Purpose of this Policy
Personal Information3. Personal information is information about an identifiable individual. Personal information includes information that relates to their personal characteristics (e.g., gender, age, income, home address or phone number, ethnic background, family status), their health (e.g. health history, health conditions, health services received by them) or their activities and views (e.g., religion, politics, opinions expressed by an individual, an opinion or evaluation of an individual). Personal information, however, does not include business information (e.g., an individual's business address and telephone number), which is not protected by privacy legislation.
4. The OFA President, is the Privacy Officers and are responsible for the monitoring information collection and data security, and ensuring that all staff receives appropriate training on privacy issues and their responsibilities. The Privacy Officer also handles personal information access requests and complaints.
5. Personal information will only be collected by the OFA to meet and maintain the highest standard of organizing and programming the sport of Floorball. The OFA collects personal information from prospective members, members, coaches, referees, participants, managers and volunteers for purposes that include, but are not limited to the following: Name, address, phone number, cell phone number, fax number and e-mail address for the purpose of communicating about the OFA's and the OFA partnership programs, events and activities. NCCP number, education, resumes and experience for database entry at the Coaching Association of Canada to determine the level of certification and coaching qualifications.
Credit card information for registration at conferences, travel administration, coaching manuals and other products and resources. Date of birth, athlete biography, member club to determine eligibility, age group and appropriate level of play. Banking information, social insurance number, criminal records check, resume, and beneficiaries for the OFA's payroll, company insurance and health plan. Criminal records check and related personal reference information for the purpose of implementing the OFA's volunteer screening program. Personal health information including provincial health card numbers, allergies, emergency contact, and past medical history for use in the case of medical emergency. Athlete information including height, weight, uniform size, shoe size, feedback from coaches, trainers, performance results from athlete registration forms, outfitting uniforms, media relations, and various components of athlete and team selection. Athlete whereabouts information including sport/discipline, training times and venues, training camp dates and locations, travel plans, competition schedule, disability if applicable for the Canadian Centre for Ethics in Sport inquiries for the purposes of out-of-competition drug testing. Body weight, mass, body and fat index to monitor hysical response to training and to maintain an appropriate weight for competition. Marketing information including attitudinal and demographic data on individual members to determine membership demographic structure and program wants and needs. Passport numbers and Aeroplan/frequent flyer numbers for the purposes of arranging travel. Name, address, phone number, cell phone number, fax number, e-mail address for the purpose of providing insurance coverage, managing insurance claims and conducting insurance investigations.
Players lists and contact information within the OFA Member Associations, and/or teams for the purpose of notification of try-outs for other levels of Floorball. If a purpose has not been identified herein, the OFA will seek consent from individuals when personal information is used for a purpose not already consented to. This consent will be documented as to when and how it was received.
8. By providing personal information to the OFA, individuals are consenting to the use of the information for the purposes identified in this policy.
9. The OFA will not, as a condition of product or service, require an individual to consent to the collection, use or disclosure of information beyond that required to fulfill the specified purpose.
10. An individual may withdraw consent; use or disclosure of personal information at any time, subject to legal or contractual restrictions, provided the individual gives one week's notice of such withdrawal to the OFA. The Privacy Officer will advise the individual of the implications of such withdrawal.
Limiting Use, Disclosure and Retention
13. Personal information will be retained for certain periods of time in accordance with the following:
Registration data and athlete information will be retained after an individual has left a program of the OFA, in the event that the individual chooses to return to the program. Parental/family information will be retained after an individual has left a program of the OFA, in the event that the individual choose to return to the program.Information collected by coaches will be retained after an individual has left a program of the OFA, in the event the individual chooses to return to the program. Employee information will be retained for a period of seven years in accordance with Canada Customs and Revenue Agency Requirements. Personal health information will be immediately destroyed when an individual chooses to leave a program of the OFA. Marketing information will be destroyed upon completion and analysis of collected information. As otherwise may be stipulated in Provincial legislation.
14. Personal information that is used to make a decision about an individual will be maintained for a minimum of one year of time to allow the individual access to the information after the decision has been made.
15. The OFA may disclose personal information to a government authority that has asserted its lawful authority to obtain the information or where the OFA has reasonable grounds to believe the information could be useful in the investigation of an unlawful activity, or to comply with a subpoena or warrant or an order made by the court or otherwise as permitted by applicable law.
16. Documents will be destroyed by way of shredding and electronic files will be deleted in their entirety. When hardware is discarded, the OFA will ensure that the hard drive is reformatted.
19. Methods of protection and safeguards include, but are not limited to, locked filing cabinets, restricted access to offices, security clearances, need-to-know access and technological measures including the use of passwords, encryption and firewalls.
20. The following steps will be taken to ensure security:
Paper information is either under supervision or secured in a locked or restricted area. Electronic hardware is either under supervision or secured in a locked or restricted area at all times. In addition, passwords are used on computers. Paper information is transmitted through sealed, addressed envelopes or in boxes by reputable courier/delivery companies. Electronic information is transmitted either through a direct line or is encrypted. External consultants and agencies with access to personal information will provide the OFA with appropriate privacy assurances.
22. The information available to the public includes:
24. Requested information will be disclosed to the individual within thirty days of receipt of the written request at no cost to the individual, or at nominal cost relating to photocopying expenses, unless there are reasonable grounds to extend the time limit.
25. If personal information is inaccurate or incomplete, it will be amended as required.
26. An individual may be denied access to his or her personal information if:
This information is prohibitively costly to provide; The information contains references to other individuals; The information cannot be disclosed for legal, security or commercial proprietary purposes; The information is subject to solicitor-client or litigation privilege.
27. Upon refusal, the OFA will inform the individual the reasons for the refusal and the associated provisions of PIPA.
29. Upon receipt of a written complaint, the OFA will:
30. An individual may appeal a decision made by the OFA under this policy, in accordance with the OFA's policies for appeals.