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Last updated: Dec. 13, 2017
While we have always respected your personal information, we have strengthened our commitment to protecting personal information as a result of British Columbia’s Personal Information Protection Act (PIPA). PIPA, which came into effect on January 1, 2004, sets out the ground rules for how B.C. businesses and not-for-profit organizations may collect, use and disclose personal information.
We will inform our members, volunteers, employees, and contractors 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.
Personal information – means information about an identifiable individual, including name, home address, phone number, email address (if available) and social insurance number (employees only). 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 PIPA.
Collecting Personal Information
Unless the purposes for collecting personal information are obvious and you voluntarily provide your personal information for those purposes (such as providing us with your email address in order to receive our e-newsletter, or providing us with your email address/phone number because you are your club’s main point of contact), we will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection.
We will only collect personal information that is necessary to fulfill the following purposes:
- To maintain a database which we use to:
- contact our members and volunteers
- store information required by our insurance
- store information required for member services
- pay contractors and employees and comply with provincial and federal employment legislation
- To manage our e-newsletter services, which are in compliance with Canada’s Anti-Spam Legislation (CASL).
Our website also uses web analytics to collect anonymous data from website visitors, such as referring sites, pages visited, and the dates and times of each visitor request. This data is used solely for the purpose of tracking usage patterns and improving the functionality, including security, and content of our website.
The FMCBC obtains consent before collecting, using or disclosing personal information.
The FMCBC will assume consent to our collection, use, and disclosure of personal information if you give that information through filling out a membership application, job application, or volunteer application. Or, your consent can be implied where the purpose for collecting, using or disclosing the personal information would be considered obvious and you voluntarily provide personal information for that purpose. You may withdraw consent at any time, subject to contractual or legal restrictions and reasonable notice.
Consent may also be implied where you are given notice and a reasonable opportunity to opt-out of your personal information being used a specific purpose, and you do not opt-out.
Using and Disclosing Personal Information
The only circumstance under which personal information may be disclosed to third parties is for the fulfillment of any purposes identified above, or as required or permitted by law. If personal information is disclosed to third parties for the fulfillment of any purposes identified above, we will ensure that appropriate security undertakings, such as confidentiality clauses in contractual agreements, are employed to protect the transfer and use of personal information.
We will not use or disclose personal information for any additional purpose unless we obtain consent to do so, and we do not sell, trade, or rent information to third parties.
Retaining Personal Information
We will retain personal information only as long as necessary to fulfill the identified purposes for which it was collected, or as required by law. If a club is no longer a member of the FMCBC, all records containing personal information that are in our control will be destroyed. The only exception is if a person is a member of the FMCBC through a different club(s).
Ensuring Accuracy of Personal Information
Securing Personal Information
We are committed to ensuring the security of personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks. We continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.
We protect personal information with appropriate security safeguards, which include physical, administrative, and electronic security measures. When destroying personal information, we will use appropriate security measures, such as permanent digital deletion from the FMCBC database and shredding of any paper documents containing personal information.
All emails from the FMCBC will be sent out as ‘blind copies’ where all recipient addresses are hidden. Only email addresses and phone numbers of FMCBC executive and committee members will be shared within the organization.
If we believe a breach of security has affected your personal information that is under our control, we will investigate the situation and, where appropriate, notify you. We will also take all other steps which we believe are appropriate or legally required.
Providing Access to Personal Information
You have a right to access your personal information. However, in certain exceptional situations, the FMCBC may not be able to provide access to certain personal information that it holds about you. If access cannot be provided, the FMCBC will notify you, in writing, of the reasons for refusal.
A request to access personal information must be made in writing to the President and provide sufficient detail to identify the personal information being sought. Upon request, we will also you how we use your personal information and to whom it has been disclosed (if applicable).
We will make the requested information available within 30 business days, or provide written notice of an extension where additional time is required to fulfill the request.
Personal Information of Minors
Questions and Complaints
The Board of Directors is responsible for ensuring the FMCBC’s compliance with this policy and the Personal Information Protection Act.
Members, volunteers, employees and contractors should direct any complaints, concerns or questions regarding the FMCBC’s compliance in writing to the President. If the President is unable to resolve the concern, the concerned individual(s) may also write to the Information and Privacy Commissioner of British Columbia.
Contact information for the FMCBC’s President:
Federation of Mountain Clubs of BC
PO Box 19673