Privacy Policy

SecureVideoConference.com (the “Web Site”) is owned and operated by I.M.A.G.E. Inc., based in Alberta, Canada.

We recognize the importance of protecting your privacy and personal information.

Effective Date:January 1, 2011

Personal Information: Personal information is information that is about an identifiable individual, which therefore includes any information about you that can be used to identify or contact you, including, for example, your name, contact information such as residential or mailing address, telephone number, email address, personal health information, consulting case history, and any other information about you as an individual. Personal information does not include aggregate, statistical or anonymous information that cannot be used to identify you or be linked to you.

Policy: This Privacy Policy (“Policy”) describes our privacy and personal information practices, including the information we collect about you, how we use it, what parties will have access to it and under what circumstances, how it is retained, your choices about how your personal information is used, and how you may communicate with us for further information. If you choose to become a client of this Web Site, you will be required to agree that your personal information may be collected, used and disclosed as set out in this Policy or in any specific consents granted by you.

Confidentiality: Except as stated in this Policy, any personal information you provide to us is collected, used and retained on a completely confidential basis.

Unless this Policy states otherwise, no other party, including other clients, will have access to your personal information unless you consent.

We will not have record of your credit card information as you will not remain on our site to finalize your purchase. We keep only enough to complete your purchase and to ensure that you receive the services you paid for. We use 1Shoppingcart.com to finalize your credit card purchases.

Consent: Subject to this Policy and any applicable legislation, we will identify the purposes for collection, use and disclosure of your personal information, and we will notify you of those purposes at or before the time of collection. In the event that you have any questions about the collection of your personal information, you may always contact us using the Contact Us form available on our website.

Also, subject to this Policy and any applicable legislation, if we wish to use or disclose your information for a purpose other than that to which you have consented, we will contact you to obtain your further consent before doing so.

Your consent may be indicated in a number of ways, including orally (for example, if over the telephone), or by mail or fax, or by use of a computer, including by email, or by clicking with your mouse, or by clicking or checking off a check box, hitting “enter” on your keyboard, and so on. In addition, your consent may be implied or deemed, such as where you voluntarily provide us with information for a particular purpose, and it is reasonable that you would voluntarily do so, in which case we will consider that we have your consent to collection, use or disclosure of your information for that purpose.

It is our policy to only collect information about you with your consent and on a voluntary basis. You may withdraw your consent at any time, subject to reasonable notice and legal or contractual obligations. To withdraw your consent, simply complete the cancellation form. Completing and submitting these forms will end your receiving those services as they cannot be provided without personal information. Withdrawing your consent does not guarantee a full or pro-rated refund, or any refund at all, nor does it obligate us, in any way, to the further completion of any of the programs. If there are other consequences to your withdrawal of consent, we will advise you of those at the time of your withdrawal. We do reserve the right to retain your information for as long as is necessary for reasonable legal or business purposes as permitted by applicable law (see Retention of Information below).

Parental Consent: Clients under the age of majority in their jurisdiction wishing to subscribe to our services must have parental consent to do so. We will contact a parent or guardian designated by you to verify identity and parental consent by telephone, following which we will generally required a web cam conference and execution of a consent form with the parent or guardian.

Collection, Use and Disclosure: If you choose to register with us as a client, you will be asked to provide us with personal information, including first and last name, address, city, province or state, postal code, residential, business and cell phone numbers, email address and web site (if any). This information is used and disclosed for the purposes of enrolling and registering you as a user of this Web Site and processing your payment for our services.

Only a limited number of our administrative team are authorized to access the information you submitted for registration and payment purposes. Access by authorized personnel is controlled by passwords.

Location of Information Processing: All personal information collected by us is processed, used and retained on our server located in the United States.

Disclosure of Personal Information: Website service and maintenance contractors provide us with technology and services related to operation and maintenance of our Web Site. Such contractors may have access to your e-mail address. We also require that our server service and maintenance contractors execute non-disclosure agreements to protect the privacy of your personal information consistent with this Policy, and to not use or disclose your personal information for any purpose other than providing us with products and services.

Except as stated in this Policy or required by applicable law, we will not disclose any personal information gathered from you to any third party. We will not give or sell your name or other information to other companies under any circumstances.

