Whirlybirds Flying Club (whirlybirds.ca)
Personal Information Protection Policy
At whirlybirds.ca, we are committed to providing visitors to our web site and registered members with high quality services. As providing these services may involve the collection and use of personal information, protecting any and all such information is one of our highest priorities.
While we have always respected our visitors privacy and safeguarded their 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 visitors 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.
This Personal Information Protection Policy, in compliance with PIPA, outlines the principles and practices followed by whirlybirds.ca in protecting visitors’, and members’ personal information. Our privacy commitment includes ensuring the accuracy, confidentiality, and security of our visitors’, and members’ personal information and allowing anyone whose personal information we collect to request access to, correction of, or removal of any related information.
Personal Information – means information about an identifiable individual including location, name, email address, phone number, and any other information an individual may wish to share for the purpose of networking with other visitors or members.
Privacy Officer – means the individual designated responsibility for ensuring that whirlybirds.ca complies with this policy and PIPA.
Policy 1 – Collecting Personal Information
1.1 Unless the purposes for collecting personal information are obvious and the visitor voluntarily provides his or her personal information for those purposes, we will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection.
1.2 We will only collect visitor information that is necessary to fulfill the following purposes:
- To verify identity;
- To identify [visitor] preferences;
- To open and manage an account;
- To contact our [visitors] with news or web site updates;
Policy 2 – Consent
2.1 We will obtain visitor consent to collect, use or disclose personal information (except where, as noted below, we are authorized to do so without consent).
2.2 Consent can be provided [include the methods that apply to your organization: e.g., orally, in writing, electronically, through an authorized representative] or it can be implied where the purpose for collecting using or disclosing the personal information would be considered obvious and the visitor voluntarily provides personal information for that purpose.
2.3 Consent may also be implied where a visitor is given notice and a reasonable opportunity to opt-out of his or her personal information being used for mail-outs, the marketing of new services or products, fundraising and the visitor does not opt-out.
2.4 Subject to certain exceptions (e.g., the personal information is necessary to provide the service or product, or the withdrawal of consent would frustrate the performance of a legal obligation), visitors can withhold or withdraw their consent for whirlybirds.ca to use their personal information in certain ways. A visitor’s, or member’s decision to withhold or withdraw their consent to certain uses of personal information may restrict our ability to provide a particular service or product. If so, we will explain the situation to assist the visitor in making the decision.
2.5 We may collect, use or disclose personal information without the client’s, customer’s, member’s knowledge or consent in the following limited circumstances:
- When the collection, use or disclosure of personal information is permitted or required by law;
- In an emergency that threatens an individual's life, health, or personal security;
- When the personal information is available from a public source (e.g., a telephone directory);
- To protect ourselves from fraud;
- To investigate an anticipated breach of an agreement or a contravention of law
Policy 3 – Using and Disclosing Personal Information
3.1 We will only use or disclose visitor personal information where necessary to fulfill the purposes identified at the time of collection [or for a purpose reasonably related to those purposes such as:
- To conduct visitor surveys in order to enhance the provision of our services;
- To contact our [visitors] directly about products and services that may be of interest;
3.2 We will not use or disclose visitor personal information for any additional purpose unless we obtain consent to do so.
3.3 We will not sell visitor lists or personal information to other parties [unless we have consent to do so].
Policy 4 – Retaining Personal Information
4.1 If we use visitor personal information to make a decision that directly affects the visitor, we will retain that personal information for at least one year so that the visitor has a reasonable opportunity to request access to it.
4.2 Subject to policy 4.1, we will retain visitor personal information only as long as necessary to fulfill the identified purposes or a legal or business purpose.
Policy 5 – Ensuring Accuracy of Personal Information
5.1 We will make reasonable efforts to ensure that visitor personal information is accurate and complete where it may be used to make a decision about the visitor or disclosed to another organization.
5.2 visitors may request correction to their personal information in order to ensure its accuracy and completeness. A request to correct personal information must be made in writing and provide sufficient detail to identify the personal information and the correction being sought. A request to correct personal information should be forwarded to the Privacy Officer.
5.3 If the personal information is demonstrated to be inaccurate or incomplete, we will correct the information as required and send the corrected information to any organization to which we disclosed the personal information in the previous year. If the correction is not made, we will note the visitors’, or members’ correction request in the file.
Policy 6 – Securing Personal Information
6.1 We are committed to ensuring the security of visitor personal information in order to protect it from unauthorized access, collection, use, disclosure, copying, modification or disposal or similar risks.
6.2 The following security measures will be followed to ensure that visitor personal information is appropriately protected:
- the use of locked filing cabinets;
- physically secured data center premises;
- the use of user IDs, passwords, encryption, and firewalls;
- restricting employee access to personal information as appropriate (i.e., only those that need to know will have access;
- contractually requiring any service providers to provide comparable security measures.
6.3 We will use appropriate security measures when destroying visitor’s, or member’s personal information such as shredding documents, deleting electronically stored information.
6.4 We will continually review and update our security policies and controls as technology changes to ensure ongoing personal information security.
Policy 7 – Providing visitors Access to Personal Information
7.1 members have a right to access and update their personal information through their personal profile page.
7.2 Upon request, we will also tell visitors how we use their personal information and to whom it has been disclosed if applicable.
7.3 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.
Policy 8 – Questions and Complaints: The Role of the Privacy Officer or designated individual
8.1 The Privacy Officer or designated individual is responsible for ensuring whirlybirds.ca’s compliance with this policy and the Personal Information Protection Act.
8.2 visitors should direct any complaints, concerns or questions regarding whirlybirds.ca’s compliance via email to the Privacy Officer. If the Privacy Officer is unable to resolve the concern, the visitor may also write to the Information and Privacy Commissioner of British Columbia.
Contact information for whirlybirds.ca’s Privacy Officer or designated individual:
privacy [at] whirlybirds.ca