We, the Mississauga Figure Skating Club (MFSC) are dedicated to maintaining both a high standard of privacy and a high standard of data protection in all of our activities. We must protect and respect for the privacy rights of our members, customers, employees, and contractors. We also must consider the responsibility of ensuring that thorough security measures are in effect. This may involve verifying and testing assertions, practices, and the conduct of individuals and organizations and may have an impact on, or involve the use of, personal information. This policy, based on the standard required by the Personal Information Protection and Electronic Documents Act, (PIPEDA), namely the Canadian Standard CAN/CSA-Q-830, reflects MFSC's interpretation of these responsibilities. We welcome your comments and suggestions. The Privacy Policy is divided into 10 sections.

INDEX

1. What is Personal Information
2. Accountability
3. Purpose
4. Consent
5. Collection and Use
6. Disclosure of Personal Information
7. Accuracy and Retention
8. Safeguards
9. Access to Information
10. Feedback and Complaints

1. What is Personal Information (back to Index)

Personal information is information about an identifiable individual. This, however, does not include:

a) the name;
b) title;
c) business address; and
d) business telephone number,

of an employee of an organization.

In addition, information which is anonymous, i.e., where the identifying data fields are removed, is also not considered personal information.

2. Accountability (back to Index)

All voluntaries, contractors and other third parties with whom we have a contractual arrangement and with whom we share personal data are contractually obligated to ensure that their practices meet our standards and are fully compliant with PIPEDA and other applicable privacy legislation.

3. Purpose (back to Index)

Our primary objective is:

“The establishment and operation of a skating club for the purpose of:

a)       promoting figure skating;

b)       arranging for instruction, displays and exhibits of figure skating skills;

c)       encouraging the instruction, practice, enjoyment and advancement of its members in all aspects of skating;

d)       arranging matches and competitions and establishing and granting prizes, awards and distinctions;

            and such complementary purposes not inconsistent with these objects.”

This entails the management of personal data. Notwithstanding that we are committed to ensuring that our practices comply with PIPEDA.

Personal information about our members/customers using this website may be collected and used for the following purposes:

• To register a user account name;
• To manage a member/customer account;
• To contact customers regarding business or member related issues;
• To ensure good customer service, in the event a customer requires support or makes inquiries;
• To identify the individual(s) to law enforcement agencies, competent courts, and other competent judicial bodies under appropriate legal circumstances;

Personal information may be gathered from the public and used in the following situations:

• If an individual visits our website, the web server logs IP addresses and associated information relating to the requests made;
• If an individual initiates a transaction process, then we may gather transactional information as part of the process;
• If an individual makes an inquiry or complaint, applies for a job, or visits the premises;
• If an individual responds to a survey or a call for public comment; and
• If an individual registers for a MFSC event, activity, or contest.

Finally, regardless as to how and from whom we collected information, we will not offer, sell or trade your personal information to any organization or individual for any purpose.

4. Consent (back to Index)

We, pursuant to the Purpose, require the submission of personal information from the individual for the registration of member/customer account. We have attempted to limit the information we collect to the absolute minimum. Registration is done online, and we seek the positive affirmation of all registrants:

• That they have read and understood this policy;
• That they understand that we require the information for the proper operation of the account; and
• That they agree to the collection, use and disclosure of their personal information as described herein.

Individuals may withdraw consent for the further use of their information at any time, by contacting our Directors. However, if the information in question, is that which must be collected in order to securely maintain a member/customer account, withdrawing consent will lead to the cancellation of the on-line account.

5. Collection and Use (back to Index)

This section lists the data elements that are most commonly collected and used in connection with a member/customer account:

Members/Customers:

• The name, The company name, address, phone number, email, 2nd email (if voluntarily provided),job title (if voluntarily provided), legal type, and fax number (if voluntarily provided);
• The name, address, phone number, email address, language, title, preferred language (if voluntarily provided), mobile phone number (if voluntarily provided), 2nd phone (if voluntarily provided), 2nd email address (if voluntarily provided), and fax number (if voluntarily provided) of the administrative or technical contact;
• We may contact customers to inform them of issues, conferences, elections, or other matters related to their specific account;
• The member/customer MFSC assigned registration number;
• The description field which the customer or the administrative/technical contact filled out during the registration process describing the customer business;
• The customer's  OpenPGP-compatible key, SSL certificate (shared or private)
• The registration date and the date that any customer information was last changed;
• Whether the customer on-line account has been suspended or is in the process of being transferred;
• The expiration date of each on-line account the customer holds;
• The IP address, time, date, and the type of transaction the person was involved in;
• Any historical information about the transactions in regard to an account name and/or a member/customer information;

Visitors:

• While we do not actually look at the identity of individuals visiting our site, we may use session cookies to ensure a smooth and convenient site visit;
• The previous page visited prior to accessing our web page is automatically logged by the servers, although we do not look at these logs for any purpose; and
• For a detailed discussion of cookies and web server logs, you may wish to consult www.epic.org, or www.privcom.gc.ca.

