Copyright Visual Arts aims to ensure the integrity and protection of personal information collected as part of its mission and is committed to the highest standards of confidentiality and discretion. It has taken and applied specific security measures to ensure the confidentiality of this information and to be transparent in this regard. All personal information provided to Copyright Visual Arts is protected under the provisions of applicable Canadian laws.
To facilitate the understanding of the following document, here is a glossary of the main terms used.
Authorized person: An employee or administrator of Visual Arts Copyright authorized to access all or part of the personal, professional or institutional information necessary for the performance of his or her duties.
Cookie: A cookie is a small amount of data generated by a web platform and stored by your web browser. Its purpose is to store information about you.
Domain name: the part of an Internet address that specifically identifies the web platform registered by an organization.
IP address: Internet protocol number of a computer composed of four series of digits (e. g. 18.104.22.168.123), assigned for the precise identification of a device on the Internet.
Log file: a text file that lists all requests sent to the web server, allowing the volume of events logged by the server to be analyzed.
Person concerned: a natural person who can be identified by personal information.
Personal information: any information that allows an individual to be identified.
Information collected when accessing the Web platform
When a visitor accesses the Copyright Visual Arts - CARCC web platform, there is an automatic exchange of information between the visitor's computer and the web platform server. This exchange is necessary so that the server can transmit to the visitor a file compatible with the computer equipment used.
The data automatically transferred between computers does not allow the visitor to be personally identified. They are collected due to the technological requirements of web browsing and are stored in log files for security purposes. These files may be necessary for criminal investigations and are not used for any other purpose.
The following information is transferred:
Copyright Visual Arts uses a web monitoring program to collect visitor usage statistics for its web platform, such as the number of visitors, visitors to each page, the average number of pages viewed per visit and the technology used by Copyright Visual Arts clients. This data compilation does not contain any personal information, but allows Copyright Visual Arts to measure the interest in its services, optimize navigation on its Web platform and assist its development.
Personal, commercial or institutional information collected
Copyright Visual Arts necessarily collects the following personal, commercial and/or institutional information necessary for the processing of the file of the person, company and/or institution concerned.
The mandatory personal information requested is:
Unless the artist's first and last name is necessary to associate a work of art or a photograph of a work of art with its creator or assignee, all other personal information is kept confidential.
The mandatory commercial or institutional information is as follows:
All mandatory commercial or institutional information collected remains reserved for the internal use of authorized persons.
Most of the personal data collected by Copyright Visual Arts - CARCC about artists, companies and/or institutions is collected voluntarily by them when they become members, use the web platform, apply for, use one or more of the services offered by Copyright Visual Arts - CARCC and/or when they contact Copyright Visual Arts. Consequently, by providing their personal data to Copyright Visual Arts, artists, companies and/or institutions give their consent to Copyright Visual Arts to use such data as well as to share their personal data in accordance with this policy. Artists, companies and/or institutions may withdraw their consent to any collection, use or disclosure of their personal information by contacting Copyright Visual Arts at any time, it being understood that this would impair the ability of Copyright Visual Arts to provide its services. In addition, any provision of personal information about other persons (e.g., close relatives) must have the prior consent of those persons.
Methods used to collect personal information
Copyright Visual Arts collects personal information using the following methods:
* These files are used to facilitate navigation on the Web platform and allow optimal use of its features, but they do not allow the user's personal identification.
Reasons for collecting personal information
Copyright Visual arts collects personal information for the following reasons:
Access to the personal information collected
Copyright Visual Arts – CARCC’s administrators and employees must obtain permission and a password to access the databases. Personal information collected in accordance with this policy is only accessible to persons authorized to receive it when necessary in the performance of their duties.
Copyright Visual Arts - CARCC does not share any personal information with a third party without the permission of the person concerned, subject to a legal obligation to do so. In this case, if Copyright Visual Arts is obliged to communicate personal information to a third party in order to fulfil its legal or regulatory obligations, the person or persons concerned may not oppose such transmission, in whole or in part.
Storage and retention of personal information
Personal information is stored on secure platforms and on servers controlled by Copyright Visual Arts - CARCC and/or our web service provider Quicksilk, located either in the offices of Copyright Visual Arts or in those of its service provider that make daily backup copies.
Copyright Visual Arts has established and maintains an inventory of the personal information files it holds on artists, companies and institutions that register as artists or users of works of art.
Personal information is not kept for purposes other than those for which it was collected. The procedures for storing, archiving and destroying copyrighted visual arts materials - some of which contain personal information - comply with applicable Canadian laws.
Copyright Visual Arts will retain personal information as long as it meets its original purpose or as long as it is legally required.
Protection of personal information
Copyright Visual arts treats electronic correspondence with the same concern for confidentiality as traditional mail. As the transmission of information by e-mail is not secure, Copyright Visual Arts rarely requests the transmission of personal information by e-mail; however, if it receives an e-mail containing confidential information, it responds to the sender by retaining only the information required to respond to the request addressed in the message. When Copyright Visual Arts is obliged to transmit data of a confidential nature, it will use a means of communication other than electronic mail.
Copyright Visual Arts has adopted measures to protect the information collected against any fraudulent use, communication or unauthorized access, as well as against accidental or unlawful copying, modification and loss or destruction. These measures, which provide an appropriate level of security for the processing and nature of the information collected, include the following:
We have put in place reasonable security measures to protect against the loss, misuse and interception by third parties of information under our control. However, complete privacy and security are not yet possible on the Internet. We assume no responsibility for any damage you may suffer as a result of interception, modification or misuse of information (including your personal information) transmitted over the Internet.
It is important to protect yourself against unauthorized access to your password and/or computer.
Precautions to be taken by users
It is the responsibility of each user to take all necessary measures to ensure that their username and password are used under optimal security conditions in order to protect the confidentiality of the data used to identify them.
Particular attention should be paid to:
Access and correction of personal, commercial or institutional information
Complaint handling and information request
In addition, any questions regarding this policy or its application should be directed to the same e-mail address or by mail to one of the following addresses:
Copryright Visual Arts – CARCC, 250 - 2 Daly Avenue, Ottawa, ON. K1N 6E2
Droits d’auteur Arts visuels – CARCC, 214 - 2205 rue Parthenais, Montréal, QC. H2K 3T3
Copyright Visual Arts - CARCC / Mai 2019