which you have consented.
SMC collects personal information directly from you, except where you have consented to collection from another source or where collection without consent is permitted by law. If SMC needs to use your information for a purpose not described here, we will contact you and obtain your consent first.
Legal basis for processing
Where GDPR applies, SMC relies on the following bases: performance of a contract for membership and event administration; legitimate interests for communicating with members about SMC activities; consent for marketing communications and for photography, filming, and recording; and legal obligation where SMC is required to retain records.
Photography, filming and recording at events
SMC photographs, films, and records its events, and publishes that material for event reporting, knowledge sharing, research outputs, and the promotion of SMC and its activities. Registrants are asked to consent to this at the point of registration.
Consent to photography and recording is sought separately from event registration. If you prefer not to be photographed or recorded, contact the SMC team before the event and we will accommodate your request where practicable. Declining does not prevent you from attending.
Where you present at an SMC event, your presentation materials may be shared with attendees and members unless you tell us otherwise.
Disclosure
SMC may disclose personal information to:
- service providers performing functions on SMC’s behalf — including event venues and caterers, registration and ticketing platforms, mailing services, and IT and data processing providers;
- a financial institution, where necessary to process a payment you have authorised; and
- any third party where you consent, or where disclosure is required or permitted by law.
SMC requires third parties handling personal information on its behalf to maintain appropriate confidentiality and security standards.
SMC does not sell personal information.
International transfers
SMC operates in Canada and the United States and holds events internationally. Personal information may therefore be transferred outside your country of residence, including outside the European Economic Area. [SMC TO CONFIRM the safeguards applied to such transfers.]
Security
SMC takes reasonable precautions to keep personal information safe from loss, unauthorised access, modification, or disclosure, including:
- restricted access to files containing personal information;
- technological safeguards including security software and firewalls;
- internal password and security policies; and
- privacy training for those handling personal information.
If you send SMC personal information by unencrypted email, please be aware of the inherent risk of interception. SMC cannot guarantee the privacy of information sent this way.
Retention
SMC keeps personal information only for as long as necessary for the purposes set out above, and for any period required by law.
- Membership records — retained for [PERIOD] after membership ends.
- Event registration records — retained for [PERIOD] after the event.
- Mailing list records — retained until you unsubscribe.
- Event photography and recordings — retained indefinitely as part of SMC’s record of its activities.
Your rights
You may:
- Access the personal information SMC holds about you;
- Correct information that is inaccurate or out of date;
- Request deletion of your personal information, subject to any legal obligation SMC has to retain it;
- Withdraw consent at any time, including consent to marketing communications;
- Object to or restrict processing in certain circumstances; and
- Request a copy of your information in a portable format.
To exercise any of these rights, contact [PRIVACY CONTACT]. SMC will respond within 30 days.
Withdrawing consent may affect SMC’s ability to provide certain services, programmes, or information to you.
Where material has already been published — for example event photography or a recorded presentation — SMC may be unable to withdraw it from circulation, but will stop using it in new material on request.
Complaints
If you have a concern about how SMC has handled your personal information, contact [PRIVACY CONTACT] in the first instance. If your concern is not resolved, you may complain to the Office of the Privacy Commissioner of Canada or, if you are in the EU or UK, to your local data protection authority.
Other websites
This website contains links to other sites, which are not governed by this policy.
Changes to this policy
SMC reviews its privacy practices and this policy from time to time. Any amendment will be posted on this page with an updated revision date.
Contact
[PRIVACY CONTACT NAME AND TITLE]
Smart Mobility Center
[privacy contact email]
Smart Mobility Center, a Florida not-for-profit corporation (FEIN 39-5129382).
Smart Mobility Knowledge Exchange Center, an Ontario non-profit corporation (Corporation No. 1001643847).