Privacy Policy

FORED BC PRIVACY POLICY

FORED BC (FORED BC) provides a broad range of services to its members. In

providing these services, FORED BC gives utmost priority to the maintenance of

member privacy and therefore strives to protect the confidentiality of any personal

information that you may give us online, in a telephone conversation, in person, or

on a completed printed form. Personal information is any information that identifies

you or provides a method by which your identity could be deduced.

The collection and use of your personal information is subject to this Privacy Policy, a

formal statement of principles and guidelines that FORED BC has adopted to promote

responsible practices in the management of personal information in accordance with

Canada's Personal Information Protection and Electronic Documents Act (PIPEDA)

and BC’s Personal Information Protection Act (PIPA). See http://www.oipcbc.org/.

PIPA Contact Info: Office of the Information and Privacy Commissioner for British

Columbia PO Box 9038, Stn. Prov. Govt. Victoria, B.C. V8W 9A4. P: (250) 387-5629

For toll-free access call Enquiry BC at one of the numbers listed below and

request a transfer to (250) 387-5629:

Vancouver: (604) 660-2421

Elsewhere in BC: (800) 663-7867

Facsimile: (250) 387-1696 E-mail: info@oipc.bc.ca

For more information on PIPEDA, please visit: www.privcom.gc.ca. The Privacy

Commissioner of Canada can be reached at: 112 Kent Street Ottawa, ON K1A 1H3

1-800-282-1376
 

1. Your Privacy Rights

Beginning January 1, 2004, all organizations which collect personal information must

comply with the Personal Information Protection and Electronic Documents Act,

which grants rights concerning the privacy of your personal information. This Act's

obligations extend to FORED BC and we will ensure your rights through this policy

and by training FORED BC staff on privacy policies and practices.
 

2. Types of Personal Information Collected

FORED BC may collect personal information for memberships, sales of educational

resources or Revenue Canada (to issue tax receipts, complete Charity Information

Returns and such) through electronic forms, email, phone, fax, mail or in person.

This involves the collection of personal information, such as, but not necessarily

limited to, the following:

• Your name, home address, and home telephone and/or cell phone numbers

• Your email address

• Your place of employment and job title

• Your employment history and educational achievements

• Credit card information and/or banking information.

Please note that our credit card provider handles online payments securely

and credit card data is available only to authorized staff.

3. Purpose of Collecting Personal Information

In order to provide FORED BC's many services to our wide membership and

stakeholder base, we require some personal information. The nature and precise use

of your personal information will be outlined at the time of information collection. In

addition to these uses, your personal information may also be required for the

efficient administration of FORED BC, the creation and maintenance of membership

lists, the monitoring of memberships, and the production of information materials

concerning services and developments related to FORED BC. At no time will your

information be released to any outside agency or organization, unless required to do

so under law.
 

4. Collection of Personal Information and Your Consent

FORED BC collects information only by lawful and fair means and not in an

unreasonably intrusive way. Wherever possible, we collect your personal information

directly from you at the start of your membership. Additional information may be

collected as you participate in an increasing number of FORED BC services and/or

programs.

FORED BC must obtain your consent to collect, use or disclose your personal

information.
 

5. Use of Your Information

As mentioned above, FORED BC uses your personal information to provide services

to you and to include you in any direct mailings about FORED activities. Personal

information may also be used to notify you of upcoming meetings, courses,

seminars, conferences, and FORED BC products. If you tell us that you no longer

wish to receive this information, we will not send any further material.

FORED BC does not sell, share, barter, rent, divulge or otherwise

disseminate personal information.

FORED BC may monitor website traffic patterns, site usage, and related site

information in order to optimize our web services. This information may also be used

for statistical analysis and may be provided to third parties, but this statistical

information does not include any identifiable personal information.
 

6. Disclosure of your Personal Information

FORED BC may disclose your personal information under circumstances such as the

following:

• When we are required or authorized by law to do so, for example, if a court

issues a subpoena

• If we engage a third party to provide administrative services to us (such as a

mailing service or archival file storage), in which case the third party will be

bound by our Privacy Policy

• If we retain agents or consultants to assist us in completing research relating

to FORED BC, in which case these people and/or organizations will be bound

by our Privacy Policy

Please note that in all of these situations, FORED BC will only disclose as much

personal information as is required by the circumstances.

