PROBUS Vancouver West Club

Privacy Policy

PIPA

The Personal Information Protection Act (PIPA) of British Columbia governs the collection and use of personal information about an identifiable individual and requires organizations acquiring such information to do everything reasonable to protect it. PIPA applies to PROBUS Vancouver West.

What is Personal Information?

It is information about an identifiable individual except for the person’s name, address and/or telephone number if they are publicly available.

What Information Does PROBUS Vancouver West Collect?

PROBUS Vancouver West collects some or all of the following information from members:

  1. Name;
  2. Address;
  3. Home telephone number;
  4. Email address;
  5. Partner’s name;
  6. Current or former profession or vocation; and
  7. Interest and hobbies.

Completion and submission of the Club’s Membership Application is deemed consent to the Club’s collection and use of the above information.

Use of Information

Information collected by the Club is used to contact members to advise them about meetings, outings or other activities and to provide them with periodicals, notices or newsletters. It is also used to determine which speakers and activities may be of interest to members.

Information is never provided to third parties outside of PROBUS.

Privacy Officer

The Membership Chair is responsible for the maintenance of information about members. Contact details are available on the Club’s website at probusvancouverwest.ca or by calling the Membership Chair.

Information Maintenance and Access

Information is stored in a computer file, currently Excel. A backup copy of the file is stored on the Google cloud and is subject to the privacy protocol of Google cloud as vetted by the Management Committee. An abridged copy of the file is placed on the website. Access to the file requires a password, which is available only to members and is changed from time-to-time at the discretion of the Management Committee.

Members seeking to change, update or correct their personal information should contact the Club’s Privacy Officer (Membership Chair) to do so.

As all members are entitled to inspect the Club’s documents a member who, on reasonable grounds and notice, requests access to membership information will be provided with a copy of the file. The Privacy Officer (Membership Chair), for purposes of monitoring use, will maintain a record of all such requests and approvals.

If a member leaves the club, that individual’s membership status is revised to “inactive” and all information regarding them is moved to a separate part of the file. All information on inactive members will be expunged after two years.

Each year, along with the invoice for dues, a complete copy of the member’s record is sent for confirmation and changes are made at the request of the member.

Complaints

If a member registers a complaint about the collection, accuracy, use, access to and/or security of personal information then the following protocol will be implemented as soon as practicable:

1.  A member of the Management Committee, preferably the Membership Chair, will speak to the member to ascertain the nature of the complaint.

2.  The Management Committee will determine actions to be taken in response to the complaint which may include:

  1. No action deemed necessary;
  2. Changes to information collected;
  3. Changes to information access and/or storage;
  4. Changes to information use; or
  5. Such other action as the Management Committee deems necessary to comply with all applicable laws.

3.  Except where precluded by legislation, the member will be advised of the Management Committee’s actions in writing.

4.  If the member is dissatisfied with the Management Committee’s response, then a complaint can be made to the Office of the Information and Privacy Commissioner at www.oipc.bc.ca.

Approval

This Privacy Policy was approved by the Management Committee on November 17, 2016.