Your privacy is important to the
Carleton Heights Curling Club (CHCC). We
are committed to meeting the privacy standards applicable to every member,
customer and contractor of CHCC. You
deserve to be treated fairly and with respect in all your interactions with us
and this includes protecting the privacy of the
personal information you have provided us.
The purpose of this policy is to
tell you what personal information we collect about you, how we use it, whether
we disclose it to anyone else, how long we keep it, how you can request certain
personal information not be released and how you can request access to your
personal information.
Accountability
We are responsible for the personal information under our
control and we have designated a Privacy Officer who is responsible for our
compliance with this policy and with privacy legislation. If you wish to contact our Privacy Officer
you may do so through contacting CCHC by:
phone - 613-224-6224
e-mail -
manager-carletonheightscc@bellnet.ca
mail - P.O. Box
5141, Station F, Ottawa, Ontario
K2C 3H4
This privacy policy will always
be available at the office, on our web site, or by contacting the Club Manager
or Privacy Officer. Any changes or
amendments will be posted on our web site and announced through club
newsletters.
Purpose
of Collection
We require your personal
information to establish and serve you as a member, customer or contractor. We obtain all of our information only from yourself, with the exception of contractors for whom we may
also obtain information from references provided by prospective
contractors. The following lists the
information collected and its use.
Members
Name, e-mail address and phone
numbers – These are required for general business use and for publication
in the annual membership book. Each
league coordinator also requires this information and may publish the same
information for use by members within their respective league. Furthermore, we retain the names of all club
members in each year for historical purposes.
Address – This is required
for general business use and for providing members with information by
mail. Addresses for all members other
than Day Ladies members are not published.
Members registered in the Day Ladies section will have their address as
well as their name and phone number published in a list provided to all Day
Ladies members.
Age – Each member, on
their annual registration form, is required to indicate the age category they
are in corresponding to the age categories defined by the Canadian Curling
Associations. Date of birth is not
required by CCHC but members entering events outside the club may be required
to provide this information to the hosting organization.
Awards & Photos – CCHC
posts the names and in some cases photographs of members of winning teams
inside the curling club and from time to time may also post these on the web
site and in external publications.
Junior Members
Parents’ names, emergency contacts and relevant medical
information – These are required for all Junior
members in addition to basic member information described above. All of this information is required for the
safety and well being of the junior members.
It will be retained by the Junior coordinator
and may be provided to any coach accompanying junior members to events outside
the club.
Prospective Members
Name, address, e-mail address
and phone number – These are collected only in order to contact prospective
members with regard to availability of membership.
Private Party Customers & Rental Leagues
Name, address, e-mail address
and phone number – We collect this information for general business use
from the individual(s) responsible for organizing the respective event or
league. We do not collect personal information
of individual members of rental leagues except and unless they are
participating in club events open to both members and rental leagues, in which
case the information will be collected and used only to permit the individual
to participate in the specific event and will not be used for any other
purpose.
Contractors
Name, address, e-mail address,
phone number, business references – We collect
this information for general business purposes and to meet any legal
obligations.
Files – files on contractors
are maintained, including contract terms and performance.
Online
Privacy Concerns
When you access our web site and
move from page to page, read pages or download content onto your computer, we
may learn which pages are visited and what content is downloaded. However, none of this information is
associated with you as an individual. It
is measured only in aggregate and used only to enable us to improve the website
to better meet the needs of our members.
When you send us an e-mail or ask
us to respond by e-mail we learn your exact email address and any information
you have included in the e-mail. We will
use your e-mail address to acknowledge your comments and/or reply to your
questions. We will store your
communication and our reply in case we correspond further. We may use your e-mail address to send you
information about news or specific events that we believe may be of interest to
you.
Consent
Consent is required for the
collection of personal information and the subsequent use or disclosure of this
information. We will seek consent for
the use and disclosure of the information as provided for in this policy at the
time the information is collected. The
reasonable expectations of the individual are considered when using this
information.
We accept any of the following as
your consent for Carleton Heights Curling Club’s existing use and future
collection, use and disclosure of your personal information for the identified
purposes:
-
your receipt of this Privacy Policy, unless you
advise Carleton Heights Curling Club, in writing, that you do not agree
with the terms stated in this policy, and that you wish to opt out of all
or portions of it;
-
your express written
consent as obtained through an application process.
Consent is implied in some
circumstances:
-
If you submit an application on behalf of a family
member, you represent that you have obtained consent from them, even
though they may not be present during the application process, to the
collection, use and disclosure for their personal information for the
identified purposes.
Withholding
Consent
While CCHC requires your personal
information for its business purposes, members may request, in writing or by
e-mail, that their personal information not be published or disclosed beyond
the minimum requires to enable the member to
participate fully in the club. This
includes the right to opt out of having your name, e-mail and phone number
published in the membership directory, having your address published in the Day
Ladies directory or having your name and photo published for awards achieved.
Limiting of Collection, Use, Disclosure
We collect the information we
need and only use it for the purposes explained to you at the time the
information is collected. Should we wish
to use the information for another purpose in the future we will ask for your
consent at that time.
We do not sell your
personal information to third parties. We may share some or all of your personal
information with third parties such as local, provincial and national curling
associations of which CCHC is a member, however, your personal information will
not be disclosed to any third party that does not have a publicly available
Privacy Policy for the protection of your personal information. We may also disclose your personal
information where we are required or permitted to do so by law.
We retain your information only
as long as it is required for the reasons it was collected. When your information is no longer needed for
the purposes explained to you, we have procedures to destroy, delete, erase or
convert it to an anonymous form.
Accuracy
You have the right to request
that personal information which you believe to be inaccurate be corrected. We will make every reasonable effort to keep
your information accurate and up-to-date.
