Privacy Policy

a)

Act – Personal Information Protection and Electronic Documents Act

b)

Commercial Activity – any particular transaction, act or conduct that is of a commercial character.

c)

Organization – includes an association, a partnership, a person, an unincorporated association, a trust, a not for profit organization, a trade union and a corporation.

d)

Personal Information – any information about an identifiable individual, but does not include an employee’s name, title, business address or telephone number.

e)

Personal Health Information – any health information about an identifiable individual.

f)

Representatives- Directors, officers, employees, committees, members, volunteers, coaches, contractors and other decision makes with Ontario Sailing Association.

a)

Disclose personal information to a third party during any business or transaction unless such business, transaction or other interest is properly consented to in accordance with this policy;

b)

Knowingly place themselves in a position where they are under obligation to any person to disclose personal information;

c)

In the performance of their official duties, disclose personal information to family members, friends or colleagues, or to organizations in which their family members, friend or colleagues have an interest;

d)

Derive personal benefit from personal information that they have acquired during the course of fulfilling their official duties with Ontario Sailing Association; and

e)

Accept any gift or favor that could be construed as being given in anticipation of, or in recognition for, the disclosure of personal information.

a)

Implement procedures to protect personal information;

b)

Establish procedures to receive and respond to complaints and inquiries;

c)

Ensure all staff implements the proper procedures to protect personal information.

d)

Make his/her identity and contact information known to the public via OSA’s web site and will be publicly accessible;

e)

Respond to all requests and inquiries in regards to personal information;

f)

Train staff and communicate to staff information about the Ontario Sailing Association’s policies and practices; and

g)

Develop information to explain Ontario Sailing Association’s policies and procedures to members and the public.

a)

Name, address, phone number, cell phone number, fax number and e-mail address for the purpose of providing information to Ontario Sailing Association.

b)

Nationality for statistics as required by Sport Canada

c)

NCCP number, education, resumes and experience for database entry at the Coaching Association of Canada to determine level of certification and coaching qualifications.

d)

Credit card information for registration at conferences, purchasing equipment, coaching manuals and other resources.

e)

Date of birth and athlete biography for media releases and to determine age group.

f)

Banking information, social insurance number, criminal records check, resume, and beneficiaries for Ontario Sailing Association’s payroll, company insurance and health plan.

g)

Personal health information including provincial health card numbers, allergies, emergency contact and past medical history for use in the case of medical emergency.

h)

Personal health information for individuals with a disability in order to determine eligibility to compete and classification.

i)

Athlete information including height, dietary supplements taken, uniform size, shoe size, feedback from coaches and trainers, performance results, biography information and Ontario Sailing Association registration number for required registration forms, outfitting uniforms, media relations, and components of selection.

j)

Athlete whereabouts information including sport/discipline, training times and venues, training camp dates and locations, travel plans, competition schedule, and disability, if applicable, for Canadian Centre for Ethics in Sport inquiries for the purpose of out-of-competition doping testing.

k)

Individual measurements for adjusting equipment.

l)

Body weight, mass and body fat index to monitor physical response to training and to maintain an appropriate weight for competition.

m)

Marketing information including attitudinal and demographic data on individual members to determine membership demographic structure, and program wants and needs.

n)

Passport numbers and Aeroplan/frequent flyer number for travel purposes.

o)

Individuals providing their addresses or e-mail addresses to Ontario Sailing Association will receive an advertisement from new and existing Corporate Partners, an alumni letter, a newsletter and donation request for the purpose of fundraising.

a)

By filling out an application form;

b)

By signing a form;

c)

By checking a check off box;

d)

By providing written consent either physically or electronically;

e)

By consenting orally in person; or

f)

By consenting orally over the phone.

a)

it is clearly in the individual’s interests and consent is not available in a timely way;

b)

knowledge and consent would compromise the availability or accuracy of the information and collection is required to investigate a breach of an agreement or contravention of a federal or provincial law;

c)

the information is for journalistic, artistic or literary purposes;

d)

the information is publicly available as specified in the Act.

