Adopted: August, 2013
Velo Cape Breton is committed to safeguarding the personal information entrusted to us by our members. We manage your personal information in accordance with Nova Scotia’s Freedom of Information act and Protection of Privacy act and other applicable laws. This policy outlines the principles and practices we follow in protecting your personal information.
This policy applies to Velo Cape Breton and to any person providing services on our behalf. A copy of this policy is provided to any member upon request, or can be viewed and/or downloaded from our website: www.velocapebreton.ca.
What is personal information?
Personal information means information about an identifiable individual. This includes an individual’s name, home address and phone number, age, sex, marital or family status, an identifying number, financial information, etc.
What personal information do we collect?
We collect only the personal information that we need for the purposes of providing services to our members, including personal information needed to:
Provide insurance coverage for association sanctioned events
Send out association membership information
Contact next of kin in case of an emergency
We normally collect member personal information directly from our members or their spouse. We may collect your information from a parent or guardian in the case of a minor.
We inform our members/participants before or at the time of collecting personal information, of the purposes for which we are collecting the information. The only time we don’t provide this notification is when a member/participant volunteers information for an obvious purpose (for example, producing a credit card to pay a membership fee when the information will be used only to process the payment).
We ask for consent to collect, use or disclose member personal information, except in specific circumstances where collection, use, or disclosure without consent is authorized or required by law. We may assume your consent in cases where you volunteer information for an obvious purpose. We assume your consent to use and, where applicable, disclose personal information that we have already collected, for the purpose for which the information was collected.
We ask your express consent for some purposes and may not be able to provide certain services if you are unwilling to provide consent to the collection, use or disclosure of certain personal information. Where express consent is needed, we will normally ask clients to provide their consent orally (in person or by telephone), or in writing (by signing a consent form).
A participant may withdraw consent to the use and disclosure of personal information at any time, unless the personal information is necessary for us to fulfil our legal obligations. We will respect your decision, but we may not be able to provide you with certain products and services if we do not have the necessary personal information.
We may collect, use or disclose member personal information without consent only as authorized by law. For example, we may not request consent when the collection, use or disclosure is to determine suitability for an honour or award, or in an emergency that threatens life, health or safety.
How do we safeguard personal information?
We make every reasonable effort to ensure that personal information is accurate and complete. We rely on individuals to notify us if there is a change to their personal information that may affect their relationship with our organization. If you are aware of an error in our information about you, please let us know and we will correct it on request whenever possible. In some cases we may ask for a written request for correction.
We protect personal information in a manner appropriate for the sensitivity of the information. We make every reasonable effort to prevent loss, misuse, disclosure or modification of personal information, as well as any unauthorized access to personal information.
We use appropriate security measures when destroying personal information, including shredding paper records and permanently deleting electronic records.
We retain personal information only as long as is reasonable to fulfil the purposes for which the information was collected or for legal or business purposes.
Access to records containing personal information
Individuals have a right to access their own personal information in a record that is in the custody or under the control of Velo Cape Breton, subject to some exceptions. For example, organizations are required under the Personal Information Protection act to refuse to provide access to information that would reveal personal information about another individual.
If we refuse a request in whole or in part, we will provide the reason(s) for the refusal. In some cases where exceptions to access apply, we may withhold that information and provide you with the remainder of the record.
You may make a request for access to your personal information by writing to the Registrar, Velo Cape Breton. You must provide sufficient information in your request to allow us to identify the information you are seeking.
You may also request information about our use of your personal information and any disclosure of that information to persons outside our organization. In addition, you may request a correction or an error or omission in your personal information.
We will respond to your request with 45 calendar days, unless an extension is granted. We may charge a reasonable fee to provide information, but not to make a correction. We will advise you of any fees that may apply before beginning to process your request.
Questions and Complaint
If you have a question or concern about any collection, use or disclosure of personal information by Velo Cape Breton, or about a request for access to your own personal information, please contact the Registrar, Velo Cape Breton at the following: firstname.lastname@example.org
If you are not satisfied with the response you receive, you should contact the Freedom of Information and Privacy Review Office of Nova Scotia:
Freedom of Information and Privacy Review Office
P.O. Box 181
Halifax, Nova Scotia B3J 2M4
Web Site: http://www.gov.ns.ca/foiro/