Our privacy policy is mirrored from the Scouts Canada website.   Scouts Canada's Personal Information Protection Policy and Guiding Principles Scouts Canada is committed to respecting the privacy of our members, their families, and our employees by adhering to the privacy principles set forth in Schedule #1of the Personal Information Protection and Electronic Documents Act. Those principles are: Principle 1. Accountability The Executive Commissioner and Chief Executive Officer (CEO) is accountable to the Board of Governors for compliance with this policy. The Divisional Executive Director, Operations Division and Council Executive Directors are responsible for the management of the policy including the guiding principles. Principle 2. Identifying purposes Scouts Canada only collects personal information necessary to provide attentive and responsible youth programs, meet the individual development needs of each member, prospective member and employee, provide emergency health care, ensure a safe and secure environment, and meet applicable regulations. Name, address, birthdate, and information concerning registration, activities, events and honours & awards received form a permanent record for members and employees. All other information is kept only as long as required to fulfill the purposes identified, unless permission is obtained from the individual providing the information. Principle 3. Consent All members will have the ability to consent to the uses of their personal information. A prospective member, member, or employee of Scouts Canada grants through the act of registering consent to use of personal information by Scouts Canada members and employees for the purposes of tracking attendance and progress, informing members and/or their parents or guardians of Scouting activities, and for analysis. Prospective members, members and employees will have the opportunity, beginning in the 2001-2002 registration period, to select at any time whether they wish to be informed of fundraising and other member benefits not specifically related to their Scouting program. They can choose whether information other than name, address, birthdate, and information concerning registration, performance, activities, events and honours & awards received be kept for a longer period of time. Scouts Canada will assume consent is granted unless a member indicates otherwise. Principle 4. Limiting Collection Scouts Canada will explain the purposes for collecting each piece of personal information. If it is necessary to use the personal information collected for a purpose not identified when the information was collected, consent for the new use will be obtained from prospective members, members or employees. Principle 5. Limiting Use, Disclosure and Retention Scouts Canada will use the personal information obtained from prospective members, members and employees only for the purposes for which it was collected, and will not disclose the information for other purposes except as required by applicable law. All personal information provided to Scouts Canada will be maintained in a secure manner to ensure that its use is limited to the purposes for which it was collected. Name, address, birthdate, and information concerning registration, performance, activities, events and honours & awards received will be retained by Scouts Canada permanently. Other personal information will be retained by Scouts Canada for whatever periods are required by legislation governing our operation and/or the information provided, after which time (unless consent is given to keep information for a longer period) the information will be destroyed in a secure manner. If there is no legislative requirement to retain other information it will be kept for 13 months from the time it was provided. Principle 6. Accuracy Members will have the ability to view and review data provided on their application for membership at any time through the Scouts Canada Membership Management System. Individuals may, on presentation of a document establishing their identity to the Council Executive Director responsible for the individual’s geographic area, be able to find out whether personal information is on file with Scouts Canada, and if so consult it free of charge. A request may also be made in writing or by telephone to view information. A reasonable charge may apply for the transcription, reproduction, or transmission of the information. Principle 7. Safeguards Scouts Canada will assess and implement appropriate measures to properly protect personal data. These measures will be subject to independent audit to ensure their effectiveness. Principle 8. Openness This policy and the processes and procedures for obtaining access to personal information will be available to any individual through our web site, and in the compilation of our bylaws, policies and procedures. If any individual has a question regarding personal information, it may be directed to the Council Executive Director responsible for the individual’s geographic area. Principle 9. Individual Access Individuals will have access to their personal information provided on an application for membership at any time through the Scouts Canada Membership Management System. On request to the Council Executive Director responsible for the individual’s geographic area an individual will be informed of the existence, use and disclosure of their personal information, and will be given access to view that information. An individual may challenge the accuracy and completeness of the information, and have it corrected or amended as appropriate. Principle 10. Challenging Compliance Individuals may challenge Scouts Canada’s compliance with this policy by contacting the Council Executive Director responsible for their geographic area. Procedures will be established to deal with an individual’s concern in an appropriate and timely fashion. Definitions: Prospective Member – an individual that has indicated an interest in becoming a member of Scouts Canada by filling out an enquiry form, or an application for membership, but has not yet been accepted for membership. Member – an individual that has completed an application for membership, has been accepted for membership and has paid a membership fee.

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