PRIVACY POLICY & ACCESSIBILITY
PRIVACY POLICY
Dairy Farmers of Ontario Commitment to Your Privacy
At Dairy Farmers of Ontario (“DFO”), we understand the importance of your Personal Information, respect your right to privacy and ensure your Personal Information is collected, used and disclosed only in the manner in which you have consented. Our Chief Privacy Officer is responsible for reviewing our privacy policies and practices regularly, ensuring our staff are trained on best practices and understand the importance of safeguarding your privacy, and responding to your questions and complaints about how we handle your Personal Information.
This Policy applies to all Personal Information you provide or submit to us through our websites, in person, over the telephone, or otherwise. It informs you of the types of Personal Information we collect, how we use and disclose it and how you can correct the Personal Information you provide to us. Please note that this Policy does not cover Personal Information you post to social media (such as InstagramTM), chat rooms or other discussion forums and how persons receiving your information will use that information.
Personal Information refers to any personally identifiable information about you. It does not include aggregate data from which your identity cannot be determined.
Personal Information does not include:
- A person’s business contact information, such as the person’s name, title or position, business address, business telephone number or business e-mail address; nor
- Aggregate or de-identified information that cannot be associated with a person.
PLEASE READ THIS POLICY CAREFULLY TO UNDERSTAND OUR POLICIES AND PRACTICES CONCERNING OUR COLLECTION, USE AND DISCLOSURE OF YOUR PERSONAL INFORMATION.
What Personal Information do we collect and why do we collect it?
We use your Personal Information only for the purposes we describe in this Policy, unless we tell you otherwise.
We collect Personal Information you provide through our websites, social media channels, or in-person events when you sign up for our Milk CalendarTM, Milk ClubTM e-newsletter or one of our educational activities, promotions or contests.
We collect:
a) the Personal Information we need to deliver what you signed up for and what you’re eligible to receive, such as your name, home address and telephone number(s) and/or email address;
b) any additional Personal Information you choose to provide about yourself which helps us to improve our services and our understanding of you and other dairy consumers; and
c) the Personal Information your digital device provides when you visit our websites and social media channels, including “cookies”, which helps us to understand your digital experience and work to improve it.
a) respond to your requests for products or services, such as delivering the Milk CalendarTM, our monthly newsletter, recipes, health and nutrition tips, educational materials, invitations to special events and contests;
b) deliver prizes according to the rules of contests or special events you signed up for;
c) manage our relationship with you; and
d) fulfill requirements imposed by law and our legitimate business functions, including our role as a marketing board under the Milk Act.
From time to time, we run surveys. Optionally, you can choose to participate in them and provide us with additional information, such as demographic information (e.g., age, gender, occupation, education, etc.), opinions or perceptions, which we use to:e) improve our products, services and websites and better understand your needs;
f) conduct market research, studies, analysis and surveys; and
g) include you in advertising or marketing campaigns and other promotional activities and mailings.
When you visit our websites, unless you tell us who you are or reveal any other personal information, we do not collect or store any information about you. The only information we collect and store is non-personally identifiable information such as the name of your Internet service provider, or computer operating system you are using, the type of the Internet browser you used, the domain name of the website from which you linked to our site and the pages you request. We use this non-personally identifiable information to generate aggregate statistics regarding our website activity and to improve your experience on our websites.“Cookies”
Like many other websites, we collect information from your digital device on your visits to our websites to improve your experience there. We do this primarily using “cookie” technology. A “cookie” is a small data file written to your computer’s hard drive containing information that a website creates when you visit it, such as the timing of your visit, your IP address or unique device identifier, browser type, or domain name. There are “session cookies” that are used only during your visit and expire when you close your browser and “persistent cookies” that are stored on your browser or mobile platform.
We use both types of cookies and other web technologies to customize delivery of our website content so that we can see which areas are popular and which may need improvement. Most Internet browsers automatically accept cookies. You may set your Internet browser preferences to notify you when you receive a cookie or decline acceptance of cookies. If you decline acceptance of cookies, however, you may experience less than optimal performance of our website.
Who do we share your Personal Information with?
We use vendors and contractors (for example, printers and marketing experts) in our planning and operations. We may share your Personal Information with these service providers on a need-to-know basis so they can provide solutions or services to us. They are only allowed to use, maintain and disclose your Personal Information on our behalf in accordance with this Policy, our instructions and the law. We limit their access to and use of your Personal Information to only what’s needed to provide their services.
We do not disclose any of your Personal Information to any other persons, except:
a) with your prior consent;
b) as may be required or permitted such as where we’re obliged to disclose such information by law, an order or requirement of a court, administrative agency or other government tribunal;
c) To a person who, in our reasonable judgment, is seeking information as your agent;
d) to protect the rights, privacy safety or property of others; or
e) where the information in question is already in the public domain.
We use service providers help us plan and operate our business, technology systems and applications, internal procedures, infrastructure and advertising and marketing. They provide services to us such as data processing and hosting, document management, corporate support, contest administration, email deployment, marketing support, and processing, managing or analysis of consumer information.
