Privacy and Confidentiality Policies - updated Spring 2022

Privacy Policy

The Chatham Skating Club respects and protects your privacy. This means that:

• CSC will not sell, exchange, loan or make available to other organizations any personal information that you have provided to us.
• CSC will keep all personal information confidential, and we will have safeguards to protect that information whether in print, electronic or other form.
• CSC will make available to you upon request, your personal information that we have on file and the ability correct, amend, or delete information at your request.
  

Personal Information and Purpose of Collection:

The Personal Information Protection and Electronic Documents Act (PEPEDA) governs privacy of information.  Personal information is the information that relates to you as an individual. Personal information does not include business information (an individual’s business address and telephone number). CSC will only collect personal information to meet and maintain the highest standard of organizing and programming the sport of skating. CSC collects personal information from participants, coaches, officials, contractors, employees, and volunteers (collectively “individuals”) for purposes that include but are not limited to the following:

1. Registration for programs, activities, and events
2. Receiving communications from CSC regarding fundraising, programs, events, and activities.
3. Determining eligibility, age group and appropriate level of play/competition.
4. Criminal record checks and related personal reference material for implementing CSC’s screening policies.
5. Award nominations, biographies, published articles and media relations.
6. Data to determine level of certification for coaching qualifications.
7. Names, ages, and signatures for the purpose of participant agreements, permission where medical treatment is concerned, and collection of waivers.
8. Name and contact information for the purpose of communication within and between Board, Committees, volunteers, etc.
9. Emergency contacts, medical history for use in the case of classification, medical emergency or reports relating to medical or emergency issues and managing insurance claims.
10. Determining membership demographic structure, and program wants and needs. 

Consent:

1. Consent is required to be obtained by lawful means from individuals at the time of collection, prior to the use and disclosure of the personal information. If the consent to the collection, use of disclosure was not obtained upon receipt of the information, consent will be obtained prior to the use or disclosure of that information. CSC may collect personal information without consent where reasonable to do so and where permitted by law.
2. By providing personal information to CSC, individuals are consenting to the use of information for the purposes identified in this policy.
3. In determining of the form of consent to use, CSC will consider the sensitivity of the information.
4. CSC will not, as a condition of a product or service, require an individual to consent to the collection, use, and disclosure of information beyond that required to fulfill the specified purpose.
5. An individual may withdraw consent to the collection, use, or disclosure of personal information at any time, subject to legal or contractual restrictions, providing the individual gives one week of notice of such withdrawal to CSC. The Privacy Officer will advise the individual of the implications of such a withdrawal. 

Limited Collection:

All personal information will be collected fairly, by lawful means, and for the purposes as specified in this policy. CSC will not use any form of deception to obtain personal information. 

Limiting Use, Disclosure and Retention

1. Personal information will not be used or disclosed by CSC for purposes other than those for which it was collected as described herein, except with the consent of the individual or as required by law.
2. Information may be forwarded to volunteers of the organization (such as Committee Members, Board of Directors, Local Organizing Committees), other associations for the purpose of clinics, programming, and competition, Ontario Sections, Skate Canada, Coaches Association of Ontario, Award organizations, or other parties with whom CSC deals.
3. Information disclosed to a third party with consent from the individual shall be protected by a third-party agreement to limit use and disclosure.
4. Personal information will be retained for certain periods of time in accordance with the following:
1. Program registration data and athlete information will be retained indefinitely for the sake of historical record and tracking purposes.
2. Registration data for programs, clinics, camps, competitions, may be retained indefinitely after the event for record purposes.
3. Employee information will be retained for a period of seven years in accordance with Canada Customs and Revenue Canada requirements.
4. Personal health information will be immediately destroyed when an individual chooses to leave a CSC program.
5. Marketing information will be immediately destroyed upon compilation and analysis of collected information.
6. As otherwise may be stipulated in federal or provincial legislation. 

Employee Commitment

Our employees and volunteers are committed to respecting the personal information we hold in our files. Our employees have been trained in the proper and respectful use of personal information. Volunteers, coaches etc. who receive personal information in order to carry out the work of the organization will be notified with regard to the safekeeping of such information. 

Accuracy

CSC will use accurate and up-to-date information as is necessary for the purposes for which it is to be used, to minimize the possibility that inappropriate information may be used to decide about an individual. 

Security

All information held by us is subject to strict internal security to prevent unauthorized access and improper usage. Electronic records are subject to limited access by authorized personnel who must use passwords and other security measures. Print records containing personal information are subject to physical protection such as locked rooms or cabinets, accessible only to authorized personnel. 

Website

When you visit the CSC website, we take steps to respect and protect your privacy. CSC does not collect personal information such as names, ages, phone numbers, addresses or email addresses from visitors to our website.

The information on the website is provided as a resource to those interested in skating. CSC disclaims any representation, or warranty, express, or implied, concerning the accuracy, completeness or fitness for a particular purpose of the information. Persons accessing this information assume full responsibility for the use of the information and understand and agree that CSC is not liable for any claim, loss or damage arising from the use of this information. Reference to specific products, processes, or services does not constitute or imply recommendation or endorsement by CSC. CSC also reserves the right to make changes at any time without notice.

Links to other Internet sites made available through the CSC website are not under the control of CSC and are provided for your convenience only. CSC, therefore, does not guarantee these links and the material available on said sites, nor is CSC responsible for privacy practices by other organizations or websites.

The website is created and controlled by CSC in the province of Ontario. As such, the laws of the province of Ontario will govern these disclaimers, terms and conditions, without giving effect to any principles of conflict of laws. 

Access to Information

Upon written request and with assistance from CSC, an individual may be informed of the existence, use and disclosure of their personal information and will be given access to information. Requested information will be disclosed to the individual, at nominal cost related to photocopying, within thirty days of receipt of the written request.

Contact Us

If you have questions or comments about our policy or about the personal information we have about you, you may contact us, and we will do our best to answer your questions.

If, having shared your concerns with us, you are still not satisfied you may file a complaint with the Privacy Commissioner of Canada by telephone (1-800-282-1376) or write to 112 Kent Street, Ottawa, Ontario, K1A 1H3. 

Confidentiality Policy 

The purpose of this policy is to ensure that valuable information will not be divulged to anyone other than those who are authorized to receive such information. 

It is the policy of the Chatham Skating Club that board and committee members of the CSC will not disclose confidential information belonging to or obtained through their affiliation with the CSC to any person, including relatives, friends, and business and professional associates, unless CSC has authorized disclosure. Board and committee members shall use confidential information solely for the purpose of performing services as a board or committee member for the CSC. This policy is not intended to prevent disclosure where disclosure is required by law.

Board and committee members must demonstrate professionalism, good judgment, and care to avoid unauthorized or inadvertent disclosures of confidential information and should, for example, refrain from leaving confidential information contained in documents or on computer screens in plain view. Upon the end of a board or committee member’s term, the director or committee member shall return all documents, papers, and other materials that may contain confidential information in their possession.

Failure to adhere to this policy will result in disciplinary measures outlined in the club’s General Dispute policy and procedure. This policy complements CSC’s Privacy Policy, ensuring all information is handled according to relevant legislation.