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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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