Our service providers are subject to confidentiality obligations and are contractually limited to using, maintaining and disclosing your Personal Information only on our behalf and only in accordance with this Policy, our instructions and the law.
We do not share Personal Information obtained through cookies with any third parties except as provided in this Policy.
There are situations in which DFO may need to disclose your Personal Information to a court, administrative agency or other government tribunal to comply with an Act of the Legislature or Parliament.
Your Consent
We need your consent to collect, use or disclose your personal information, except as required or permitted by law. Your consent can be given expressly or impliedly, depending on the circumstances.
When you sign up to receive a product or service from us, you provide us with Personal Information. By doing so, you are agreeing to our use of that information in accordance with this Policy, the law, and any other terms identified (for example, contest rules), including disclosing that information to our service providers for the purposes we describe in this Policy and as otherwise permitted or required by law.
We will ask for your consent to use or disclose your Personal Information after it has been collected if we wish to use or disclose the information for a purpose not identified in this Policy.
Note that there may be instances where the law permits or requires the collection, use or disclosure of your Personal Information without your consent, for example in the context of fraud investigations, and where necessary to protect our legal interests or the safety of others.
At any time, you can stop consenting to our use of your Personal Information by contacting us and giving us reasonable notice. In our marketing communications to you, we will always identify ourselves and offer you an “unsubscribe” option to take yourself off our mailing list for similar communications. Otherwise, you can reach out using our Privacy Officer’s contact details provided later in this Policy.
When you withdraw your consent, we may not be able to provide you with the service you were anticipating if we do not have the Personal Information we need to do so. In our response to your withdrawal of consent, we will advise you whether this is the case.
We follow all applicable laws and regulations concerning marketing and advertising to children and require children under the age of thirteen (13) to obtain the consent of their parent or legal guardian before providing any personally identifiable information to us. If you’re the parent or legal guardian of a child under thirteen (13) years of age, you represent to us that you’re legally entitled to provide consent on their behalf and have obtained all their necessary consents.
Your express consent is given in response to our request specifically asking for your consent, whether verbally or in writing. Your implied consent is given when we can reasonably conclude, based on your actions or inactions, that you’ve given consent or when it is obvious that you would consent if directly asked.
Consent may be given digitally over your digital device or orally when information is collected in person or over the telephone.
In some cases, the web site or other media may prompt you to give your consent to the collection of certain Personal Information. In some circumstances, by clicking “I have read and I agree” (or similar language) you are giving us permission or consent to collect, use and disclose your Personal Information as described above in this Policy. In other cases, your consent is understood or implied such as when you respond to a survey, request information or updates from the web site or elsewhere.
If we ask for any sensitive Personal Information, we will always ask you for your consent with a more specific explanation of how and why we’re asking for that information.
From time to time, we may change this Policy. When we do, we will inform you of any significant changes, so you may reconsider your consent. The most current version of this Policy will govern our use of your Personal Information. By continuing to access or use the Services after those changes become effective, you agree to bound by the revised Policy.
You may contact us at any time withdraw or change your consent to our collection, use or disclosure of your Personal Information subject to legal, regulatory compliance requirements.
You may, at any time, ask us not to send you further marketing materials about our products and services. Also, if you do not wish to receive further invitations to events, or information about contests, or other promotions, you may unsubscribe or contact us and ask that we not contact you for these purposes. You may also notify us that you do not wish us to use your Personal Information for any purposes that are not required at any time by contacting us in any of the ways described below.
How Long do We Keep Your Personal information?
We keep your Personal Information as long as we need it for the purposes we identified and for any new purposes we identify and you consent to. We destroy, delete or convert such information into an anonymous form when it is no longer required.
We protect your Personal Information using security systems appropriate to the sensitivity of the information you provided. To keep your Personal Information safe from unauthorized collection, use, loss, misuse, disclosure or modification, we put in place a number of safeguards including contractual, organizational, structural and technological security standards. We also limit employee access to your Personal Information to only those employees who need it to provide you with the products, services or information you signed up for.
Although we take precautions against possible breaches of our security systems, no one can fully eliminate the risks of unauthorized access to your Personal Information and no website is completely secure. If you signed up for our Milk ClubTM program, do not share your password with anyone. We cannot be responsible for any unauthorized access to your Personal Information that is beyond our reasonable control. We cannot guarantee that unauthorized access, hacking, data loss or breaches of our security systems will never occur.
Accessing Your Personal Information
We work to ensure that any Personal Information provided to us is accurate, current and complete for the purposes for which the information is used. You have the right to access and review the Personal Information we hold about you. You can make a written request for access and corrections, if there are any inaccuracies, to your Personal Information. You will need to provide as much information as you can to help us process your request and locate the information you require. This includes information that helps us verify your identity before we can grant your request.
See the contact information for our Privacy Officer at the end of this Policy. Contact our Privacy Officer to review, update or correct any of your Personal Information held in DFO’s files and your consents regarding its use and disclosure at any time.
