1. Purpose
This document outlines the principles observed by the Viking Sailing Club (“Club“) regarding the collection, use, and disclosure of Personal Information, and efforts used to comply with obligations under the Personal Information Protection Act of British Columbia (“PIPA“).
The PIPA sets out rules for how organizations such as ours can collect, use and disclose your Personal Information.
The Club is committed to holding its members and Volunteers accountable to the principles described within this document.
2. Definitions
“Club Member” means a person who is a member in good standing of the Club.
“Non-Member” means a person who is not a member of the Club.
“Personal Information” means information about an identifiable individual, including for example name, home address, phone number, or email address.
“Partners” means any organization or individual providing services to the organization on an ad hoc or contractual basis.
“Past-Member” means a person who was once but is not longer a member in good standing the Club.
“Sailor Rating” means a Club-determined rating indicating a Member’s competency in operating a specific sailing craft.
“Use” includes the collection and disclosure of information.
“Volunteer” means a Member who is actively participating in the operation of the Club in a volunteer capacity, including members of the board of directors.
3. Collection of Personal Information
The Club receives Personal Information about Members and Non-Members each year through the member application form. The Club may also collect personally identifiable information about Members or Non-Members through its website, events, and programs.
The Club also collects Personal Information on behalf of Partners such as the Jericho Sailing Centre Association.
4. Purpose
Personal information is used for the following purposes:
- to verify Club membership
- to conduct communication with Members concerning Club events, administration, or information about a Member’s status
- to provide Members with account access to the Club website
- to conduct opinion surveys with Members
- to conduct event registration
- to determine Member capacities through Sailor Ratings
- to facilitate the provision of services to Members including provision through Partners
- to promote the Club
- to meet legal, contractual, and operational obligations of the Club
5. Limits on use
The Club will only use Personal Information that is necessary to fulfill the purposes identified in this Policy.
The Club will not use Personal Information except for the identified purposes unless the Club has received explicit consent from the individual for the intended use.
The Club will only use Personal Information in accordance with the PIPA.
6. Disclosure of Personal Information
The Club may disclose Personal Information where authorized by PIPA or required by law (for example a court order, subpoena, or search warrant) to protect and defend the rights or property of the Club, or under exigent circumstances to protect the personal safety of Club Members or the public.
The Club may disclose Personal Information to third party organizations retained by the Club in order to provide a service to Club Members or the public. In such instances, the Club will make the party aware of this policy.
The Club may disclose Personal Information to services it makes use of, for example for email distribution, Canada Post mail, event registration services, and survey services.
The Club will not sell, rent, lease, or otherwise provide Personal Information to any third party except in accordance with this policy.
7. Consent for the use of Personal Information
By providing the Club with Personal Information when registering for membership and activities, individuals consent to the use of that information under PIPA guidelines and in accordance with this Policy. In circumstances where the Club collects additional Personal Information, individuals will be asked to consent orally, in writing, or electronically. In some circumstances consent to use Personal Information may be implied.
Where an individual refuses to give Personal Information or withdraws their consent, the Club may refuse participation in a specific event, service, or program by that individual.
If a Member is also a Volunteer, the Club may use Volunteer Personal Information without consent if it is reasonable for the purposes of establishing, managing, or terminating a Volunteer relationship between the Club and the individual. In such cases the Club will notify the individual of the use of such information.
8. Retention of Personal Information
The Club will retain Personal Information as required by law (currently one year under the PIPA).
The Club may hold information for an indefinite period of time if that information is necessary to fulfill a purpose identified in this policy.
9. Protection of Personal Information
The Club is committed to ensuring the privacy of your Personal Information. To prevent unauthorized access or disclosure, maintain data accuracy, and ensure the appropriate use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online. We use encryption when collecting or transferring sensitive data online. The Club makes every effort to use reasonably secure methods whenever Personal Information is destroyed.