You can help by keeping us informed of any changes, such as if you move
or change telephone numbers. If you find
errors in our information about you, please let us know immediately.
Protecting Information
Your personal information is used
by us only for the purposes identified and access to your personal information
is limited to those members and contractors of CHCC who need to have access to
it.
We will protect your information
with appropriate safeguards and security measures, by physical measures,
organizational measures and technological measures.
Access
to Information
You have a right to access the
personal information that we have about you.
If you wish to access this information you should contact our Privacy
Officer who will be pleased to assist you.
Respecting and Responding to Your Privacy Concerns
If you contact us we will explain
your options of refusing or withdrawing consent to the collection, use or
release of your information, and we will record and respect your choices. In most cases, you are free to refuse or
withdraw your consent at any time by contacting our Privacy Officer.
If you have a complaint related
to this Privacy Policy, or any of our procedures, please contact our Privacy
Officer. We will respond to your request
within 30 days. If your complaint is
justified, we will take the steps necessary to resolve the issue, including
amending our Policy and practices if necessary.
If we are not able to resolve
your concerns, you may contact the Office of the Privacy Commissioner of Canada. Our Privacy Officer will provide you with
this contact information upon request.
Carleton Heights
Curling Club
Privacy Procedures
1.
Purpose
1.1.
The
purpose of these procedures is to put into practice the necessary controls and
procedures to ensure that CHCC is operating in full compliance with its Privacy
Policy. All revisions to this policy
require the approval of the CHCC Board of Directors.
2.
Privacy
Policy Statement
2.1.
The
privacy policy statement and any amendments thereto must be approved by the
Board.
2.2.
This
statement will be accessible online from the CHCC web-site. A physical copy of this policy will be posted
in a public area accessible to all members.
Any member, customer or contractor requesting a copy of the policy
statement will be provided a copy within a reasonable period of time.
2.3.
It is the responsibility of the Club Manager
to ensure that the policy statement is made available in the manner described
in 2.2 above.
3.
Registration
Forms
3.1.
Registration forms will contain the following
paragraph.
I hereby agree
to the collection and use of my personal information solely as provided for in
the CHCC Privacy Policy, a copy of which has been made available to me.
------------------------------------------------------------------ ------------
Signature
(Parent or Guardian’s signature if under 18) Date
4.
Retention,
Storage and Disposition of Personal Information
4.1.
The person(s) authorised to hold personal information,
the information they are permitted to hold, the retention of the information,
the security to be exercised and the disposition methods are described in
Attachment A.
4.2.
The operations of the club may require that certain
individual members such as the Membership Chair and league coordinators retain
personal information of the members on their own personal computers. In order to ensure that these individuals
are aware of their responsibilities with respect to acting in accordance with
these procedures, the President will inform all such individuals in writing of
their responsibilities by letter as per Attachment B.
5.
Privacy
Officer and Complaints Process
5.1.
The Board of Directors will appoint one member of the
club as the club’s Privacy Officer.
5.2.
The Privacy Officer will work with the club manager to
ensure the Privacy Policy is adhered to.
5.3.
Any complaints will be addressed to the Privacy Officer
who will document and investigate complaints, resolve the issues, and report on
the results of complaints to the Board.
5.4.
All requests for information will be addressed to the
Privacy Officer who will work with the club manager to ensure the requested
information is provided within 30 days of the request. The Privacy Officer may report to the Board
on the number of requests made but may not release information about those
individuals requesting the information.
Approved by the
Carleton Heights
Board of Directors April 13, 2004.
Attachment A
|
Information
|
Authorized Holder(s)
|
Retention Period
|
Security
|
Disposition
|
|
Application forms
|
Membership chair,
Club manager
|
Current
+ 2 years
|
Locked cabinet
|
shredding
|
|
Member names, addresses, phone
numbers and e-mails
|
Membership chair, Club manager,
Day Ladies secretary,
Junior league coordinators &
coaches
|
Current
+ 2 years except for Day Ladies who’s retention is indefinite.
|
Physical – locked cabinet
Electronic – password protected
file
|
Physical – shredding
Electronic – deletion of files
or physical destruction of storage media if deletion not possible.
|
|
Member names, phone numbers and
e-mails
|
League coordinators
|
Current
+ 1 year
|
Physical – controlled access
Electronic – password protected
|
Physical – shredding
Electronic – deletion of files
or physical destruction of storage media if deletion not possible.
|
|
Junior Members’ parents’ names,
emergency contacts, medical conditions
|
Junior program coordinator and
coaches
|
Current
+ 1 year
|
Physical – controlled access
Electronic – password protected
|
Physical – shredding
Electronic – deletion of files
or physical destruction of storage media if deletion not possible.
|
|
Customer information
|
Club Manager
|
Current
+ 3 years
|
Physical – locked cabinet
Electronic – password protected
file
|
Physical – shredding
Electronic – deletion of files
or physical destruction of storage media if deletion not possible.
|
|
Contractor information
|
Club President
Ice Chair
Club Manager
|
Longer of:
2 years after contract
completion or as per legal requirements
|
Physical – locked cabinet
Electronic – password protected
file
|
Physical – shredding
Electronic – deletion of files
or physical destruction of storage media if deletion not possible.
|
|
Member phone book
|
All members and staff
|
Current + 2 years for copies
retained by the club
|
Distribution is to members
only. Club copies available in public
areas of the club will be secured to prevent removal.
|
Shredding of club copies
|
|
Member names and years of
membership only
|
Corporate & league
secretaries & membership chair for historical purposes
|
Indefinite
|
Maintained with the corporate
records
|
Not applicable
|
