District 10 Thames Valley (hereafter called “the District”) of the Ontario Horticultural Association (OHA) is a not-for-profit volunteer organization whose purpose is to provide leadership and assist in the promotion of education and interest in all areas of horticulture and related environmental issues through an network of horticultural societies across the Thames Valley area of S-W Ontario, as outlined in the Agricultural and Horticultural Organizations Act R.S.O. 1990, Chapter A 9 and amendments thereto.
This statement summarizes District 10 Thames Valley’s privacy policies and procedures that have been developed to comply with Canada’s Personal Information Protection and Electronic Documents Act (“PIPEDA“). PIPEDA sets out rules for the collection, use and disclosure of a member’s personal information, as well as safeguarding that information in the course of its activity.
WHAT IS “PERSONAL INFORMATION”
Under PIPEDA, “personal information” means any information that is identifiable to an individual, including name, address, telephone number, social insurance number, and date of birth. It also includes other information relating to identity, such as nationality, gender, marital status, medical records, financial information and credit history.
PURPOSES FOR THE COLLECTION OF PERSONAL INFORMATION
The District collects only the personal information required to assess the eligibility of an individual or Society to receive the benefits and programs offered by the District and the OHA. We are dedicated to the protection of personal information of our members.
Explicit consent can be given verbally or expressed in writing. Implied consent is when an individual gives you their contact information (such as filling out a form) but has not explicitly stated that they want to be contacted ongoing by your organization in future messages.
Consent is required for direct electronic communication defined in Canada’s Anti-Spam Legislation (CASL) as being an email, a text message, or similar electronic account. All email communication must include an opt-out option. Unsubscribe without hassle – you must remove a person who requests to opt out of your mailing list within ten business days.
In general, CASL does not apply to the general broadcast of an organizational message or notification on social media or website, such as an event. However, messages sent directly to a user through a social media in a closed two-way direct message, such as private message, would qualify as sending a message to an “electronic address” and CASL would apply.
The District endeavours to ensure that all personal information in active files is accurate, current and complete. When a member notifies the District that his/her personal information requires correction or updating, the necessary changes will be made as soon as possible.
LIMITING USE, RETENTION & DISCLOSURE
Personal information will be collected and disclosed to those District Executive and/or Board of Directors required to know the information for the purposes of the business of operations of the District.
The District utilizes a number of physical, organizational and technological measures to safeguard personal information from unauthorized access or inadvertent disclosure in accordance with its Information Security, Retention and Destruction Policy, including but not limited to:
The District Executive and Board of Directors are required to sign confidentiality agreements binding them to safeguarding the confidentiality of personal information to which they have access.
Personal information contained on the District Executive or Board of Director’s computers or in electronic databases are password protected, as well as secured behind technological safeguards such as virus protectors and firewalls to prevent unauthorized access.
- Electronic Transmission of Information
Notwithstanding the technological safeguards implemented by the District, all internet transmissions are susceptible to possible loss, misrouting, interception and misuse beyond our control. For this reason, as part of the Society membership application that an individual’s sign to their personal information being collected, used, retained, and disclosed, the District will assume that it has the individual’s implied consent to communicate via electronic means, unless notified in writing to the contrary.
An individual who wishes to review or verify what personal information is held by the District, may do so by making a request in writing to the District Director. Upon verification of the individual’s identity, the District Director Office will collect the information and provide a written report within 60 days.
Any concern or issue about the District’s personal information handling practices may be made in writing to the District Director. Upon verification of the individual’s identity, the District Director will act promptly to investigate the complaint and provide a written report to the individual.
If the individual is dissatisfied with the report provided by the District Director or feels that the corrective action taken by the District is insufficient, the individual may direct a complaint to the Federal Privacy Commissioner in writing. The address of the Federal Privacy Commissioner is provided in this Privacy Statement for your convenience.
OTHER HELPFUL PRIVACY LINKS
For a copy of PIPEDA, or for answers to other questions regarding privacy legislation, below are some helpful privacy links.
Federal Privacy Commissioner
112 Kent Street
Ottawa, ON K1A 1H3
Ontario Privacy Commissioner
2 Bloor Street East, Suite 1400
Toronto, ON M4W 1A8