7. Updating and Correcting Your Information

Since we use your personal information to provide you with our services, it is

important that your information be accurate and up-to-date. If any of your personal

information changes during the course of your membership, please inform us so that

we can make any necessary changes. From time to time, FORED BC may contact you

to request an update of your personal information.

If FORED BC does hold information about you that is inaccurate, incomplete or not

up-to-date, we will take reasonable steps to correct it. By contacting FORED BC's

Privacy Officer (see section 12 for contact information), you can arrange a review of

your record(s). Should you find these records to be inaccurate, we will amend them

and where we have (as part of your membership with FORED BC) furnished

erroneous information to others, we will inform them of the corrected information.

Please note: we may ask you to provide documentation to assist us in making

corrections.
 

8. Process for Destruction of Personal Information

There are two situations when the destruction of personal information will be

necessary. This destruction of personal information will occur when there is a

withdrawal of consent or the retention of information is no longer necessary. This

could occur when the maximum retention time has been met, or the information is

no longer relevant.

The process is as follows for withdrawal of consent:

• The person requests in writing stating that they would like to withdraw their

consent for FORED BC to use their personal information for the purpose(s)

stated.

• The Privacy Officer will gather the information to be destroyed (in both paper

format and electronic).

• The paper-based information will be shredded, then disposed of (in either the

trash or recycle bin).

• The electronic information will be deleted from all electronic files where it is

stored.

• The Privacy Officer will access all of the available electronic drives and files to

ensure it is deleted.

• The information will be deleted from all backup records on the FORED BC

server.
 

9. Security of Personal Information

FORED BC takes all reasonable precautions to ensure that your personal information

is kept safe from loss, unauthorized access, modification or disclosure. Among the

steps taken to protect your information are:

• Premises security

• Employee training in the storage, safeguarding and use of personal

information

• Restricted file access to personal information (i.e. your data is accessed only

by FORED BC staff/consultants with a direct involvement in the project(s) or

service(s) for which you have provided your information)• Technological safeguards such as security software and firewalls to prevent

unauthorized computer access

• Internal password and security policies

• Contracts with third parties that bind them to FORED BC's Privacy Policy

Please note that despite the above security measures, any email correspondence

that you have with FORED BC is not completely secure if you send non-encrypted

emails.
 

10. Accessing Your Personal Information and FORED BC's Process for

Handling Personal Information Requests

At any time, you may contact FORED BC's Privacy Officer (see section 12 for contact

information) to request a review of the information that we hold on file for you. The

process for accessing your information is outlined below. Summary information is

available on request while more detailed requests that require retrieval costs may be

subject to a reasonable fee. Please note: FORED BC reserves the right to confirm

your identity before complying with any access requests.
 

Process for Handling Personal Information Requests:

• The person makes a request for details about their personal information to

FORED BC. This request is sent/directed to the Privacy Officer.

• The Privacy Officer responds to the person in writing.

• The Privacy Officer responds to the request within three weeks.

• If the person would like to see a list of personal information FORED BC has

about them, the Privacy Officer will send them a hard copy of the list through

the mail, marked confidential.

• If the person would like to see the personal information that FORED BC has

about them the Privacy Officer will schedule a meeting with that person to

give them access to this personal information.

• In the letter and/or in the meeting, the Privacy Officer will advise the

individual as to the next steps to be taken to follow up on the access request.

• After sending the letter or holding the meeting with the person, the Privacy

Officer will record the letter/meeting information in a confidential, hard copy

file.

There may be rare occasions when your rights to access or correct your

personal information are denied. These occasions include, but are not

necessarily limited to, the following instances:

• When denial of access is required or authorized by law

• When granting you access would have an unreasonable impact on other

people's privacy

• When granting you access would negatively affect FORED BC rights and/or

property

If we deny your request for access to information or refuse a request to

correct information, we will attempt to explain why.

11. Third Party Websites and Personal Information

On FORED BC's website, there are links to third party websites that are not under

our control. FORED BC cannot guarantee that these sites adhere to strict codes of conduct with respect to privacy, and visitors to our website should link and submit

personal information to these third party sites at their own risk.
 

12. Contacting the Privacy Officer

This policy addresses some of the main privacy concerns that you might have. If you

have concerns regarding FORED BC's Privacy Policy or questions about FORED BC's

compliance with PIPEDA guidelines please contact: info@foredbc.org
 

13. Changes to this Privacy Policy

As FORED BC regularly reviews all policies and procedures, we may change our

Privacy Policy from time to time. These changes will be posted on our website as

soon as is practical.