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MSSAC Privacy Policy
PIPEDA regulates the collection, use and disclosure of personal information. Swim Ontario (the parent organization) has developed a policy on the collection, use and disclosure of personal information. The Swim Ontario policy is available via MSSAC’s website (www.mississaugaswimming.com) or Swim Ontario’s website (www.swimontario.com). Swim Ontario has access to all personal information collected by MSSAC.
MSSAC has developed it’s own Privacy Policy. The section below outlines how MSSAC manages your personal information.
What This Policy Covers
This policy covers MSSAC’s treatment of the personal information collected from you. MSSAC is responsible for the personal information collected and held. To ensure this accountability, MSSAC has developed this policy and trained those involved with MSSAC about these policies and practices.
Accountability
MSSAC is responsible for the personal information collected and maintained by it and which is under its control. In order to fulfill this responsibility MSSAC has designated the Club Administrator to be responsible for the day-to-day care and control of personal information.
MSSAC has taken the following measures to ensure compliance with this Privacy Policy:
- Procedures have been developed to protect personal information.
- Procedures have been developed to receive and respond to complaints and inquiries.
- Volunteers and staff have been trained about the policies and practices respecting personal information.
- Information has been developed and distributed to volunteers and staff and the general public explaining the policies and procedures respecting personal information.
Purposes for Collection of Personal Information
MSSAC collects personal information for the following limited purposes:
- To establish and maintain member lists and mailing lists
- To coach, train, represent, promote and transport swimmers in order to facilitate competition
This information is necessary to allow our athletes to train and compete in an age appropriate environment and to have personal information on hand when direct contact is necessary. The latter also applies to volunteers and coaches. MSSAC also collects donor information for charitable tax receipt purposes.
How Personal Information is Used
MSSAC regularly produces newsletters and publications concerning our club, our swimmers and development in swimming. In addition, MSSAC publishes and distributes lists of volunteers and swimmers and their contact information. To do this MSSAC maintains a mailing list containing personal information needed to contact you and also to share with other members, when necessary, as well as others involved with MSSAC, other swim clubs, Swim Ontario, Swimming Canada and other persons and organizations. This information may be used on the website. Also, from time to time, MSSAC may contact you requesting additional personal information to assist in maintaining our membership mailing lists, update consents, or to assist in the coaching, representation and transportation of our swimmers. It may also be necessary to use personal information for the purposes of collecting outstanding fees and for other managerial purposes. Additionally, photographs may be taken of the swimmers either by MSSAC, outside organizations or the media. MSSAC has no control as to whether your child’s photograph will be taken and parental consent will be necessary as part of membership.
What Personal Information Do We Collect
Personal information is any information that identifies you, or by which your identity could be deduced.
How Do We Collect Your Personal Information
We collect information directly from you. There may be times when information is collected from another source.
Consent
MSSAC requires consent from each family to use personal information, such as names, address, date of birth, email addresses, telephone numbers, etc. As well, MSSAC may periodically request written confirmation from you to ensure that the personal information collected and maintained by us is up-to-date and accurate. MSSAC also requires parental consent permitting photographs to be taken of the swimmers.
Limited Collection
MSSAC restricts the collection of personal information only to that information that is necessary.
Limiting Use, Disclosure and Retention
MSSAC does not use personal information for purposes other than those for which it was originally collected unless consent is obtained. Personal information is retained only for so long as it is needed and then it is destroyed.
Disclosure of Your Personal Information
Under certain circumstances, MSSAC will disclose your personal information:
- When you have consented to the disclosure
- When the services we provide requires us to give your information to third parties
- Where it is necessary to establish or collect fees
- If we provide a third party to provide administrative services to us (like computer services or archival record storage)
- If the information is already publicly known
Website
On MSSAC’s website, we may monitor traffic patterns, site usage and related site information in order to optimize our web service. We may provide aggregated information to third parties but these statistics do not include any identifiable personal information.
Accuracy
If you are aware of changes to your personal information simply inform us of the changes and your records will be updated accordingly.
Safeguards
MSSAC has developed and implemented security safeguards such as physical security measures, such as locked cabinet storage and restricted access to areas where personal information is stored. All volunteers and staff who deal with personal information are aware of the necessary and appropriate measures required to protect personal information. Any personal information kept by us is disposed of or destroyed once it is no longer needed to meet the purposes for which it was collected.
Openness
MSSAC makes information about its policies and practices respecting the collection and maintenance of personal information available to all interested parties. Any questions regarding the collection and maintenance of personal information should be directed to the Club Administrator.
Individual Access
You can request access to your personal information held by MSSAC. However, MSSAC reserves the right to confirm the identity of the person seeking access to personal information before complying with any access requests. Please forward your access request in writing to the club office. You will be informed if the personal information is held by MSSAC and the details of the personal information. If, for any reason, MSSAC denies or is unable to fulfill a request for access, an explanation will be given.
Challenging Compliance
As noted, MSSAC has designated an official who is responsible for the day-to-day care and control of personal information. This official will receive and respond to all information requests regarding MSSAC’s privacy policies or about your personal information under MSSAC’s care and control. Equally, if you wish to be added or removed from any of MSSAC’s lists, please write to this official, care of the Club office.
MSSAC investigates all complaints received and will respond in writing in a timely manner. If any complaint is found to be justified, then MSSAC will take appropriate measures to resolve the matter to the satisfaction of the complainant.