211 KIWANIS AIR CADET SQUADRON PRIVACY POLICY
The 211 Kiwanis Air Cadet Squadron is committed to respecting the personal privacy of website visitors, Squadron members, Air Cadets, and others. The following statement summarizes the privacy practices of the Squadron, explaining why and how personal information is collected, how the Squadron uses this information, and under what circumstances this information is disclosed.
Personal information means information about an identifiable individual but does not include the name, title, and business address or telephone number of an employee of an organization.
Elements of this policy which relate specifically to the website apply to the Squadron website only. We are not responsible in any way for the practices of other websites which may be linked to the Squadron’s website.
CONSENT
The Squadron collects personal information only when it is voluntarily provided to us. We will seek consent to the use or disclosure of personal information at the time of collection, prior to use or disclosure, when applicable.
In determining the form of consent to use, including whether it is express or implied, the Squadron will take into account the sensitivity of the information and the reasonable expectations of the individual in the circumstances. For example, when an individual fills out a form, the individual implies that the Squadron may use the personal information for the purposes for which the form was filled out.
The Squadron will not require an individual to consent to the collection, use or disclosure of information beyond that required to fulfill the specified purpose.
An individual may withdraw consent to the collection, use or disclosure of personal information at any time, subject to legal or contractual restrictions (such as information kept to protect the Squadron from liability), provided the individual gives reasonable notice of such withdrawal to the Squadron. The Privacy Officer will advise the individual of the implications of such withdrawal.
LIMITING COLLECTION
Personal information is obtained by the Squadron only when supplied voluntarily. In general, it will be obvious when the Squadron is collecting personal information, because it will require filling out a form or otherwise initiating or maintaining communication and correspondence.
The collection of personal information shall be limited to that which is necessary for the purposes identified, and information shall be collected by fair and lawful means. The Squadron will not use any form of deception to obtain personal information.
The Squadron does not automatically gather personal information online. The website is accessed anonymously.
The Squadron collects website visitor information obtained through the use of cookies in a non-identifying aggregate form for use to enhance website design and to share internally and with approved contractors for business discussions and decisions. This information remains confidential, and does not identify individuals. The Squadron does not sell information obtained through the use of cookies or use it for any promotional or marketing purpose.
LIMITING USE
By providing personal information to the Squadron, individuals consent to the use of their personal information for the stated purpose. If an individual initiates communication with the Squadron (for example, by sending the Squadron an e-mail) and provides personal contact information, we will assume that we have the individual’s consent to use the personal contact information to respond to the communication.
LIMITING DISCLOSURE
Disclosure of personal information is made to the Squadron, the Department of National Defence and approved Squadron authorities and contactors who require this information to perform their official roles in pursuit of the purposes of the Air Cadet Squadron of Canada and in conjunction with the stated purpose. Disclosure of personal information is also made to the OPC’s professional advisors.
In addition, if a donation is made, a mailing address is required by, and will be provided to, the Canada Revenue Agency (CRA) through inclusion on any issued tax receipt.
Personal information may also be disclosed to comply with a subpoena or warrant issued or an order made by a court, person or body with the jurisdiction to compel the production of information, or to comply with rules of court relating to the production of records, or if the information relates to an offence under National or Provincial laws that has been or is about to be committed, or to activities suspected of constituting threats to the security of Canada.
The Squadron does not share mailing lists.
LIMITING RETENTION
Squadron Volunteer Registration and Screening information will be maintained in a secure, restricted, database for the life of the organization, sufficient to demonstrate that the Squadron has met its Duty of Care to Air Cadets in regards to the responsible employment of volunteers working with youth.
Personal information that is used to make a decision about an individual will be maintained for a minimum of one year to allow the individual access to the information after the decision has been made.
ACCURACY
Personal information will be as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used. Notification about changes to personal information, such as changes to telephone numbers and e-mail addresses may be required to maintain continued communication and record accuracy.
SAFEGUARDS
The Squadron employs reasonable administrative and technical measures to ensure the security of personal information, including (but not limited to) policy training, restricted office access, locked cabinets, restricted file access, and passwords.
INDIVIDUAL ACCESS
An individual, upon submission of a written request, shall be informed of the existence, use and disclosure of his or her personal information and shall be given access to that information, to the extent that the Squadron has retained that information.
Requested information will be disclosed to the individual within 30 days of receipt of the written request at no cost to the individual, or at nominal costs relating to photocopying expenses, unless there are reasonable grounds to extend the time limit.
If personal information is inaccurate or incomplete, it will be amended as required.
CHALLENGING COMPLIANCE
Questions or comments regarding this policy or its administration by the Squadron may be directed to the Executive Director by calling 613-725-2858, or by writing to the Air Cadet Squadron of Canada, 201-1505 Laperriere Ave, Ottawa ON K1Z 7T1. Queries may also be directed to the Squadron by e-mail: