VERNON OUTDOORS CLUB PERSONAL INFORMATION PRIVACY POLICY AND PROCEDURES
Date Created: January 20, 2021
Last Update: April 19, 2021
.PURPOSE: British Columbia’s Personal Information Protection Act (S.B.C. 2003, c. 63) requires that organizations such as the Vernon Outdoors Club {VOC} develop and implement policies and procedures to responsibly manage the collection, use and disclosure of members’ personal information. The Act defines personal information as names, addresses, gender, age, ethnicity, health, Marital status, contact details, (home phone, e-mail), physical description and photos any of which might be used to identify individual members.
Note: In the event of a discrepancy between this policy and the requirements of the BC PIP Act; the BC PIP Act shall prevail.
POLICY: This policy applies to personal information relating to VOC members and guests participating in any VOC-sanctioned activity.
The Vernon Outdoors Club will comply with all applicable requirements of the BC Personal Information Protection Act by:
COLLECTION OF PERSONAL INFORMATION:
The VOC Membership Form (the primary method for collecting personal information) describes how personal information is to be used and disclosed, however additional details or clarification can also be obtained from Trip Leaders, by accessing the Personal Information Privacy Policy and Procedures (this document) posted on the VOC website, or by contacting the VOC Privacy Officer.
USE OF PERSONAL INFORMATION:
A General Membership Directory will be periodically updated and made available to ALL members to facilitate direct executive and member to member communications. The General Membership Directory will include member’s names and contact details (e-mail and/or phone #).
If members indicate on the Vernon Outdoors Club Membership Form that they DO NOT want their contact information shared with the broad membership; then e-mail and phone # details will be excluded and only their name will be listed in the General Membership Directory.
A separate Secure Membership Directory will also be prepared to include ALL members’ personal information. The Secure Membership Directory containing: member’s names, areas of interest and contact details (e-mail and/or phone #) address, and emergency contact details will NOT be circulated to the wide membership, but rather will be available only to the VOC Board, Activity Coordinators and planners for administrative purposes and for safely managing VOC activities.
DISCLOSURE OF PERSONAL INFORMATION:
Personal Information is intended for internal use only and is NOT to be disclosed to any third Parties except as detailed in Table #1 should circumstances require it, or if/when specifically required by Law.
COMPLAINTS PROCEDURE:
Any member may request an examination for conformance with the requirements of PIPA or the VOC’s Privacy Policy and Procedures as follows:
c.The personal information that may have been collected, used or disclosed contrary to VOC policies or the BC PIP Act.
RETENTION AND DISPOSAL OF RECORDS CONTAINING PERSONAL INFORMATION:
A copy of the Secure Membership Directory will be permanently retained in VOC Files (accessible only to the VOC Executive) for planning/archival/historical purposes. The General Membership Directory will be retained only until it can be replaced with an updated version and then shredded/deleted.
Membership Forms/Waivers (hard copy and e-mail) will be retained for up to two years beyond the year of collection and then shredded/deleted.
Activity Sign-up/Participation Forms (hard copy and e-mail) will be shredded/deleted annually after all pertinent information, such as Activity/Event Title, Date, Leader’s Name and contact information, and Number of Participants is transferred to a central file for planning/archival/historical purposes. Individual participant’s names, (except for leader’s), will not be retained.
Photos and Videos taken by members during club activities may be used for club publicity. The VOC may archive photos and/or videos in perpetuity. If a member considers a particular photo or video (that is posted publicly) to be unacceptable for a privacy-related reason, that member may contact the VOC Privacy Officer to review the matter and seek resolution.
Table #1: Management of Personal Information
Collection Method |
Identified Purpose/Use |
Disclosure Route(s) |
Comments |
VOC Membership Form:
*Emergency Contact Information(ECI)
*Available only to Executive via Secure Membership Directory
|
General Membership Directory:
Secure Membership Directory:
Emergency Contact Information:
|
General Membership Directory: Internal circulation to VOC Members for social/Club purposes only.
Secure Membership Directory: Internal access only by VOC Executive
Emergency Contact Information:
|
Members must be aware, e-mailed versions of the General Membership Directory may exist in electronic or hardcopy copy form among individual members. As a reminder, each page of the VOC General and Secure Membership Directories will include issue date, page # (for hardcopies only), and the statement: “Confidential: In accordance with the BC Privacy Act, do not share any of this information with anyone other than VOC members”
*Members are encouraged to carry their own Emergency Contact Information thereby reducing the need for VOC to gather and manage this information. |
Trip/Activity Sign up
Note: Except for possible recognition awards, participant names from activity sign up, are excluded from aggregate data, and deleted at the end of each year when signup forms are destroyed.
|
Aggregate Reporting
|
|
Collected during sign up prior to VOC-sanctioned activities, or even during the course of a trip/activity. |
Photos and Videos
|
|
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If a member considers a particular photo or video (that is posted publicly) to be unacceptable for a privacy-related reason, that member may contact the VOC Privacy Officer to review the matter and seek resolution. |