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As a provider of academic services recognized by Ministries
of Education, RCM Examinations has always taken great care
to respect the integrity of every participant’s academic
and personal information. In conformance with Federal privacy
legislation, this section details how we treat and deal with
your personal information. In order to fulfill the services
candidates, their parents and teachers ask of us, there are
times when we need you to provide us with certain information.
Types of Information Collected
Personal Information
Personal information is information which refers to you specifically.
With your consent, we may gather personal information from you in person,
over the telephone or by corresponding with you via mail, fax, or the
internet.
The type of information we usually collect and maintain may include your:
- Name
- Mailing
Address
- E-mail Address
- Telephone
Number
- Date of
Birth
- Teacher
Name, Address, and Phone Number
- Examination
History
- Transaction
and credit card data
Non-Personal Information
Non-personal information is information that cannot be associated with
or traced back to a specific individual. When you visit our website,
we may gather information that includes the pages you visited, the type
of web browser you are using, the length of time you spend on a page.
The non-personal information collected may be used for research and analytical
purposes. For example, we are able to determine how many times our Transcript
Request form has been downloaded, but we do not know any specific
information about the visitors who downloaded it.
The Way We Use Information
When you apply for an examination or a Teacher Number, RCM Examinations
asks you only for information which is required to complete the service
requested.
Here are the ways RCM Examinations may use the information you provide
to us:
- To complete
your registration for an examination or Teacher Number and
to deliver these services to you (e.g., mailing of examination
schedules and results, mailing of teacher’s newsletter,
administering awards and scholarships)
- To provide
you with information which might improve the quality of your
experience with us (e.g., an examination day checklist, information
on new services, new preparatory materials)
- To seek
your input on our services to help us improve what we offer
and how we offer it (e.g., phone calls, surveys)
- To provide
your teacher with pertinent information regarding your examination
history (e.g., dates of previous examinations, grades and subjects
taken and the marks achieved) and current examination details
(e.g., RCME Number, Confirmation Number, grade and subject
of examination, examination schedule, and results) which help
to facilitate plans for future examinations. This information
is accessible by the teacher only if you indicate his/her Teacher
Number on your application.
Purchasing on-line
RCM Examinations has a contract with a third-party, on-line transaction
specialist, Mirapay, through which your credit card information is secured.
MiraPay uses encryption technology to ensure the safe collection and
transfer of sensitive credit card data. Your personal credit card number
is submitted to and retained by MiraPay and not provided to RCM Examinations.
With Whom We May Share Your
Information
Your personal information is strictly confidential. RCM Examinations
does not sell, distribute or trade information about you to other organizations.
RCM Examinations sometimes contracts outside organizations to perform
specialized services such as mailing timetables or results, market research,
or printing certificates. Our trusted service suppliers may at times
be responsible for processing and handling some of the information we
receive from you. For example, we will give our mailing service company
your name and address. When we contract our suppliers to provide specialized
services, they are given only the information necessary to perform those
services. Additionally, they are prohibited from storing, analyzing or
using that information for purposes other than to carry out the service
they have been contracted to provide.
Opt-out Policy
If you are a teacher and you wish to be removed from our mailing list,
simply contact us by phone at (905) 501-9553 or fax at (905) 501-1290.
Please allow 2 weeks for our records to be updated.
If you are a candidate and you do not wish to have your teacher get access
to your examination information, then you may apply for an examination
and indicate that you do not have a teacher (i.e., do not enter the teacher’s
Teacher Number).
How We Use “Cookies”
A “cookie” is a small text file placed on your computer’s
hard drive by a website server, and is generally used to enhance your
browsing experience. “Cookies” do not give us access to anything
on your hard drive. RCM Examinations uses session cookies (temporary),
which are used only during your on-line session and expire when you close
your browser.
Safeguarding Your Information
Passwords
Passwords are necessary to identify you and authenticate your permission
to access your files. When you enroll in on-line services, such as Teacher
Services, the password you use should be safeguarded and not shared with
anyone else. Take the appropriate precautions in the handling of your
password. Use a combination of letters and numbers and do not use words
that can be easily associated with you, such as the name of a pet. Change
your password regularly to ensure its on-going integrity.
When applying for an examination or accessing any of the on-line services
which allow candidates access to aspects of their academic record, two
pieces of personal information are required to authenticate the access.
The candidate’s RCME Number and date of birth or Confirmation Number
and date of birth are the combinations which may be used. Take the appropriate
precautions in the handling of your RCME Number and Confirmation Number
and ensure that only you and your teacher know what they are.
On-line Security
RCM Examinations has put into place, physical and technological processes
and procedures to keep your personal information safe and secure. The
personal information you provide is secured using 128-bit Secure Socket
Layers ("SSL") encryption technology, which prevents information
from being intercepted and read as it is transmitted over the Internet
to our propriety IBM mid-range server.
Accessing and Amending Your
Information
It is important that your personal information is accurate and complete,
so that RCM Examinations is able to provide the services for which you
have contracted us. You have the right to access, verify and amend the
information held in your personal files.
Accessing Your Information
You may access and verify any of your personal information whenever you
wish. To do so, send a written request to RCM Examinations by fax at
(905) 501-1290 or mail at 5865 McLaughlin Rd., Unit 4, Mississauga, Ontario,
L5R 1B8, Canada.
Amending Your Information
To help us keep your personal information up-to-date, we encourage you
to amend inaccuracies and make corrections as often as necessary.
If you are a teacher, then you may change your personal information through
the on-line Teacher Services or by calling RCM Examinations directly
at (905) 501-9553 or by fax at (905) 501-1290 or mail.
If you are a candidate or parent of a candidate, then you may change
the candidate’s personal information when you apply for your next
examination on-line or by calling RCM Examinations directly at (905)
501-9553 or by fax at (905) 501-1290 or mail.
Links to Other Sites
The RCM Examinations website contains links to other sites (e.g., various
Registered Music Teacher’s Associations). RCM Examinations is not
responsible for the privacy practices or the content of these websites
and they are not subject to our privacy policy.
Notification of Changes
This privacy statement was last updated on February 18, 2004. If this
privacy statement changes in any way, an updated version will be placed
on this page and a notice will be placed on our home page for a period
of 30 days.
Contacting Us
If you have any questions or comments about this privacy policy, you
may contact us at:
Privacy Officer
RCM Examinations
5865 McLaughlin Rd., Unit 4
Mississauga ON L5R 1B8
Fax: (905) 501-1290
E-mail: privacy@rcmexaminations.org
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