If an individual contacts us:

• To apply for a job, we send the resume or letter to the appropriate board chair which will keep it for a period of 6 months to a year;
• By telephone, we may record the call for the purposes of ensuring quality control for member/customer care. Individuals are offered the opportunity to opt-out;
• If an individual arrives at our offices in person, their entry to and exit from the premises may be captured by security cameras and retained on video tape;

Contractors and partners:

• All contractors and partners are contractually bound to abide by all applicable privacy legislation. If they work onsite,  are in many respects treated like staff;
• Information collected for employment and payment may include name, address, phone number, bank account information, business and GST registration numbers, references, etc.;
• We share all of our information with our auditors, who are bound to MFSC by contract and by professional rules to maintain confidentiality and return all documents to us; and
• We have the right to audit any of our customer on-line information. In the event of an investigation of a fraud, criminal activity, breach of contract, or just quality assurance.

6. Disclosure of Personal Information (back to Index)

We do not use personal information for marketing purposes, and do not offer, share, trade, sale or disclose the information to other parties unless specifically stated in this policy.

In the event that a law enforcement agency, court of competent jurisdiction, or any other judicial body of competent jurisdiction requests personal information, we will only disclose personal information if we are obligated to do so by law or if we have received a warrant, subpoena, court order, or an order from another lawful authority. All such disclosures are documented unless prohibited by law.

We do not make any information intentionally available to the public through our on-line practice.

7. Accuracy and Retention (back to Index)

It is important that the information we obtain from the customer is accurate. Information that we will act on, (such as contact information, complaints, disputes, resumes, etc.) must be accurate. If you think we have information about you that is not accurate, you are encouraged to contact us at the address provided in section 10 of this policy and indicate the necessary changes. We may require that you follow certain procedures that are utilized by us for the authentication and verification of your identity.

We retain information according to retention schedules, which depend on the purpose of the information and any legal or contractual requirements with which we might need to comply.

8. Safeguards (back to Index)

It is important that the information maintained by us on behalf of our members/customers is accurate, protected from interference by other parties, and treated in confidence by as few personnel as necessary. We maintain state of the art firewall and antivirus protection on our internal servers, train our staff, and hire only responsible and capable contractors to manage our systems. If you detect any anomalies that might lead you to believe there has been a security infraction or hacking of our system, we will be pleased to investigate. Please contact us at address provided in section 10 of this article to report any security concerns.

9. Access to Information (back to Index)

The intention of this policy is to answer your questions about our privacy policy and practices. Should you be interested in more detailed information about our procedures and practices, please contact at address provided in section 10 of this article.

Should you wish to access your own personal information, please write to address provided in section 10 of this article. Upon receipt of a request from you, our oficer will send you, by email, mail, or facsimile, a "Request Form" for you to fill out. Provided we can, to our satisfaction, authenticate your identity and subject to certain exceptions prescribed by law, you will be given reasonable access to your personal information and/or you will be entitled to challenge the accuracy and completeness of the information and have it appropriately amended. Please note that the provisions under PIPEDA for access to personal information and the right to correct records are not intended to replace existing procedures. If you are interested in correcting information, related to your account, (after having reviewed the information you obtained from us via this procedure), we will be pleased to process your request. The routine procedures for correcting account information will be followed, unless you have described to us extraordinary circumstances that would warrant the use of a different procedure. In most cases, the routine procedures are the most efficient procedures for correcting account information.

At the time of your request, we may need further information from you to verify your identity, before we can provide you with the personal information we hold.

There may be instances when we will not be able to provide you with the personal information that you request. For example. if the personal information:

a) Contains references to other persons;
b) Has already been destroyed due to legal requirements or because we no longer needed it for our purposes;
c) Is subject to solicitor-client or litigation privilege; and/or
d) Cannot be disclosed for other legal reasons.

10. Feedback and Complaints (back to Index)

We take privacy seriously and consider that our treatment of personal information is part of the service that we offer. We appreciate hearing any comments that you may have about our policy, practices, and member/customer service. Please contact

e-mail:

If you are interested in more information about the Personal Information Protection and Electronic Documents Act, the Office of the Privacy Commissioner of Canada has detailed information on their website at www.privcom.gc.ca.