Use or Disclosure Without Consent: There are specific situations where we may lawfully use or disclose personal information to a third party without notice or consent, which may vary depending on applicable privacy legislation, but which generally include, but are not limited to, the following:

• in case of an emergency that threatens the life, health or security of an individual or the public or where a reasonable person would consider that the use or disclosure of the information is clearly in the interests of the individual and consent of the individual cannot be obtained in a timely way or the individual would not reasonably be expected to withhold consent;
• where the use or disclosure is required to comply with a subpoena, warrant or court order, or to comply with rules of court relating to the production of records;
• where the use or disclosure of the information is pursuant to a statute or regulation of Alberta or Canada that authorizes or requires the use;
• where the use or disclosure of the information is reasonable for the purposes of an investigation or a legal proceeding; or,
• where the use or disclosure is required by law.

Disclosure of aggregate information: We never provide information that could be used to identify clients personally. We may provide research institutions or other parties with data, but if we do, the data will always be presented in an aggregate or anonymous manner, without any information that might identify any individual. For example, we might provide the following type of data to a research institute: “70 percent of our clients use the 10 seat room.” We may also use such aggregate information to enhance our customer service and manage our business.

Surveys. We do not disclose clients’ answers to surveys to third parties other than in aggregate form. We may share such aggregated data with research institutions. This information is not linked to any personal information that can identify an individual user.

Security of personal information: If you become a client, you will be provided with a Unique Identifier generated by SecureVideoConference.com and used for your access to the conference system. Passwords are stored in an encrypted manner. Clients are advised to never share their password with anyone else. We will never ask you for your password or user name, nor will anybody else on our behalf.

The User ID and Password that clients use to log in to the Web Site are not stored on the client’s hard drive. However, the Web Site does write a “cookie” to the hard drive of the computer (see below). Access to your personal information is restricted to the authorized persons stated above, and to have access to your information, they must use unique identifiers and passwords.

We utilize the most advanced technology available to us to protect your data from outside parties. To ensure the most effective protection of your personal information, we regularly test and update our technical measures. We have a security policy that includes technical safeguards and encryption to collect your personal information. However, although we make every reasonable effort to protect your personal information from unauthorized access, collection, use, disclosure, copying, modification, disposal or destruction by third parties, there is always a certain level of risk involved in transmitting information over the Internet and there is always some risk that thieves or hackers could find a way to defeat our security systems.

In the unlikely event of a breach of security involving a disclosure of personal information, we will provide you with a notification of such breach and any particulars of it that are available to us.

Web Sites and “Cookies”: You should be aware that most web servers, including ours, collect some information about visitors, such as the browser type used, operating system, “IP” or internet address, which may identify the Internet Service Provider, and what buttons or links are clicked on.

We collect non-personal information about your use of our Web Site through the use of “Cookies.” Cookies are small computer files transferred to your computer’s hard drive that allow us to keep track of your individual visits to the Web Site and your movement through the Web Site. If your computer accepts our cookies, we do not take steps to link the cookie information to any personal information you provide to us. When you visit our Web Site anonymously without signing in, we do use cookies to record session activity (e.g., what areas of our site have been viewed). When you visit as a client and sign in, we also log your unique identifiers. This information is essentially used to better manage the Web Site and improve the quality of services.

If you are using Internet Explorer, you should install the latest security measures recently released by Microsoft to enhance the security of cookies. No other web site is authorized or provided with information to allow it to access the cookies from our Web Site on your computer. However, web sites you visit through links we may provide may also use their own cookies when you click on their sites or services. We do not control the use of cookies by any third parties or other web sites, or how they manage the information they gather through cookies, or how they handle any information you may provide to them in any fashion. Your use of third party web sites will be subject to their privacy policies and practices and legal terms of use and not ours, and you should consult their documents. We do not disclose any of your personal information to these third party web sites.

Your browser software can be set to reject all cookies. If your browser is set to reject cookies, however, you will not be able to log in to this Web Site.

E-mail: The Internet and email are inherently insecure media and means of communication. We cannot accept the responsibility of protecting your privacy of your information in transit when you send information, ideas, or concepts to us by unencrypted e-mail. If you want to keep your personal information, or your ideas, thoughts or concepts private, do not send them in an unencrypted e-mail to us, but use the contact us form on the website or the tools available in the conference room.

Links to Third Party Websites: This Web Site may include links to other web sites, and we provide those links only as a convenience. This Policy applies only to this Web Site. We have no control over the privacy practices or content of third party web sites, nor over the behavior of the entities maintaining those web sites. You use the links we provide and any third party web sites solely at your own risk. We cannot ensure that such web sites will be available or that their contents will not change without notice. We disclaim any and all responsibility and liability for any problems, liability, losses or damages that may arise from those sites, or that you may sustain or incur from use of such web sites or reliance on their contents. We encourage you to review the privacy statements and terms of use of every web site that you visit.