Your access to some services and content may be password protected. The Club recommends that you do not divulge your password to anyone. The Club will never ask you for your password in an unsolicited phone call or in an unsolicited email. You should not disclose your user name and password to others. In addition you should remember to sign out of your web site account or any other Club-related services at the end of each session. You may also wish to close your browser window when you have finished your work. This is to ensure that others cannot access your Personal Information and correspondence if you share a computer with someone else or are using a computer in a public place like a library.
Unfortunately, no data transmission over the Internet can be guaranteed to be 100% secure. Accordingly, despite our best efforts to protect your Personal Information, the Club cannot completely ensure or warrant the security of any information you transmit to us, or to or from our online products or services. You transmit all such information at your own risk. However, once we receive your transmission, we make our best effort to ensure its security on our systems.
A primary purpose of the Club is to promote membership interaction, sharing of information, and social activities. Therefore, Member data (name, phone number, email address, and Sailor Rating) will be published and available to all members. This information is available in the following locations:
- The Club website. This site is protected by username/password authentication.
- The Club room located at the Jericho Sailing Centre. The club room is available only to Members and their guests and remains locked when not in use.
- The Club keel boat located at Burrard Civic Marina. The Club keel boat is operated by qualified Members and their guests, and is locked when not in use.
Members and Partners are reminded that they are bound by the terms of this Policy.
10. Use of Cookies
The Club web site uses “cookies” to help you personalize your online experience. A cookie is a text file that is placed on your hard disk by a web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you.
Cookies save you time by telling the web server that you have returned to a specific page. For example, if you personalize Club web pages, or register with Club services, a cookie helps us to recall your specific information on subsequent visits. This simplifies the process of recording your Personal Information, such as billing addresses, shipping addresses, and so on. When you return to the same web site, the information you previously provided can be retrieved, so you can easily use the features that you customized.
You have the ability to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of the Club services or web sites you visit.
11. Use of Images
Members agree that images of them participating in Club events may be taken and included in Club communications and promotional material.
The names of individuals shown in images will not usually be included in the communication or material unless the individual is a Club officer. Members may request that images be removed from the Club communication or material by contacting the Club through the Communications Officer at communication@vikingsailingclub.bc.ca or by mail.
12 Use of Analytics
The Club uses Google Analytics to monitor website traffic on www.vikingsailingclub.bc.ca. Your IP and referrer information is collected by Google and aggregated to allow detailed statistics of our website visitors to be produced for the Club. Only website administrators have access to this information and the site is username and password protected. Other tools may also be used to support the Club website.
13. Accuracy of Personal Information
The Club will make reasonable efforts to ensure that the Personal Information we use is accurate and complete. Individuals wishing to correct any errors or omissions concerning their membership data must contact the Club in writing (email) to request any changes. After receipt of the request the Club will, within a reasonable time: 1) correct the information in our records, 2) send the corrected information on any organization it was disclosed to in the year before the information was collected, or, 3) if such a correction is not possible, the requested correction will be noted on copies of the Personal Information under the Club’s custody or control.
14. Access to Personal Information
Individuals have the right to access their Personal Information under the Club’s custody or control. Request for access must be made in writing. The Club may require proof of identify before granting access. When such a request is made, the Club will give individuals the Personal Information under the Club’s control, information about how the information is or has been used, and the names of the individuals and organizations to which their Personal Information has been disclosed. The Club reserves the right, in accordance with the PIPA, to charge a fee, payable in advance, to cover the costs of collection and delivery of such information. Following the request and confirmation of identity, the Club will provide the information within 30 business days.
The Club may, where authorized or required by the PIPA, refuse to disclose certain Personal Information. If an access request is refused, the Club will inform the applicant in writing of the refusal and state the reasons for such refusal.
15. Complaints
Complaints concerning the Club’s treatment of your Personal Information should be directed to the Club Executive Committee at executive@vikingsailingclub.bc.ca. Individuals who are not satisfied with the Club’s response may complain to the Office of the Information and Privacy Commissioner for British Columbia.