Privacy Policy

Privacy Policy of the Professional Standards Board for the Planning Profession in Canada

The Professional Standards Board for the Planning Profession in Canada (PSB) respects your privacy. PSB strives to protect the confidentiality of any personal information it receives. This Privacy Policy describes (a) the kind of information PSB collects; (b) the circumstances under which that information is collected, and the means used; and (c) how the information PSB collects is stored, used and shared

PSB has appointed the Executive Director as the individual responsible for this Privacy Policy.

What information does PSB collect?

PSB only collects the information that you provide to it. PSB does not use techniques that collect information about you without your consent or knowledge.

PSB collects the following types of information:

How does PSB collect information?

PSB collects information when candidates register for the certification process of Provincial and Territorial Institutes and Associations (PTIAs), submit mentor and work logs as part of the certification process, and register for the Ethics & Professionalism on-line course and test and the Professional Examination. Registration may be completed on-line or by mail. The information collected in each case is the same, regardless of the method selected.

PSB will inform you before collecting any personal information. You have the right to decline to have your information collected, in which case PSB will attempt to accommodate on a case-by-case basis. Subject to legal and contractual obligations, you have the right to withdraw your consent upon reasonable notice.

Credit card information provided on-line is processed over a secure link with PSB’s credit card provider. Credit card information provided by mail is also handled in a secure manner. In no case will credit card information be sold, rented or shared with third parties.

Why does PSB collect information?

PSB collects only the minimum information required to satisfy the following four objectives:

  1. To verify candidates’ eligibility for the certification process;
  1. To create candidates’ user accounts for the on-line certification portal and process candidates’ applications and registrations for the professional Examination and the Ethics & Professionalism on-line course;
  1. To review candidates’ submissions for the certification process, namely, mentor and work logs;
  1. To ensure that any necessary confirmations or requests for information are sent to the appropriate address;
  1. To ensure that candidates’ payments are processed correctly; and
  1. To provide board members and volunteers with any reimbursements or honorariums for which they qualify.

Does PSB share the personal information it collects?

PSB shares the following information with the Canadian Institute of Planners (CIP) and the PTIA in the relevant region:

In some cases, provincial legislation requires a PTIA to have full access to a candidate file, when mandated by law, the PSB will share all required candidate information with a PTIA.

PSB also shares information with PLAR assessors. PLAR assessors are full (certified) members of a PTIA or RPP in good standing for a period of seven years. PLAR assessors assess candidates’ competencies and experience to determine whether they meet the requirements for PSB membership. The information shared with PLAR assessors is limited to the candidate’s name, employment history, academic history and contact information (mailing address, e-mail addresses and telephone number).

Does PSB use social media?

PSB may establish and maintain social media accounts (Twitter, LinkedIn, etc.) to which you may subscribe. As these accounts are established and maintained through third-party providers, you are subject to the privacy terms and conditions of these third-parties. PSB does not exercise any control over these third-parties or their privacy policies. Please review these policies carefully. PSB specifically disclaims any responsibility for any use such third-parties may make of your personal information.

Does PSB collect non-personal information?

PSB’s website hosting and associated software systems may automatically record general information about your visit to PSB’s website, such as the following:

This information is used for statistical analysis, to help PSB make its site more useful to visitors. It may also be used for auditing purposes. PSB may also disclose this non-personal information to third-parties. This tracking system does not record personal information about individuals or link the information to any personal data collected.

Does PSB use cookies?

A “cookie” is a piece of data that a website can send to your browser, which may then store it on your hard drive. When you visit the site again, the site can tailor information to suit your individual preferences. Cookies do not contain any personally identifying information. PSB may use cookies that identify you as a return visitor. Browsers such as Firefox or Internet Explorer allow you to disable cookies.  

Can I verify the information PSB has on file?

You may request at any time a copy of the personal information PSB has on file for you for the purposes of verifying its accuracy. PSB will provide this information to you within ten business days of receiving your request.

How is personal information stored? For how long is it retained?

All paper files are stored in locked filing cabinets in PSB’s office, or in locked offsite storage. Only PSB administrative staff have access to these files. Electronic files, including data collected on the certification portal, are saved on a secure, password-protected server; only PSB administrative staff have access to these files.

Personal information is retained in accordance with PSB’s Record Retention Policy. Pre-certification candidate records are retained for a period of seven years. Post-certification candidate records and applicant records (records of individuals applying for candidacy who do not submit all of their records within a three-year period) will be retained for a period of three years.

Policy Approved by the PSB Board of Directors April 22, 2022