Social Media, Chat Rooms, Discussion Forums, External Links
We use social media as an extension of our presence on the Internet because it helps us communicate with dairy consumers and build a positive brand image. Our social media accounts are not hosted on our servers. When you publicly post your Personal Information on social media, it can be viewed by anyone who visits those platforms. If you choose to interact with us through social media, such as InstagramTM, please read the terms of service and privacy policies of those platforms. Be mindful that when your post your Personal Information in chat rooms or other online discussion forums, that information will be made public and can’t be removed from the Internet easily. This Policy does not cover Personal Information you post to social media, chat rooms or other discussion forums and how persons receiving your information will use that information.
We may offer links from our websites to the websites of third parties (including affiliated organizations). We do not own nor control these websites, so we can make no representations about their privacy policies or practices. Accordingly, please review their applicable privacy policies before providing your personal information to such third parties.
Changes to our Privacy Policy
We reserve the right, at any time, to modify this Policy at our sole discretion. You will be bound by the modified Policy, which will be effective immediately when we post the revised Policy on our web sites.
You can always contact us with questions about the changes or to withdraw your consent if you do not agree with the changes to this Policy.
Contact Us
If you have any questions or concerns regarding our Privacy Policy and procedures, if you wish to change your consent to our use and disclosure of your information, or if you wish to review, update, or correct your information in our files, please contact:
Privacy Officer
Dairy Farmers of Ontario
6780 Campobello Road
Mississauga, Ontario L5N 2L8
Telephone: (905) 821-8970
Email: questions@milk.org
We will not charge you for verifying or correcting your Personal Information and will work to provide the information in question within a reasonable time. If we will not or cannot disclose information, we will explain our reasons for non-disclosure.
If we are unable to resolve your concerns to your satisfaction, you can contact the Privacy Commissioner of Canada:
The Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Quebec K1A 1H3
ACCESS TO INFORMATION POLICY
A. Access to DFO Regulations, Orders and Policies
Pursuant to Ontario Reg. 209/99 members of the public may request certain prescribed information in accordance with the following process:
The Corporate Secretary of DFO shall maintain at the board’s head office copies of all:
- Board Regulations,
- Board Orders and
- Policies and Policy statements,
- Along with an index identifying the regulations, including an index identifying the board regulations, including amendments to them, by subject-matter; and
- Any by-law made by the board which prohibits the secretary from disclosing documents, as identified in the by-law by title and date, which would disclose the pricing determined or established by the board in respect of a regulated product.
The secretary shall allow any person to inspect the documents described in subsection (1) without charge during normal business hours and, on request, shall provide copies of the regulations, orders and policy statements and by-law.
(3) Despite subsection (2), the secretary shall not allow the inspection of a copy of:
(a) an order that relates to a particular person; or
(b) a document which is prohibited from disclosure under a by-law described in section 5 above;
exempted pursuant to any applicable law or policy.
B. Access to Your Personal Information
You have the right to access and review the Personal Information we hold about you.
DFO endeavours to ensure that any personally identifiable information provided to us is accurate, current and complete for the purposes for which the information is used. You may review, update or correct any of your Personal Information held in DFO’s files and your consents regarding its use and disclosure at any time by contacting DFO’s Privacy Officer in any of the ways indicated below.
If you have any questions or concerns regarding DFO’s policy and procedures, if you wish to change your consent to DFO’s use and disclosure of your information, or if you wish to review, update, correct or have DFO delete your information from files, please contact:
Privacy Officer
Dairy Farmers of Ontario
6780 Campobello Road
Mississauga, Ontario
L5N 2L8
Telephone: (905) 821-8970
Email: questions@milk.org
We will not charge you for verifying or correcting your Personal Information and will endeavour to provide the information in question within a reasonable time. If we will not or cannot disclose information, we will provide the individual making the request the reasons for non-disclosure.
If we are unable to resolve your concerns to your satisfaction, you may contact the Privacy Commissioner of Canada:
The Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Quebec
K1A 1H3
C. Access to General DFO Information
You may make a request for information in writing to the DFO Privacy Officer at:
Privacy Officer
Dairy Farmers of Ontario
6780 Campobello Road
Mississauga, Ontario
L5N 2L8
Telephone: (905) 821-8970
Email: questions@milk.org
Please ensure that your request includes that following information
- Requester’s Information
Last Name
First Name
Unit Number Street Number Street Name PO Box
City/Town Province
Postal Code
Telephone Number
Home Mobile Business ext. Email Address - Description of Records Requested
Time period of the records From: (yyyy/mm/dd) To: (yyyy/mm/dd) - Method of access
Receive copy (estimated cost will be provided).
Examine original (on site only)
If we are able to provide some or all of the requested information you will receive a confirmation by email or letter within 14 business days of the request. You will also be notified of the cost to make copies of the materials, if requested.
If we will not or cannot disclose information, we will provide the individual making the request the reasons for non-disclosure in writing within 30 days of the request.
REQUEST FORM
- Requester’s Information
Last Name
First Name
Unit Number Street Number Street Name PO Box
City/Town Province
Postal Code
Telephone Number
Home Mobile Business ext. Email Address - Description of Records Requested
Time period of the records From (yyyy/mm/dd) To (yyyy/mm/dd) - Method of access
Receive copy (estimated cost will be provided).
Examine original (on site only)