External Privacy Notice Template for Canada

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Key Requirements PROMPT example:

External Privacy Notice

"I need an External Privacy Notice for my Canadian e-commerce business that operates across multiple provinces, with special emphasis on marketing communications and the use of AI-powered recommendation systems launching in March 2025."

Document background
The External Privacy Notice is a mandatory document for organizations operating in Canada that collect, use, or disclose personal information in the course of commercial activities. This document is essential for compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and relevant provincial privacy legislation. Organizations must maintain and publish this notice to inform individuals about their privacy practices, ensuring transparency and building trust with stakeholders. The notice should be readily accessible, typically published on the organization's website and referenced in other customer-facing documents. It must be updated regularly to reflect changes in data processing practices or legal requirements.
Suggested Sections

1. Introduction: Overview of the organization and scope of the privacy notice

2. Last Updated Date: Clear indication of when the privacy notice was last modified

3. Types of Personal Information We Collect: Detailed list of personal information categories collected

4. How We Collect Your Information: Description of direct and indirect collection methods

5. How We Use Your Information: Purposes for which personal information is collected and used

6. Legal Basis for Processing: Explanation of the legal grounds for collecting and processing personal information

7. Information Sharing and Disclosure: Details about third parties with whom information is shared

8. Data Retention: How long personal information is kept and criteria for retention periods

9. Your Privacy Rights: Explanation of individual rights under privacy laws

10. Security Measures: Overview of how personal information is protected

11. Contact Information: How to reach the organization regarding privacy concerns

12. Changes to This Privacy Notice: How changes will be communicated and handled

Optional Sections

1. Cross-Border Data Transfers: Required if personal information is transferred outside of Canada

2. Cookies and Tracking Technologies: Required if the organization operates websites using these technologies

3. Children's Privacy: Required if services might be accessed by or collect information from minors

4. Social Media Integration: Required if the organization integrates with social media platforms

5. Mobile App Privacy: Required if the organization operates mobile applications

6. Automated Decision Making: Required if the organization uses automated processing or profiling

7. Special Categories of Data: Required if collecting sensitive personal information like health data

8. Marketing Communications: Required if personal information is used for marketing purposes

Suggested Schedules

1. Cookie Policy: Detailed information about cookies and similar technologies used

2. Data Processing Activities: Detailed list of processing activities and purposes

3. Third-Party Service Providers: List of key service providers and their roles in data processing

4. Jurisdiction-Specific Privacy Rights: Additional privacy rights that apply in specific provinces or territories

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions
Relevant Industries

Technology

Healthcare

Financial Services

Retail

E-commerce

Education

Professional Services

Manufacturing

Telecommunications

Non-profit

Real Estate

Insurance

Transportation

Hospitality

Relevant Teams

Legal

Compliance

Information Technology

Information Security

Marketing

Human Resources

Customer Service

Risk Management

Operations

Digital

Data Analytics

Privacy

Relevant Roles

Chief Privacy Officer

Data Protection Officer

Privacy Manager

Legal Counsel

Compliance Officer

Chief Information Security Officer

IT Director

Marketing Director

HR Director

Customer Service Manager

Risk Manager

Operations Manager

Digital Marketing Manager

Website Administrator

Information Security Manager

Industries
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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