Privacy Notice

Last Revised: July 22, 2025

Innovate Calgary is the innovation transfer and business incubator centre for the University of Calgary, fostering entrepreneurship and bringing new technological discoveries to the world. This Privacy Notice describes how Innovate Calgary collects, retains, uses, and disposes of its Clients information in order to deliver services, programs, and events (collectively identified as the “Services”) to students, researchers, and startups. This Privacy Notice also describes the information that may be collected from users’ interactions with Innovate Calgary’s website.

1. Definitions

In this policy:

“Affiliate” means any corporation, company, partnership, joint venture and/or firm that controls, is controlled by or is under common control with Innovate Calgary.

“Client” is any person, organization, or company, which is now or has in the past used any of the Services.

“Innovate Calgary” means UTI Limited Partnership.

“Personal Information” means information about identifiable individuals, but does not include corporate or business contact information, or anonymized information.

2. What Personal Information does Innovate Calgary collect?

Innovate Calgary collects Client contact information such as name, address, email address, and phone number(s) as well as banking information such as pre-authorized debit information. Certain Services require the collection of additional program-specific information. Details will vary depending on the Service(s) requested and whether or not the Client requires access to buildings and lab space. This information may include, but is not limited to:

  • alternate email address and/or their work email;
  • emergency contact;
  • ID picture;
  • biometrics for access to certain restricted areas;
  • license plate and vehicle information;
  • educational credentials, work history, affiliation with an academic institution, and referrals; and
  • legal status in Canada (working permit, citizen, or permanent resident);
  • SIN number (to issue tax receipts);
  • equity, diversity, and inclusion (EDI) information;
  • insurance certificate

3. How Personal Information is Collected

It is Innovate Calgary’s practice to collect information directly from its Clients utilizing a variety of intake methods such as online applications and forms, email, online surveys; and on calls or in virtual or in person meetings.

4. Use of Personal Information

The Personal Information collected by Innovate Calgary is used for the following purposes:

  • to verify or authenticate Clients’ identity and to communicate with Clients
  • to determine Client eligibility to receive Innovate Calgary’s Services
  • to set up accounts and deliver Services
  • for reporting in connection with the delivery of certain Services
  • to enable Clients to access Innovate Calgary’s various hubs, including access to buildings and lab space
  • for payment processing
  • to send Clients newsletters and marketing communications about current and future services and to send on-line surveys
  • to comply with legal obligations and regulatory requirements

If Innovate Calgary decides to use Personal Information for a purpose not previously identified, Innovate Calgary will identify the new use to its Clients, before such new use starts, and obtain consent when appropriate under applicable privacy law.

5. Sharing and Disclosure of Personal Information

Innovate Calgary does not sell Personal Information about its Clients. Innovate Calgary may share Clients’ Personal Information with its Affiliates and third-party service providers, to fulfill the purposes identified in Section 4. In such cases, the transfer or access to Personal Information is governed by strict confidentiality standards and policies to ensure the Clients’ Personal Information is secure and treated in accordance with applicable privacy laws and with the utmost

care and respect. In the event that a third-party service provider is located in a foreign country, Client Personal Information may be processed and stored in such other foreign country. In such circumstances, the governments, courts or law enforcement or regulatory agencies of that country may be able to obtain access to your Personal Information through the laws of the foreign country.

Innovate Calgary will not disclose Client Personal Information except in the following circumstances:

  • to other organizations providing funding or co-funding to Innovate Calgary’s Services if relevant to the application review, assessment, administration, or management of those Services, or in aggregate, de-personalized form, provided in each case the disclosure is consistent with the purpose for which Innovate Calgary collected it;
  • as required by a court order or a governmental authority (including law enforcement) or as otherwise required or permitted under applicable law or regulations;
  • where Innovate Calgary has reason to believe that disclosure is necessary to protect the rights, privacy, safety, or property of an identifiable person or group; or
  • as otherwise permitted by applicable privacy laws.

6. Website and Cookies

Like any other website, Innovate Calgary’s website(s) use cookies. Cookies are a small text file with a unique ID number that recognizes a visitor’s browser each time the website is visited. They are used to store information including visitors’ preferences, and the pages on the website that the visitor accessed or visited. The information is used to optimise the visitor experience by customising Innovate Calgary’s webpage content based on visitor’s browser type and/or other information. Clients can choose to disable cookies through their individual browser options.

Innovate Calgary’s websites may contain links to other websites that are outside of Innovate Calgary’s control. We encourage visitors to review each website’s privacy policy before interacting with them and/or providing any information.

7. Security

Innovate Calgary uses physical, technical, and organizational security measures to safeguard Client’s Personal Information from unauthorized or accidental disclosure. Security safeguards will be appropriate for the sensitivity, scope, and method of storage of the information. Innovate Calgary also uses appropriate security measures when destroying Personal Information, including shredding paper records, and permanently deleting electronic records.

Clients also have a role to play in keeping their Personal Information safe. It is the Clients’ responsibility to select unique and difficult-to-guess passwords and to protect their credentials to access any of Innovate Calgary’s online environments.

8. Personal Information Retention and Deletion

Innovate Calgary will retain a Client’s Personal Information for as long as it is needed to fulfill the purpose(s) for which it has been collected and meet its legal, accounting, and reporting obligations, and once the purpose(s) have been fulfilled then this information is securely deleted.

9. Accuracy of Personal Information and Individual Access

Innovate Calgary makes every reasonable effort to ensure that Personal Information we retain is accurate and complete. We rely on our Clients to notify us if there is a change to their Personal Information and if their Client’s file requires an update.

Clients and users of Innovate Calgary’s websites may access, verify, and/or request a correction of the Personal Information held by Innovate Calgary by submitting a request in writing to Innovate Calgary’s Privacy Officer at 3655 36 St NW Calgary AB T2T1Y8 or privacyoffice@innovatecalgary.com.

10. Contact us

Innovate Calgary is open about its policies and procedures with respect to the management of Personal Information. Innovate Calgary’s Privacy Officer can be contacted with any question or concern by writing to: Innovate Calgary Privacy Office, 3655 36 St NW Calgary AB T2T1Y8 or by emailing privacyoffice@innovatecalgary.com.