a)

if Ontario Sailing Association has reasonable grounds to believe the information could be useful when investigating a contravention of a federal, provincial or foreign law and the information is used for that investigation;

b)

for an emergency that threatens an individual’s life, health or security;

c)

for statistical or scholarly study or research (Ontario Sailing Association must notify the Privacy Commissioner before using the information);

d)

if it is publicly available as specified in the Act;

e)

if the use is clearly in the individual’s interest and consent is not available in a timely way; or

f)

if knowledge and consent would compromise the availability or accuracy of the information and collection was required to investigate a breach of an agreement or contravention of a federal or provincial law.

a)

to a lawyer representing Ontario Sailing Association;

b)

to collect a debt the individual owes to Ontario Sailing Association;

c)

to comply with a subpoena, a warrant or an order made by a court or other body with appropriate jurisdiction;

d)

to a government institution that has requested the information, identified its lawful authority, and indicated that disclosure is for the purpose of enforcing, carrying out an investigation, or gathering intelligence relating to any federal, provincial or foreign law; or that suspects that the information relates to national security or the conduct of international affairs; or is for the purpose of administering any federal or provincial law;

e)

to an investigative body named in the Act or government institution on Ontario Sailing Association’s initiative when Ontario Sailing Association believes the information concerns a breach of an agreement, or a contravention of a federal, provincial, or foreign law, or suspects the information relates to national security or the conduct of international affairs;

f)

to an investigative body for the purposes related to the investigation of a breach of an agreement or a contravention of a federal or provincial law;

g)

in an emergency threatening an individual’s life, health, or security (Ontario Sailing Association must inform the individual of the disclosure);

h)

for statistical, scholarly study or research (Ontario Sailing Association must notify the Privacy Commissioner before disclosing the information);

i)

to an archival institution;

j)

20 years after the individual’s death or 100 years after the record was created;

k)

if it is publicly available as specified in the regulations; or

l)

if otherwise required by law.

a)

the name or title, and the address, of the person who is accountable for the organization’s policies and practices and to whom complaints or inquiries can be forwarded;

b)

the means of gaining access to personal information held by the organization;

c)

a description of the type of personal information held by the organization, including a general account of its use;

d)

a copy of any brochures or other information that explain the organization’s policies, standards, or codes; and

e)

organizations such as CCES, Canadian Yachting Association, Sport Canada, and Coaches Association of Canada in which personal information is made available.

a)

the information is prohibitively costly to provide;

b)

the information contains references to other individuals;

c)

the information cannot be disclosed for legal, security, or commercial proprietary reasons, and

d)

the information is subject to solicitor-client or litigation privilege.

a)

the reasons for the refusal and the provisions of the Act on which the refusal is based;

b)

the name, position title, business address and business telephone number of the Privacy Officer who can answer the applicant’s questions; and

c)

that the individual may ask for a review within thirty (30) days of being notified of the refusal.

a)

Record the date the complaint is received;

b)

Notify the Privacy Officer who will serve in a neutral, unbiased capacity to resolve the complaint;

c)

Acknowledge receipt of the complaint by way of telephone conversation and clarify the nature of the complaint within three (3) days of receipt of the complaint;

d)

Appoint an investigator using Ontario Sailing Association personnel or an independent investigator, who will have the skills necessary to conduct a fair and impartial investigation and will have unfettered access to all file and personnel, within ten (10) days of receipt of the complaint.

e)

Upon completion of the investigation and within twenty-five (25) days of receipt of the complaint, the investigator will submit a written report to Ontario Sailing Association.

f)

Notify the complainant the outcome of the investigation and any relevant steps taken to rectify the complaint, including any amendments to policies and procedures within thirty (30) days of receipt of the complaint.

a)

has disclosed to the commissioner that Ontario Sailing Association has contravened or is about to contravene the Act;

b)

has done or stated an intention of doing anything that is required to be done in order to avoid having any person contravene these Act;

c)

has refused to do or stated an intention of refusing to do anything that is in contravention of these Act.