Retention of Personal Information: It is our policy to retain personal information for as long as it is required for reasonable legal purposes including insurance purposes and any applicable rules of a professional organization or industry association. Upon expiry of an appropriate retention period, bearing in mind reasonable legal and business requirements, personal information will either be destroyed in a secure manner or made anonymous. Retention periods will depend in part on your location, in order to retain information until all application legal limitation periods have expired.

Access to Personal Information: You may request access to your personal information that is contained in a record that is in our custody or control, along with the purposes for which we are using the information, the names of any recipients of disclosure of the information and the reasons for disclosure to them. Requests for access are subject to the following:

• Any requests must be in writing.
• We do not accept such requests or respond to such requests via email. This is because we must be certain that we are responding to the correct individual (see comments on the insecurity of email above).
• In order to receive a response to such a request, the requesting individual must provide us with sufficient information to locate their record, if any, and to respond to them.
• We will respond to requests in the time allowed by law, which is generally 45 days, but may be less or more.
• We will make a reasonable effort to assist applicants and to respond as accurately and completely as reasonably possible.
• All requests may be subject to any fees and disbursements the law permits us to charge and, where appropriate to do so, we may require advance payment of a deposit or the entire costs of responding to a request for access to personal information.

Generally, we may choose not to disclose personal information where:

• the personal information is protected by any legal privilege;
• the disclosure of the information would reveal confidential commercial information and it is not unreasonable to withhold that information;
• the personal information was collected by us for an investigation or legal proceeding;
• the disclosure of the personal information might result in similar information no longer being provided to us when it is reasonable that it would be provided;
• the personal information was collected or created by a mediator or arbitrator in the conduct of a mediation or arbitration for which he or she was appointed to act
  • under an agreement,
  • under an enactment, or
  • by a court; or
• the personal information relates to or may be used in the exercise of prosecutorial discretion.

Responses to Requests

Our responses to requests for access to personal information will be in writing, and will confirm:

• whether we are providing all or part of the requested information,
• whether or not we are allowing access or providing copies, and,
• if access is being provided, when and how that will be given.

If access to information or copies are refused by us, we will provide written reasons for such refusal and the section of applicable privacy legislation, which will generally be the Personal Information Protection Act (Alberta) on which that refusal is based. We will also provide the name of an individual who can answer questions about the refusal, and particulars of how the requesting individual can ask the Information and Privacy Commissioner of Alberta to review our decision.

Updating personal information: You can always contact us in order to update the Personal Information that you have provided to us at initial registration, by accessing your Host account at SecureVideoConference.com. In addition, Individuals may submit written requests to us to update their personal information, or to correct errors or omissions in their personal information. Updates will be used to update the information we have in our custody or control. If an individual alleges errors or omissions in the personal information in our custody or control, we will either correct the personal information and, if reasonable to do so, and if not contrary to law, send correction notifications to any other organizations to whom we disclosed the incorrect information; or decide not to correct the personal information but annotate the personal information that a correction was requested but not made. Corrections or amendments will not be made to opinions as this is generally not allowed under applicable privacy laws.

Dispute Resolution: Please direct any questions or concerns regarding the collection, use, retention or disclosure of personal information to us by using the Contact Us form. We will investigate and attempt to resolve complaints and disputes in accordance with the principles contained in this Policy.

Amendment: We may amend this Policy from time to time as required and without notice, in order to better meet our obligations under the law and to deal with any required changes to our practices in order to better comply with our legal obligations. You will be able to tell when this Policy has been amended by a change to the effective date above.

Contacting Us: If you have any questions with respect to our policies concerning the collection, use, disclosure or handling of your personal information, or if you wish to request access to, or correction of, your personal information under our care and control, or if you are dissatisfied with how we handle your personal information, please contact our Privacy Officer at privacyofficer@securevideoconference.com or as follows:

Telephone: 877-335-8376; 403-335-8376

Box 9, Site 15, RR1

Didsbury, AB T0M 0W0

If you remain dissatisfied after our Privacy Officer has reviewed and responded to your concern, or have other concerns or questions, you have the right at any time to contact the Office of the Information and Privacy Commissioner for Alberta at:

410, 9925 – 109 Street

Edmonton, AB T5K 2J8

Telephone (780) 422-6860 or Fax (780) 422-5682