Privacy Policy – Media Database

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Name of data controller

Tourism Toronto

Contact details

207 Queens Quay West, Harbourfront Terminal, Toronto, Ontario

Email: media@torcvb.com

Tel: 1-416-203-2600

Website: http://media.seetorontonow.com/

Categories of data

Name

Contact details including company information

Previous relevant interactions (eg trips undertaken, events attended)

Interests – based on geography, hobbies, areas of expertise Previous articles published

Sources of data

You

  • Your company website
  • Receipt of your business card
  • PR Agency* Media databases. *PR Agencies who are under official contract for supporting Tourism Toronto Media relations activities
  • Gorkana/Cision media database – their privacy policy can be viewed by clicking here: Gorkana/Cision Privacy Policy

Purposes of processing

We will process your data for the purpose of:

  • Press release distribution
  • Invitations to meetings and events and the organisation of said events, including but not limited to press trips, launch parties and introductory client meetings
  • Targeting of relevant exclusive news stories

Who we will disclose your data to

Gorkana/Cision media database – where information has been obtained via this channel and you notify us of changes or errors, we will inform Gorkana/Cision of your feedback. For media listed on this database system as a private contact, your details will be updated only for the use and visibility of Tourism Toronto Media Relations staff and their contracted PR Agencies who have been vetted for privacy compliance.

If agreeing to attend trips, meetings or events, your data will be provided, for purpose of advance briefing and organisation, to third parties such as hotel, restaurant, activity and airline representatives, to confirm arrangements. Only information relevant for their business needs will be relayed to each party.

Following your attendance at any meetings or events, in line with your right to be forgotten, you may request that this information is deleted. You may also request specific details of which parties we have shared information with, and what information has been shared.

At no time will your data be sold to any third party.

Legal basis for processing your data

The legal basis for the collection and processing your data is legitimate interest: as a media contact, we believe you to be a relevant recipient of press releases and event invitations. In line with GDPR and other country and regional specific privacy policies, you may opt out at any time (see below).

When sharing your details with Tourism Toronto, its’ PR agency/ies and associated parties for the purpose of press trip or event attendance, this will be undertaken in line with legitimate interest: the information is essential to provide you with relevant information and facilitate events.

Whilst we endeavour to work only with partners who manage data in compliance with GDPR and other country and regional specific privacy policies, (and require all third parties to treat your personal data securely, in accordance with the law), where you are put in direct contact with a third party (eg airline representative) to supply data for the purpose of press trips or events, we recommend you seek their privacy policy statements in advance should you have any hesitation about how they manage data.

Your right to be forgotten

You have the right to be removed from our database and/or ‘be forgotten’ at any time. If you do, it will not affect the lawfulness of any processing prior to your withdrawing consent. Please note that for the purpose of maintaining an accurate database, where you ask to unsubscribe, your details will be removed from active mailing lists but your name and company contact details may remain, along with a relevant ‘opt out’ instruction, so as to ensure you are not re-added at a later date.

If you wish to have your details removed in full from Tourism Toronto’s database, please send an email to media@torcvb.com with “Unsubscribe from Media Database” in the subject line.

Where your details are held on the Gorkana/Cision database and you opt out of Tourism Toronto press releases, Tourism Toronto and its’ PR Agencies will act as a data processor and controller, and notify Gorkana/Cision of your request, in line with opt out level required (Tourism Toronto specific or agency specific)

If you wish to have your details removed in full from the Gorkana/Cision database, please find further information here: Data Privacy Notice – Journalists and Other Influencers.

Location of your data

We will normally keep your data with Tourism Toronto or an assigned agent/partner or agency of Tourism Toronto. Where data is shared with relevant third parties your rights remain protected. Third partners we share your information with are required to treat your personal data securely in accordance with GDPR and other country or regionally specific privacy policies. Third party privacy policies can be shared with you upon request.

How long we will keep your data for

For data held by Tourism Toronto, your data will be kept for 3 years after your data is initially received by us or from initial engagement/acknowledgement of your data usage. After this time, any data will be destroyed if Tourism Toronto does not formally ask you about remaining on its’ list or if Tourism Toronto reaches out to you directly about your choice to opt- out

Your rights in respect of your data

You have the right of access to your data and, in some cases, to require us to restrict, erase or rectify it or to object to our processing it, and the right of data portability. You have the right to find out where your data has been shared (what data and with whom, for what purpose).

Complaints

If you have any concerns or complaints about how we are handling your data, please contact us via email at media@torcvb.com. You can also contact the ICO or OPC.