Privacy PolicyIntroduction:Privacy of personal information is an important principle in the negotiation of our contracts, marketing our membership and the administration of our organization. We understand the importance of protecting your personal information and are committed to collecting, using and disclosing your personal information responsibly. We also attempt to be as open and transparent as possible about the way in which we handle your personal information. While it is not clear that organizations such as ours are covered by PIPEDA (the Personal Information Protection and Electronic Documents Act) in our relations with our members and staff, we feel privacy issues are important and have decided to formulate a Privacy Code that complies with PIPEDA. Our Privacy Code is organised to follow the Act’s ten interrelated principles that are the foundation of PIPEDA. PIPEDA regulates the collection, use and disclosure of personal information. The term "personal information" is defined broadly in the law to include “information about an identifiable individual, but does not include the name, title or business address or telephone number of an employee of an organization.” This law protects the privacy of financial information, health information and other types of personal information. 1. AccountabilityI.A.T.S.E. Local 849 is accountable for the protection of member and staff personal information. While the officers of I.A.T.S.E. Local 849 are ultimately accountable for the protection of personal information, the day-to-day monitoring for compliance is also shared with staff, committee members and the Executive Board. The overall responsibility for the protection of personal information and compliance with its Code rests with the Privacy Officer of I.A.T.S.E. Local 849. I.A.T.S.E. Local 849 will use all available procedures including, but not limited to, contractual arrangements to ensure that the use of member and staff personal information provided to/from third parties is in compliance with this Code. I.A.T.S.E. Local 849 is committed to ensuring that the appropriate security measures are employed in the transfer of sensitive information. However, when using e-mail or wireless communication, you are advised that complete confidentiality and security are not assured. I.A.T.S.E. Local 849 will continue to develop policies and procedures to: protect personal information; receive and respond to complaints and inquiries; train staff, Executive Board Members and Committee Members; and to communicate the policies and procedures to our members, to employers and to staff, as required. 2. Purposes of Collecting Personal InformationI.A.T.S.E. Local 849 collects personal information for the following reasons:
In the event any new purpose is identified, all members and/or staff will be apprised of this information. Much information is collected, used and disclosed in electronic form. The I.A.T.S.E. Local 849 website uses cookies (see our Privacy Code Supporting Documentation for a full explanation of cookies) in order to provide members, staff and employers with our full range of services. A detailed list of what personal information is collected, the reasons why and the retention and disposal of such information is available upon request to the Privacy Officer. 3. ConsentConsent can be expressed, implied, or given through an authorised representative such as a lawyer or agent. Consent may be given orally, in writing, or electronically. I.A.T.S.E. Local 849 will obtain consent to collect, use or disclose any personal information, except where outlined in this Code. Based on the reasonable expectations of the members and staff of I.A.T.S.E. Local 849 as a result of the established relationship between I.A.T.S.E. Local 849 and its members and staff, we consider that we have your implied consent to continue with the collection, use and disclosure of your personal information as outlined in this Code. In the event there is a change in the collection, use and/or disclosure of your personal information, we will advise you in writing and request your consent accordingly. I.A.T.S.E. Local 849 may collect, use or disclose personal information without your knowledge or consent in a number of exceptional circumstances. These circumstances are set out in Section 7 of PIPEDA and are available upon request. Withdrawal or Refusal of Consent: Subject to contractual or legal restrictions, you may withdraw or refuse consent provided that I.A.T.S.E. Local 849 is given reasonable notice. Refusal or withdrawal of consent may prevent I.A.T.S.E. Local 849 from providing you and employers with a service. In the event you have chosen to disable all cookies on your computer and/or set your privacy settings to high, you may not be able to access certain areas of the I.A.T.S.E. Local 849 website. If you do want to access the I.A.T.S.E. Local 849 website and are blocked by privacy or cookie settings, you have some alternatives available to you:
If you are not desirous of proceeding through the website, you may phone the I.A.T.S.E. Local 849 office for copies of written documentation that would otherwise be available through the I.A.T.S.E. Local 849 website. 4. Limits for Collecting Personal InformationI.A.T.S.E. Local 849 will only collect personal information for the purposes identified. I.A.T.S.E. Local 849 will use methods that are lawful and will not collect information unnecessarily. Member or staff information may only be used or disclosed for the purposes for which it was collected, unless the member or staff person has otherwise consented, or when it is required or permitted by law. 5. Limits for Using, Disclosing, and Keeping Personal InformationMember or staff information will only be used or disclosed for the purpose for which it was collected. I.A.T.S.E. Local 849 will not use personal information for any additional purpose unless I.A.T.S.E. Local 849 seeks your approval to do so, or unless legally or contractually required to do so. All member or staff personal information will be retained only as long as necessary or expected to be necessary for the identified purposes, or as required by legislation. If information becomes redundant, it will be deleted, shredded or otherwise destroyed. 6. AccuracyReasonable efforts will be made to ensure that member or staff personal information is as accurate, complete, and current as required for the purposes for which it was collected. In most cases, I.A.T.S.E. Local 849 relies on its members and staff to ensure that certain information (i.e. contact information) is current, complete and accurate. 7. Safeguarding Personal InformationDepending upon the sensitivity of the personal information, appropriate safeguards will be implemented to protect information from unauthorised use and access in an effort to ensure the security, integrity and privacy of personal information. These safeguards shall include but not be limited to:
8. OpennessI.A.T.S.E. Local 849 is open about the policies and procedures in use to protect personal information, which are available to individuals upon request. The following information will be made available:
9. Individual AccessUpon written request to the Privacy Officer, members or staff shall be informed of the existence, use and disclosure of their information, and shall be given access to it. Members and staff may verify the accuracy and completeness of their information, and may request that it be amended, if appropriate. The review procedures may not compromise the security, integrity or privacy of other member or staff information. All requests will be responded to with due diligence, no later than 30 days after the receipt of the request, at minimal or no cost and in a form that is generally understandable. This time limit may be extended if additional time is required to undertake any consultations necessary to respond to the request. In some situations, I.A.T.S.E. Local 849 may not be able to provide access to any or all personal information about a member or staff person. For example, (but not limited to these examples): if the requested information is too costly to provide, if the information contains references to other individuals, if the information cannot be disclosed for legal, security, or commercial proprietary reasons, if the information is subject to solicitor-client or litigation privilege, etc. 10. Challenging ComplianceMembers and staff have the right to challenge the compliance with the privacy principles and our stated privacy policies and practices by filing a written challenge. All communication regarding this should be directed in writing to: Privacy Officer, IATSE Local 849 A decision will be rendered within a reasonable period of time. |