Personal Information Protection Policy
Private Sector Privacy Legislation
Personal Information Protection Policy Waterloo Organization of Disc Sports (WODS)
At WODS, we are committed to providing our members with exceptional service. As providing this service involves the collection, use and disclosure of some personal information about our members, protecting their personal information is one of our highest priorities.
While we have always respected our members’ privacy and safeguarded their personal information, we have strengthened our commitment to protecting personal information as a result of Personal Information Protection and Electronic Documents Act (PIPEDA). PIPEDA, which came into effect on January 1, 2004, sets out the ground rules for how private sector and not-for-profit organizations may collect, use and disclose personal information.
We will inform our members of why and how we collect, use and disclose their personal information, obtain their consent where required, and only handle their personal information in a manner that a reasonable person would consider appropriate in the circumstances.
This Personal Information Protection Policy, in compliance with PIPEDA, outlines the principles and practices we will follow in protecting members’ personal information. Our privacy commitment includes ensuring the accuracy, confidentiality, and security of our members’ personal information and allowing our members to request access to, and correction of, their personal information.
Scope of this Policy
This Personal Information Protection Policy applies to WODS. This policy also applies to any service providers collecting, using or disclosing personal information on behalf of WODS.
Personal Information –means information about an identifiable individual. Personal information does not include contact information (described below).
Contact information – means information that would enable an individual to be contacted at a place of business and includes name, position name or title, business telephone number, business address, business email or business fax number. Contact information is not covered by this policy or PIPEDA.
Policy 1 – Collecting Personal Information
1.1 Unless the purposes for collecting personal information are obvious and the member voluntarily provides his or her personal information for those purposes, we will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection.
1.2 We will only collect member information that is necessary to fulfill the following purposes:
- To verify identity;
- To identify [member] preferences;
- To open and manage an account;
- To enroll the client in a program;
- To send out association membership information;
- To ensure a high standard of service to our members;
- To collect and process registration payments
Policy 2 – Consent
2.1 We will obtain member consent to collect, use or disclose personal information (except where, as noted below, we are authorized to do so without consent).
2.2 Consent can be provided electronically, on our website or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the member voluntarily provides personal information for that purpose.
2.3 Consent may also be implied where a member is given notice and a reasonable opportunity to opt-out of his or her personal information being used for mail-outs, the marketing of new services or products, fundraising and the member does not opt-out.
2.4 Subject to certain exceptions (e.g., the personal information is necessary to provide the service or product, or the withdrawal of consent would frustrate the performance of a legal obligation), members can withhold or withdraw their consent for WODS to use their personal information in certain ways. A member’s decision to withhold or withdraw their consent to certain uses of personal information may restrict our ability to provide a particular service or product. If so, we will explain the situation to assist the member in making the decision.
2.5 We may collect, use or disclose personal information without the member’s knowledge or consent in the following limited circumstances:
- When the collection, use or disclosure of personal information is permitted or required by law;
- In an emergency that threatens an individual’s life, health, or personal security;
- When the personal information is available from a public source (e.g., a telephone directory).
Policy 3 – Using and Disclosing Personal Information
3.1 We will only use or disclose member personal information where necessary to fulfill the purposes identified at the time of collection [or for a purpose reasonably related to those purposes such as:
- To conduct member surveys in order to enhance the provision of our services;
- To contact our members directly about products and services that may be of interest.
3.2 We will not use or disclose member personal information for any additional purpose unless we obtain consent to do so.
3.3 We will not sell member lists or personal information to other parties unless we have consent to do so.
Policy 4 – Retaining Personal Information
4.1 If we use member personal information to make a decision that directly affects the member, we will retain that personal information for at least one year so that the member has a reasonable opportunity to request access to it.
4.2 Subject to policy 4.1, we will retain member personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose.
Policy 5 – Ensuring Accuracy of Personal Information
5.1 We will make reasonable efforts to ensure that member personal information is accurate and complete where it may be used to make a decision about the member or disclosed to another organization.
5.2 Members may correct their personal information in order to ensure its accuracy and completeness. Personal information may be corrected by members directly, by visiting our website and accessing their personal profile and information.
5.3 If the personal information is demonstrated to be inaccurate or incomplete, we will correct the information as required and send the corrected information to any organization to which we disclosed the personal information in the previous year. If the correction is not made, we will note the members’ correction request in the file.
Policy 6 – Securing Personal Information
6.1 We are committed to ensuring the security of member personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.
6.2 The following security measures will be followed to ensure that member personal information is appropriately protected:
The use of user IDs, passwords; restricting Officers of the organization access to personal information as appropriate (i.e., only those that need to know will have access).
6.3 We will use appropriate security measures when destroying member’s personal information such as deleting electronically stored information.
6.4 We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.
Policy 7 – Providing Members Access to Personal Information
7.1 Members have a right to access their personal information, subject to limited exceptions.
Policy 8 – Questions and Complaints: The Role of the Executive Director
8.1 The Executive Director is responsible for ensuring WODS’s compliance with this policy and the Personal Information Protection Act.
8.2 Members should direct any complaints, concerns or questions regarding WODS’s compliance in writing to the Executive Director. If the Executive Director is unable to resolve the concern, the member may also write to the Information and Privacy Commissioner of Ontario.
Contact information for WODS’s Executive Director: firstname.lastname@example.org