SASKATCHEWAN SPORTS HALL OF FAME AND MUSEUM

INTRODUCTION

The Saskatchewan Sports Hall of Fame and Museum (SSHFM) is a non-profit organization driven by members committed to recognizing sport excellence, preserving sport history, and educating the public on the contribution of sport to Saskatchewan’s cultural fabric.

The Federal Government has recently enacted The Personal Information Protection and Electronic Documents Act (PIPEDA). This new Act has been put in place to respond to the privacy concerns of Canadians relating to the collection, use and disclosure of personal information in the private sector. Consistent with SSHFM’s commitment to our members’ privacy and the protection of their personal information, SSHFM has developed in conformity with the requirements and principals of PIPEDA the following privacy policy to ensure our accountability to you, our members.

WHAT IS PERSONAL INFORMATION?

Personal information includes any factual or subjective information, recorded or not, about an identifiable individual. Personal information collected by SSHFM may include but is not limited to the following: age, name, address, postal code, place of business/employment, personal and business phone numbers, fax numbers, email addresses, websites and individual or company profiles.

WHAT PERSONAL INFORMATION DO WE COLLECT?

Members are listed in a membership directory maintained in-house by the SSHFM. The directory listing includes member names, and may include other member information provided, subject to member consent on the application form. Such information may include personal and/or business address, phone numbers and e-mail addresses, employer information and what type of a membership was purchased. This membership directory is not shared with any other organization.

The SSHFM does not retain any banking or credit card information on file.

HOW DO WE COLLECT YOUR PERSONAL INFORMATION?

We initially collect your personal information directly from you when you apply for your annual membership, request a service from us, or participate in one of our self-help fundraising projects.

CONSENT

In most cases, we will ask you to specifically consent, when we collect, use, or disclose your personal information in any way. We will ask for this consent in writing and/or through electronic signature on electronic applications. However, there may be some situations where we may accept your oral consent.

USE OF YOUR INFORMATION

We use your personal information to provide membership services and benefits. We do not provide or sell our mailing lists to any advertising agencies or any other parties.

DISCLOSURE OF YOUR PERSONAL INFORMATION

i) Employees and Volunteers

In the course of daily operations, access to private, sensitive and confidential information is restricted to authorized employees or volunteers who have a legitimate purpose and reason for accessing it.

As a condition of their employment or volunteer activities, all of our employees and volunteers are required to abide by the privacy standards we have established. We educate our employers and volunteers about the responsibilities of handling personal information. Unauthorized access to and/or disclosure of member information by an employee or volunteer of SSHFM is strictly prohibited. All employees and volunteers are expected to maintain the confidentiality of personal information at all times and failure to do so could result in appropriate disciplinary measures.

ii) Outside Service Suppliers

We sometimes contract outside organizations to perform specialized services, such as processing data, applying payments or facilitating mail-outs. Our service suppliers may at times process or handle some of the information that we receive from you.

When we contract with our suppliers to provide specialized services, they are given only the information necessary to perform those services. Additionally, they are prohibited from storing, analyzing or using that information for purposes other than to carry out the service contracted with us to provide. Our suppliers are bound by contractual obligations designed to protect the privacy and security of your information. As part of our contract agreements, our suppliers and their employees are required to protect your information in a manner consistent with the privacy policies and practices that we have established.

iii) Other

Under certain circumstances, we may be obliged, justified or permitted to disclosure your personal information without your knowledge or consent. This may occur:

· When required or authorized by law to do so by Court Order, Subpoena or Warrant;

· When permitted by law;

· When disclosure is clearly in your best interests, as determined in the sole discretion of SSHFM, and consent cannot be obtained in a timely manner;

· When the information is considered to be in the public domain;

· To collect a debt owed to SSHFM; and

· In case of emergency.

In any of the above cases we will not disclosure more information than is required.

VERIFYING AND UPDATING YOUR INFORMATION

Since your information is used within our membership directory, it is important to maintain up-to-date information which is accurate so that all of the benefits and opportunities that come with membership may be accessible to all members. As a member, you have the right to access, verify and amend your personal information held by us. If during the course of your membership, any of your information changes, please inform us so that we can make any necessary changes.

RETENTION AND DESTRUCTION OF INFORMATION

Upon the expiry of your membership, if you do not chose to renew your membership, within twelve months (1 year) of the expiry of your previous membership, all personal information on record will be deleted and/or destroyed as necessary.

HOW IS YOUR PERSONAL INFORMATION SECURED?

SSHFM takes all reasonable precautions to make sure that your personal information is kept safe from loss, unauthorized access, modification or disclosure for any other purposes other than those identified within this policy. Among the steps taken to protect your information are: physical premises of the SSHFM offices are locked and secured and are subject to restricted access; restricted file access to personal information; internal password and security policies; and confidentiality agreements with third parties.

SSHFM will ensure that the security of information held in our possession will be at a level that complies with PIPEDA.

ACCESS TO YOUR PERSONAL INFORMATION

You may access your personal information on file with SSHFM at any time during normal business hours. If the access granted is not satisfactory you may contact SSHFM’s privacy officer.

There are certain situations where SSHFM may not provide an individual access to their personal information, including those circumstances where:

i) The information is prohibitively costly to provide;

ii) The information contains references to other individuals, including members, donors or non-member customers;

iii) The information cannot be disclosed for legal, security or commercial propriety reasons; and

iv) The information is subject to solicitor-client or litigation privilege.

We have appointed a privacy officer to ensure that the requirements of PIPEDA are adhered to.

WEBSITE

Our website contains links to other sites, which are not governed by this privacy policy and is accessible to third parties which are not governed by this policy.

We do not monitor individual use of our website at www.sshfm.com. We do however monitor activities on the website to improve its functionality. This information does not contain personal information, beyond what is needed for contact purposes, and is not permanently stored for future use.

WITHDRAWING CONSENT

Upon becoming a member of SSHFM, participating in activities arranged or sanctioned by us, you consent to our use, collection, verification and disclosure of your personal information in accordance with this Policy. You may at any time withdraw your consent for your personal information to be used for certain purposes. A withdrawal of consent must be in writing and sent to SSHFM at the address noted below. If your consent is withdrawn, this may restrict our ability to assist you or extend membership privileges and we may not be able to provide you with all of our benefits, products and services.

REQUESTS FOR ACCESS OR COMPLAINTS

If you have any questions, or concerns or wish to access your personal information, please write to our privacy officer at:

Attn: Privacy Officer

Saskatchewan Sports Hall of Fame and Museum

2205 Victoria Avenue

Regina, Saskatchewan

S4P 0S4

Telephone: 306-780-9232

Fax: 306-780-9427

Email: sshfm@sasktel.net

Attention: Privacy Officer

If you are not satisfied with our response, the Privacy Commissioner of Canada can be reached at:

112 Kent Street

Ottawa, Ontario

K1A 1H3

Toll Free number: 1-800-282-1376

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